Job Purpose:
The provincial co-ordinator has overall responsibility for providing leadership which produces effective delivery and development of programmes in his/her area of operations. Responsible for the efficient management of all Area Office resources (grants, awards, staff and assets) and leads the representation of Muslimaid Pakistan with country level authorities, I/NGOs, and visitors. His/her management of programme implementation and operations will ensure that the Area Office is in accordance with MAP policies and practices its Mission, Vision and Values.
Key Accountabilities:
Break these down into key headings depending on the role, such as:
Program Implementation, Management, development and Reporting
1. Responsible and accountable for programmes in the area and for the implementation and management of programmes in accordance with Organization’s strategies and policies for quality programming.
2. Ensure that the Area Office teams receive appropriate and timely support from specialists and MEAL team for program design and strategy, M&E, advocacy and planning.
3. Contribute to strategy and proposal development within the area
4. Responsible for ensuring that proposals are relevant, contextualized and inclusive of all required support and staffing costs at the field level.
5. Ensure that the programmes are appropriately monitored reviewed and evaluated on a continuous basis according to organisational quality standards and in coordination with the specialists, MEAL team and HOP.
6. Ensure appropriate systems for all aspects of programme cycle management are in place ensuring lessons learned are taken into account.
7. Develop and share quality reports in time with HOP and MEAL team as per the donors agreement.
Operational Management
1. Overall responsibility and responsible for Programme area and ensure planning, implementation and management in accordance with Organization procedures, systems and guidelines.
2. Lead the Area Team in ensuring smooth day-to-day running of field operations and ensure that programme plans are clearly prioritized and communicated to the operations team effectively;
3. Conduct regular Meetings (preferably fortnightly) to enhance information sharing among Area Management Team members and effectiveness of operations;
4. Work closely with the Procurement Co-ordinator to ensure adequate logistical support to deliver high quality programmes effectively.
5. Ensure monitoring systems are in place and that project reviews are carried out periodically or episodically with support from the HoP and MEAL department.
6. Lead development and monitoring of field-based detailed programme implementation and grant management work plans. Responsible for ensuring that field-based teams implement projects/programmes on schedule and within budget.
7. Responsible for the delivery of high quality, timely reports for donors and internal purposes, as well as the development of relevant case studies, success stories and other documentation.
8. Lead field-based start-up meetings of new projects with relevant Country level staff to guarantee a joint understanding among team members of donor requirements, budget responsibilities, technical requirements and other considerations.
9. Ensure standardised systems, policies and procedures are in place, well understood by all staff and in line with country programme system and are implemented in an appropriate manner
10. Ensure transparency in targeting beneficiaries, delivery of services and participation of beneficiaries and partners in planning and monitoring of process is reflected in programme delivery.
11. Ensure all relevant government authorities and partners are included in the planning and implementation of all project s as appropriate.
12. Draw up plans, proposals and budgets for new projects/extensions of the project in conjunction with the Head of Programme and Programme quality development Head.
13. Ensure that the Organization’s values and principles are embedded in all programme planning, implementation and reporting and that staff receive regular, up to date training on same.
14. Ensure Operating Standards are followed, implemented and maintained
Financial, Budget, Grant Management
1. Responsible for all budgets provided to the area. This may be delegated to other budget holders but overall accountability for the budgets for the area remains with the Programme Manager.
2. Lead monthly project management meetings at appropriate levels with team and sharing regular update to Head of Programmes. In coordination with the Finance department, ensure timely report providing a variance analysis on each budget is submitted to Head of programmes on Monthly basis.
3. Identify any budget challenges or issues such as over or underspends and propose solutions to Head of programmes as soon as issues are identified..
4. Oversee the general application and observance of financial procedures and guidelines set out in organization’s financial manual and donors’ requirements
5. Ensure the grants are managed as per Organization and donors’ requirement including the quality and timely submission of reports
6. In collaboration with specialists, ensure an efficient fundraising plan is in place and implemented
7. Prepare annual budgets for the Area Office programme, assessing costs and budget/expenditures from projects and asset inventory.
8. Prepare, and submit for approval program budgets and expenditure forecasts.
9. Responsible for certifying and authorizing disbursements according to Organization and donor guidelines.
Security
1. Ensure that security guidelines are followed in the project location and that any breaches of these are handled appropriately and reported immediately to the Head of Programmme.
2. Develop a clear safety and security management plan for all areas of interventions in coordination with and collaboration of Security Focal Point. Ensure that staff understand and can implement this plan – and that it is reviewed and updated regularly.
3. Ensure that daily communication is maintained between area and the field sites and that any changes in security are reported.
4. Attend security meetings and maintain regular contact with UN security officers as far as possible
Logistics/Finance/Administration
1. Ensure appropriate administrative, financial and logistical systems/procedures are implemented, maintained and adhered to so that all support functions are carried out effectively and efficiently.
2. Ensure Organization complies with all legal and bureaucratic requirements in area.
3. Ensure regular communications are maintained between Area and Islamabad through provision of a weekly and monthly situation reports.
4. Responsible to direct the preparation of projected expenditures each month (cash flow management).
5. Responsible for accurate budget control and overall responsibility for financial management at the project sites.
6. Carry out such logistical procurement as may be required by the project in a manner.
Human Resources
1. Lead, manage and motivate the Area team through clearly defined work objectives and individual/team work plans and receive meaningful feedback on their performance;
2. In coordination with team, maintain appropriate staffing levels and structures in the Area team, whilst planning and implementing specific actions to recruit, manage and motivate staff.
3. Ensure appropriate gender and ethnic diversity within the Area team;
4. Ensure that Area staff has clearly defined objectives and understand their responsibilities. Ensure compliance with staff development strategies and Performance Management systems and evaluations.
Representation Accountabilities
1. Establish, maintain, and improve active and regular working relationships with the stakeholders as identified in the stakeholder engagement plan and take the lead role in representing the principles and work of Organization to representatives of other organizations (UN, NGOs, INGOs, counterparts, donors, government Authorities, etc.) who are working and visiting in the Area Programme.
2. Oversee that local implementing partners are discharging their responsibilities, live up to stipulations stated in the partnership agreement and take appropriate action.
3. Ensure all relevant stakeholders are kept informed of Organization’s activities as appropriate (e.g. other NGOs, health authorities etc.)
4. Be the project’s contact with press and media in consultation with media department in Islamabad and HOP.
Safeguarding
1. Ensure all safeguarding guidelines are implemented in true spirits and compliance as per the policy.
2. Ensure team members are aware and understands safeguarding policies, procedure
Internal & External Stakeholders management.
3. Implement the policy in day to day code of conduct.
Operational
1. Includes interaction and engagement with internal and external stakeholders, communities, field visits and ensure safeguarding implications
Leadership and Management
1. Provide regular one to ones to the relevant employees, ensuring that you adhere to MA’s annual appraisal “PACE” framework (for managers)
2. Ensuring that relevant employees are set with annual SMART objectives and making sure that you are aware of your SMART objectives from your line manager (for managers)
Other
- To ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
- To comply with all policies, procedures, legal and regulatory requirements.
- Any other duties commensurate with the accountabilities of the post.
- Plus any other, e.g. Travel requirements
Person Specification
Essential / Desirable
Assessment Stage
Qualifications:
Postgraduate degree in international development, management, degree in civil engineering or equivalent
Essential
Application
Experience & Knowledge:
Understanding of programme and thematic areas of the particular area
Essential
Application and Interview
Have experience and understanding of two or more sectors – WASH, Child Protection, Education, Nutrition, Shelter, IWRM and cross cutting themes such as DRR, Climate change and gender;
Essential
Application and Interview
Strong, demonstrable, financial management skills, particularly in budgeting and reporting;
Essential
Application and Interview
Good understanding to international standards; HAP, SPHERE Standards and the People in Aid Code of Good Practices;
Essential
Application and Interview
Knowledge of Sustainable Development Goals and their relevance.
Essential
Application and Interview
Knowledge of SPHERE, CHS and DEC Accountability Framework priorities and other humanitarian/development sector initiatives and standards.
Desirable
Application and Interview
Experience of and understands Project Cycle Management and Result Based Management;
Essential
Application and Interview
Experience of representing organization with Government, Donors and coordination fora.
Essential
Application and Interview
Skills & Abilities:
Strong communication, people management and interpersonal skills in English,
Essential
Application and Interview
Willingness to work and travel in often difficult and insecure environments;
Essential
Application and Interview
Can communicate verbally and in writing in at least one local language of the area
Essential
Application and Interview
Strong and well-developed analytical skills coupled with experience of writing quality proposals and reports Strong analytical abilities.
Essential
Application and Interview
IT literate with knowledge of Microsoft Office applications and the ability to learn and use any software adopted by Muslim Aid.
Essential
Application and Interview
Ability to adapt to changing deadlines and priorities.
Essential
Application and Interview
