Project Onboarding & Reporting Coordinator Job

Job Title: Project Onboarding & Reporting Coordinator

Organisation: Plan International

Duty Station: Kampala, Uganda

Reports to: Head of Programme Implementation

About US:

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.

Key Duties and Responsibilities:

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:
Have an outstanding ability to think both conceptually and tactically, managing multiple moving parts simultaneously
Excellent proactivity to anticipate issues ahead of time, and establish workplans with agreed roles and timelines that ensure project managers are preparing reports and modification requests (as well as all tasks related to close out and start up) ahead of time, factoring in sufficient time for reviews in country
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.

Qualifications, Skills and Experience:

The applicant must hold 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
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.
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.
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