Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
|Job Title||PROJECT ONBOARDING & REPORTING COORDINATOR|
|Function||Programme Implementation||Supervises||Reporting & Documentation Support Officer|
|Reports to||Head of Programme Implementation|
|Location||Country Office||Travel required||20 %|
|Effective Date||June 2022||Grade||Level 13|
|ORGANISATION OVERVIEW & ROLE PURPOSE|
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected.
Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. We enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
|The Project Onboarding & Reporting Coordinator is responsible for supporting the Programme Implementation team in the development of project proposals that will meet the exacting standards of donors and national offices. S/he provides advice, guidance, and practical assistance to support the team in on-boarding newly approved projects, supporting project managers to organise and coordinate the multi-disciplinary teams of colleagues and consultants who conduct due diligence and capacity assessments on time and to standard. As projects progress the job holder also supports the Head of Programme Implementation (HoPI) in ensuring timely, quality, delivery and providing accountability requirements to donors and national offices.|
|The Project Onboarding and Reporting Coordinator provides valuable advice, guidance, and practical support to project managers for understanding donor and national office compliance rules and regulations, as well as supporting at critical moments (start up, close out, modification requests) to make sure these are completed efficiently and with quality.|
|The Project Onboarding and Reporting Coordinator must combine big-picture thinking with an ability to manage the details in order to support the HoPI in managing PIU’s entire portfolio of projects – with a particular focus on ensuring our programs manage to report on time and with quality, and that they are set up for success at project start, end, and during any modification requests.|
|The Project Onboarding and Reporting Coordinator must have excellent analytical capacity, as well as an ability to work under pressure, with a strong sense of urgency to meet deadlines and quality standards.|
|This position is not responsible for a departmental budget but influences the extent to which the Programme Implementation budget of around € 9 million annually achieves value for money.|
The key challenge for this position is around the sheer volume of staff and stakeholders and the number of projects that must be brought to successful completion in parallel. This requires the job holder to:
|Level of contact with children|
|This position has been classified as “low contact”: Minimal interaction with children|
|Key result areas:|
|KRA 1: Project Onboarding and Start Up Processes|
|Work collaboratively with the Business Development Unit and the Financial Budgeting & Reporting Unit to manage the complex processes involved in project initiation; organise and coordinate the Programme Implementation team and all supporting departments to fully comply with policies and procedures relating to project initiation|
|Ensure FADs are signed by at least two weeks before project start date, and that these include all relevant information required on donor and national office compliance, and that reporting dates are acceptable. Negotiate with national offices as required on these, with support from the HOPI.|
|Once projects are approved, ensure that project initiation processes are started in a timely manner as per the project initiation checklists (and update the checklists as needed to ensure it covers everything required to ensure successful project initiation) Follow up with all stakeholders (supporting departments, partnership manager, PMs, PAMs, HR) as needed to ensure all items listed as action points within the initiation checklists are completed on time and within first three months of a project.|
|Provide all relevant information as per donor compliance and national office compliance (as stated in the FADS) to the project implementation team and the finance team, to ensure that they have all relevant information to set the project up within our program management systems.|
|Ensure that responsibility for carrying out due diligence and developing contracts with specific partners is clearly allocated during new-project onboarding; liaise with colleagues to ensure an efficient process|
|KRA 3: Accountability & Compliance|
|Support the development and implementation of systems that will ensure the timely development of reports and delivery of other donor accountability requirements:|
|Ensure all compliance information is captured at project start and made available to implementation team and all supporting departments. Work closely with PM, finance and MERL team as they are setting up the projects in our management systems to ensure the set up is compliant and appropriate with best practices and with agreed donor and national office reporting and compliance conditions.|
|Work collaboratively with the Budgeting & Reporting Manager to strengthen PIU’s grant management systems, ensuring that end-to-end grants management is carried out in a time-effective manner, in line with good practice|
|Review all reports (financial, quantitative and narrative) before they are submitted to ensure adherence to donor requirements and PIU quality standards|
|Provide support to CLT to input into the quarterly report submitted to the region, on project performance and KPIs for the project implementation team|
|Organise and coordinate the team to support donor audits and to facilitate any visits or ad-hoc requests from donors|
|KRA 4: Team Collaboration|
|Support the HoPI in managing the Programme Implementation Team, empowering them to contribute effectively towards achievement of PIU’s strategy:|
|As directed by the HoPI, follow up with team members to check on progress and on the achievement of results; ensure that Programme Area Managers and Project Managers are effectively coordinating the roll-out of projects and that all projects are implemented on time, scope and budget|
|Liaise with Technical Advisors and Support Departments to ensure the Programme Implementation team is equipped to follow Standard Operating Procedures (SoPs) and effectively utilise tools that are designed to assure successful programme implementation|
|Identify and trouble-shoot any issues which are impacting successful delivery of projects on scope time and budget, working closely together with all departments (finance, Ops, HR, Risk) to develop solutions and roll these out across our Programmes|
|Foster an inclusive environment by implementation of policies and ways-of-working that provide for diversity and equal opportunities and utilisation of a leadership style that will drive employee engagement, in line with PIU’s Staff Engagement and Communication Approach|
|KRA 6: Project Close out|
|Facilitate project close out meetings 90 days before project closure with project team and all supporting departments, to make sure the team is on track to finalise all tasks related to close out as per the close out checklist. As needed, modify the close out checklist to ensure it covers all critical steps to ensure projects close out well.|
|Follow up with project team and all supporting departments on tasks related to project closure, to make sure these are completed within appropriate timeframes|
|KRA 7: Safeguarding, Gender Equality & Inclusion|
|Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.|
|A bachelor’s degree, preferably in development, from a recognized university|
|Professional qualification or certification in project management|
|Prior experience working in an international or national NGO managing donor funded projects is an advantage|
|Myself as a Leader|
|Courageous in taking a lead, challenging self and others on their attitudes, assumptions, unconscious bias and behaviour; speaks positively about change and supports others in adjusting to it. Extremely good and proven organization and coordination skills.|
|Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.|
|Open & Accountable|
|Holds self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively; at all times acts in the best interests of PIU and her beneficiaries. Ability to work under pressure, with a strong sense of urgency to meet deadlines and quality standards|
|Work Well Together|
|Creates a positive team spirit, helping people work well together as a team; proactively resolves situations of conflict by generating solutions that will work for all involved; deliberately adjusts own behaviour to influence or persuade others. Strong team player – able to work with staff across different departments and with no direct reporting lines – to ensure deliverables are met. Excellent communication skills, and ability to follow up with multiple stakeholders and ensure timelines are observed|
|Inclusive & Empowering|
|Celebrates success, calls out the contributions of others, and is generous with praise; motivates others by describing how their work effort can (or does) contribute towards achievement of PIUs purpose and strategy.|
|Skills & Knowledge|
|Motivates and develops others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential; acts as a role model of continuous professional development and willingness to learn from mistakes.|
|Critical Business Management Competencies|
|Good understanding of the political, social, financial and cultural context within which PIU operates; with practical experience of implementing projects that effectively reduce inequality and change how power is used.|
|Experience of using project management principles and practices to lead significant projects; ensuring the achievement of results on time and to standard|
|Good understanding of financial and procurement systems, with a good track record of complying with relevant procedures and controls.|
|Strong ability to analyse and interpret an appropriate range of data and evidence (including numbers), both internal and external, using sound judgement to make balanced decisions, based on insights gained, or projection of trends.|
|Experience of incorporating digital and technological solutions into plans and activities, to improve the effectiveness and efficiency of working practices, enhance communication and support innovation.|
|Outstanding communication skills with an ability to deeply understand the starting position of an audience and produce compelling written and/or spoken communications that effectively influence others.|
|Critical Technical Competencies|
|An ability to multi-task and keep track of multiple activities running in parallel|
|Excellent knowledge and understanding of international donor interests, priorities and compliance requirements|
|Experience of managing and influencing others within a matrix-managed context preferred; demonstrated expertise in influencing and persuading others to contribute towards donor-report writing|
|Ability to work under pressure, with a strong sense of urgency to meet deadlines and quality standards|
|Excellent communication skills, and ability to follow up with multiple stakeholders and ensure timelines are observed|
Location: Uganda, Kampala
Type of Role: Fixed Term
Reports to: Head of Programme Implementation
Grade: Level 13
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.