Consortium Coordinator

About Acted

Acted works with 19 million people across 43 countries at the intersection of humanitarian, development, climate and environmental programming. We draw on deep contextual knowledge and embrace emerging technologies to save lives, alleviate suffering, and protect and restore our planet. Working in collaboration with a growing ecosystem of local, national and international partners, we pursue one shared objective: a 3Zero World – Zero Exclusion, Zero Carbon and Zero Poverty.

Job Purpose

In close cooperation with consortium partners, the Consortium Coordinator ensures that the consortium's project is implemented according to the approved proposal and in accordance with the rules and regulations of the donor. The Consortium Coordinator facilitates close and effective coordination and collaboration between consortium partners, ensures high-quality documentation of the project's activities, ensures that project results are achieved, and ensures quality and timely communication with the donor agency. The Consortium Coordinator proactively ensures information sharing and liaison with the donor agency.

OBJECTIVES

1. To represent and position the consortium towards external stakeholders to ensure the mission, vision, and interests of the consortium and its members are protected;
2. To facilitate coordination and communication among consortium partners and ensure the consortium partnership operates in an effective manner;
3. To ensure the project is implemented in a timely and professional manner according to objectives, goals, and indicators in line with donor requirements and based on beneficiary needs.
4. To ensure quality liaison and information sharing with the donor agency.

DUTIES AND RESPONSIBILITIES

Representation

1. Protect and promote the vision, mission, and interests of consortium partners towards external stakeholders;
2. Represent the consortium towards the donor(s) and government authorities and therefore communicate with donor(s) and government authorities;
3. Where relevant, expand the donor portfolio of the consortium by tracking funding opportunities;
4. Attend government, UN, NGO, and donor meetings and present ongoing consortium activities;
5. Ensure the visibility of the consortium amongst humanitarian, donor, and government actors throughout the project;
6. Effectively manage coordination with other actors (UN, NGOs) implementing in a similar sector;
7. Ensure the continuum of consortium PR activities, including formal presentations, engaging media for coverage on success stories, updating project specific and regional fact sheets, and documenting publications featuring the consortium in the media;
8. Oversee the consortium’s communication activities including media visits, photographer’s mission, videos, etc.;
9. Lead the drafting and dissemination of position papers, statements, reports, and releases on the consortium’s engagements and humanitarian advocacy

Internal Coordination

1. Effectively manage partnerships between the different parties of the consortium to ensure smooth collaboration;
2. Ensure regular and open/transparent communication between consortium partners;
3. Regularly communicate with consortium Country Directors / Program Managers / Chief of Parties on project activities;
4. Convene and chair regular (e.g. monthly, quarterly) consortium steering committee meetings to discuss program and financial issues, disseminate minutes and follow up on action points;
5. Carry out weekly/bi-weekly catch ups with consortium key focal points
6. Support the development and maintenance of a coherent consortium strategy across all partners;
7. Promote harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience and learning;
8. Coordinate the development of all technical tools related to the consortium’s project (ToRs for consultants and evaluators, ad hoc reports, referrals platform, etc.)

Project Cycle Management

Project Planning

1. Define project implementation modalities and methodologies (including, but not limited to, technical specifications, identification and registration of beneficiaries, distribution and sensitization);
2. Organize project kick-off and close-out meetings
3. Together with the Project Managers of consortium partners, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives

Project Implementation Follow-up

1. Oversee and monitor the work of consortium and implementing partners, ensuring that technical quality and standard are considered and respected during project implementation;
2. Support the Project Managers of each partner to implement all aspects of the project;
3. Conduct regular follow-up of work plans identify and address any delays in a timely and effective manner;
4. Monitor output achievement, cash burn rates, and ensure timely completion of the project

Project Quality Control

1. Conduct periodic field visits to validate progress reports, identify problems and issues to address during Consortium management team meetings and make recommendations for improvement;
2. Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper verification;
3. Advise consortium Project Managers to adapt implementation of the project according to monitoring and evaluation findings;
4. Advise on and assist with project reviews conducted by internal and external monitoring and evaluation team;
5. Coordinate and put in place program capitalization system in collaboration with each focal point from each consortium partner.

Grant Management

1. Ensure that contractual obligations are met in terms of project deliverables;
2. Ensure the activities are implemented according to the approved donor and partnership agreement;
3. Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management;
4. Develop a reporting schedule that is agreed by all consortium partners;
5. Ensure external reporting for all the consortium members, according to donor and Acted requirements, is respected by all according to agreed deadlines;
6. Collect and consolidate narrative reports from consortium members for donor reporting;
7. Prepare documentation for any project modifications, including budget revisions, amendments, or extensions. Ensure such changes are made in close consultation with the consortium partners;
8. Together with the Country Finance Manager, manage and negotiate any budget changes in accordance with donor and Acted criteria.

KEY PERFORMANCE INDICATORS

• Number of technical documents (consortium strategy, advocacy paper, project methodologies and approaches, capitalization documents) produced
• Regular coordination meeting conducted among consortium partners
• Project completed on time without the need for an NCE
• Project completed within budget flexibility (not requiring a budget amendment for project lines)
• % of contractual performance indicators achieved
• Project records and documents (meeting minutes, donation certificates, attendance sheets, payment sheets etc.) available for all project activities and events
• Positive monitoring and evaluation reports (internal and external)
• Number of complaints received related to the project

Required experience and skills

• At least 5 years of experience in the humanitarian and/or development sector.
• Fluent in English, working Level in Ukrainian and/or Russian highly preferred.
• Experience in implementing multi-sectoral projects.
• Experience in donor relations and donor reporting.
• Experience in managing consortia is an asset.
• Experience in developing strategies/ plans, community engagement, outreach with authorities.
• Experience in coordination activities.