Project Coordinator
Job Description
About the Job
JOB DESCRIPTION AND PERSON SPECIFICATION
JOB TITLE: Project Coordinator
REPORTS TO: Programme Manager
REPORTING TO POST HOLDER: Woreda-based community development Facilitators, Biodiversity & NRM Officer, Finance and Admin Officer and other technical officers
PROJECT: Ecosystem based Solution for Biodiversity Conservation and Resilient Livelihoods in the Yayu Coffee Forest Biosphere and its Surrounding (ECOR)
LOCATION: Metu Field office, Ilu Ababor, Oromiya regional state
DURATION: One years with possibility of extension based on performance.
SALARY: GBP 1270 Per month
ORGANISATIONAL BACKGROUND
Farm Africa, founded in 1985, has been working in Ethiopia since 1988. We drive agricultural and environmental change to improve lives. Our strategy has three pillars: agricultural expertise, management and preservation of ecosystems, and the power of business to drive prosperity. We believe Africa has the power to feed itself and are helping make this happen by establishing and spreading the best farming and forestry techniques so that poor farmers and herders have more food to feed their families and to sell. We help smallholders manage their natural resources sustainably so that they can withstand climate change challenges and shocks and ensure their families have enough food in the future as well as now. Farm Africa works in partnership with communities, government, local and international organisations, and the private sector to innovate, learn and share best practices for the maximum impact of our projects
PROJECT BACKGROUND, PURPOSE & ROLE
Farm Africa has a long-standing experience in implementing development projects in the areas of agriculture, environment, and Business development, as one of the pioneers of this approach in Ethiopia. Farm Africa and Environment and Coffee Forest Forum (ECFF) are implementing a Jersey Overseas Aid (JOA) funded project titled “Ecosystem based Solution for Biodiversity Conservation and Resilient Livelihoods in the Yayu Coffee Forest Biosphere and its Surrounding (ECOR” executed in four woredas of Yayu coffee forest biosphere reserve area.
The project will improve the effectiveness of development policies and strategies around ecosystem, natural resources, biodiversity conservation, coffee forest biosphere reserve, food security, climate adaptation and mitigation, livelihood development, climate resilience and sustainable land management and inclusive green growth through integrated landscape management approach.
The project implementation requires collaboration with multiple stakeholders including the agricultural office, the cooperative promotion office, the finance and economic development office, local communities and others at Federal, Regional, Zonal, Woreda, and kebele levels.
The overall high-level strategic leadership of the project is managed by the Programme Manager based in Addis Ababa, while the zonal and woreda level leadership, execution of operations as per the project design document, strategic direction given by the Programme manager. The day to day planning and implementation of the project activities on the ground will be facilitated by the project coordinator, who will be based in Metu Field office, Ilu Ababor zone of Oromiya region. The project coordinator is also responsible for effectively and efficiently managing the project resources at the field office level and directly reporting to the Programme Manager based in Farm Africa Ethiopia Country Office.
PURPOSE OF THE ROLE
The project coordinator (PC), will work closely with the Programme Manager (PM) based in Farm Africa Addis Ababa Country Office, and be responsible for leading and coordinating the overall project implementation in Metu Field office supporting project management, planning, implementation, playing a leading role in coordination with field implementation of all partners, assisting the PM in internal and external project reporting, financial management, partner engagement, and monitoring and evaluation of the project activities, outputs and impacts. Responsibilities involve ensuring that the field-level project activities of all partner organisations are integrated effectively and all relevant stakeholders at all levels are fully engaged. The project coordinator will also closely work with the project team to harmonize and for the efficient and effective resource utilisation of the Metu field office.
KEY TASKS & RESPONSIBILITIES
Key areas of responsibility are:
Successfully manage the implementation of the project activities in accordance with agreed objectives, work plans and budgets
a. Planning:
In collaboration with the Programme Manager and implementing partners, review and prepare the work plan and budget during the annual planning process;
Manage monthly, quarterly and annual work plans for project logistics and activities, identifying and responding to the implications of interdependencies between different sub-project work stream activities
b. Project delivery, implementation and internal reporting:
Ensure that project activities are implemented and outputs achieved as planned and within the agreed budget.
Review progress regularly, submitting quarterly internal progress review reports outlining progress, issues and actions being taken in the standard format.
Participate in quarterly project progress review sessions, including an in-depth review of financial spend/burn rate; achievement against activity and output plan, and a forward look at whether the project is achieving against its objectives, indicators and beneficiaries.
Proactively identify and monitor any risks to delivery and develop action plans to address issues identified;
Ensure the timely submission of narrative and financial reports to the donor as per the reporting requirements indicated in the agreement.
c. Financial management and governance:
Manage the project within the agreed budget and apply value for money in decision-making.
Request cash and report expenditures timely as per FA’s financial calendar;
Undertake forecasts, where required, to reflect changing financial and operational context (e.g., inflation, exchange rates) and the project’s activity
Identify and analyse the causes of spending variances in the budget and take action as needed
Implement internal project financial controls, ensuring that financial management in the project field office follows and exceeds the basic standards contained in the Farm Africa finance procedures manual.
Review budget monitoring reports and provide timely explanations and corrective actions for any significant variances
Ensure that all procurement of goods and services follows the donor’s financial requirements.
Ensure compliance of the project with the Charities and Societies Agency’s directives.
Work with the PM to monitor financial risks, developing and implementing mitigation actions as needed
d. Monitoring and evaluation of the project’s outcomes and impact
Working with Farm Africa’s Programme Manager and other stakeholders, develop and implement a project monitoring and evaluation process that meets the basic internal and donor monitoring and outcome reporting requirements.
Work closely with partner organisations to jointly monitor and contribute lessons learned, ensure dissemination and maintain dialogue on key project findings
Ensure the project’s log frame and data collection plans are regularly reviewed and refreshed, and that the project is collecting the breadth of indicators required at a frequency and timing in line with reporting purposes
Lead the project’s annual self-assessment process, ensuring that necessary evidence is collected and all staff are actively inputting into the process
Ensure that the project is regularly (at least quarterly) conducting beneficiary surveys, collecting other data through relevant sources, developing case studies and collating photos
Oversee baseline, mid-term, final evaluation and other external evaluations, ensuring that learning and recommendations from those evaluations are explicitly incorporated into the project’s future implementation activity
Line-manage the project staff
In liaison with partners and the Programme Manager, contribute recommendations to the recruitment of new staff to the project team.
Hold (at least) monthly joint staff meetings with the partners and send minutes and key action points to the relevant stakeholders
Provide leadership and motivation to all project staff, building values-based team working and individual staff skills relevant to the project.
Regularly provide both informal and formal coaching and feedback to all project staff
Effectively and promptly deal with any poor performance and actively recognise and encourage strong performance
Actively seek feedback on own performance and effectiveness from both country leadership as well as own project staff.
Hold in-person supervision sessions with all line-managed staff at least once per quarter (to discuss progress against their personal development objectives and work targets) and carry out in-person annual appraisals with all line-managed staff
Internal and external stakeholder management, local government, as well as donor
Facilitate regular meetings, set agenda, take minutes, ensure all project stakeholders are up to date and inputs are translated to project implementation;
Conduct joint progress review sessions with participation in internal Farm Africa learning and review sessions to assess any adjustments needed to the project implementation plans and budget allocations
Proactively identify and raise with the line manager any delivery risks related to implementation partners, and work with partner staff to implement action plans to resolve identified issues
Ensure compliance with donor procurement and other contractual requirements
Provide a formal representation of the project with respect to key signatory government parties, and ensure periodic reports are submitted to them on a timely basis.
Ensure that the project is represented at relevant woreda, Zonal, Regional and (where relevant) Federal level government meetings and forums
Act as an ambassador, promoting the project, including hosting visitors, speaking at workshops and conferences, and meeting donors and other officials when required.
Play an active role as a member of the Farm Africa team
Contribute to the development and implementation of Farm Africa’s strategy and drive for excellence
Prepare a PowerPoint presentation of the project progress and submit to the Programme Manager for review and correction
Identify and explore opportunities to grow and expand the country project pipeline, both in relation to the current project (e.g., potential scale-up opportunities to take existing work to meso- or macro-level, replication in other geographies/regions) or related to new project opportunities
Participate in country-level or pan-Farm Africa programme meetings with other project coordinators, as requested by the Country Director or PM
Safeguarding & Code of Conduct Responsibilities:
Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
Participate in safeguarding training and awareness activities as required.
Contribute to creating and maintaining a safe working environment for all staff
These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.
About You
PERSON SPECIFICATION
Essential
Desirable
Technical
MSc or BSc in Natural Resources Management (NRM), Agriculture, Rural Development, Development Studies, Project Planning and Management or other relevant field.
Training, experience or skills in Project Cycle Management is a positive addition to the qualification required
First Degree with 8 years’ experience or Master’s Degree with 6 years’ experience and 2 years related managerial experience. Practical work experience in NRM, Biodiversity, climate-smart agriculture, Integrated rural development, Livelihoods, Food security, integrated landscape management, Marketing development initiatives.
Practical experience in ecosystem, biodiversity and forest biosphere reserve in Ethiopia.
Good understanding and firm belief in gender equality and inclusion in rural communities.
Demonstrated professional and personal attitude towards gender equality and inclusiveness.
Project Management
A progressive and relevant experience as a project coordinator, evidencing knowledge and understanding of project designing, planning, implementation, monitoring, review and reporting.
Proven experience in Project management and working experience in a similar environment.
Experience in developing, implementing and reviewing participatory planning, monitoring and evaluation processes. Demonstrated ability to incorporate results of these activities into project design and implementation.
Proven ability to work in effective communication, team culture, relationships, trust, respect and positive thinking with staff, partners and community members.
Demonstrated an independent and proactive attitude towards project management
Experience in financial management, including the ability to develop, read and manage budgets; and rapidly spot potential issues and solutions
Stakeholder & Line Management
Demonstrated leadership, line management and team building experience – including appraisal and managing under-performance.
Experience in leading teams in problem-solving, and working experience with a consortium project
Proven experience in stimulating successful delivery of the project by all team members, as well as staff development, creating open and collaborative team environments that encourage the contributions of the whole team
Experience in combining coaching with effective and insightful feedback on strengths, development areas and ways to grow
Proven experience and ability in coordination, management and negotiation within implementing partners and other stakeholders (government and donors)
Ability to build strong relationships with stakeholders based on trust, collaboration, demonstrated commitment and impact, deploying a wide range of influencing techniques as required
Excellent network and excellent relationship with government partners
Other Skills
Excellent written and oral communication and presentation skills, with the ability to work with both Government and Private Sector stakeholders
Excellent record of writing, including briefs, project reports, communication and dissemination materials
Fluent in written and spoken Afan Oromo, Amharic and English
Ability and willingness to travel widely and frequently to rural areas
Good knowledge of Windows, including Outlook, Excel, and PowerPoint
Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.
EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.
GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.
IMPACTFUL: We deliver long lasting change for farmers, their families, and the environments they live in.
BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.
