Plan International Project Onboarding & Reporting Coordinator Jobs in Uganda
Plan International Project Onboarding & Reporting Coordinator Jobs in Uganda
The OrganisationPlan 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.
We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
Role Profile
Job TitleProject Onboarding & Reporting Coordinator
FunctionProgramme Implementation
SupervisesReporting & Documentation SupportOfficer
Reports toHead of Programme Implementation
LocationCountry Office
Travel required20 %
Effective DateJune 2022
GradeLevel 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.
Role Dimensions:
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:
Have an outstanding ability to think both conceptually and tactically, managing multiple moving parts simultaneously
Motivate and influence the team to deliver reports on time and to standard using high level interpersonal skills and without the benefit of direct line management authority
Excellent and proactive communication skills with national offices and donors, allaying any concerns which may arise and escalating issues as soon as these arise to HOPI, Grant finance Manager, PAMS and CFM as needed.
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
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.
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 2: Reporting Management and Communication with National Offices and Donors
Develop and maintain (in collaboration with the finance team) a tracking system to ensure timely submission of reports, responses to feedback on reports submitted, and modification requests;
Ensure all relevant technical advisors have reviewed reports before submission to national offices / donors, and do a final review and proof-read before submission
Follow up with the Budget & Reporting, MERL and Programme Implementation Teams as necessary to ensure reports and modification requests are submitted on time and with appropriate levels of quality, and escalate any problems to the relevant accountable manager
Remain looped in on all communications to project team with national offices, to ensure we are responding to adhoc requests within the timeframes. As necessary, negotiate with national offices for more realistic timeframes which allow for in-country review.
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:
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:
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
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.
Role Requirements:
Qualifications
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
Leadership Competencies
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.
Lasting Impact
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
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
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
For more information and job application details, see;
Plan International Project Onboarding & Reporting Coordinator Jobs in Uganda
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