Consortium Coordinator at Premiere Urgence Internationale (PUI)

General Objective / Summary

• Under the direct management of PUI Deputy Head of Mission for Programs and the joint management of the Consortium Steering Committee (comprised of all consortium partners country representatives), the Consortium Coordinator key objective is to make sure that the consortium project activities are implemented in a coordinated, efficient, effective, timely and qualitative manner.
• S/he is the guarantor of effective and qualitative internal and external information management according to internal consortium agreed guidelines and donor requirements.
• The Consortium is led by PUI, in partnership with one or several partners. The Consortium Coordinator will aim to maximize the sectoral and geographical scope of the integrated approach that partners implement separately, as well as to enhance the quality and impact of their humanitarian action by combining resources, complementary expertise and access. Consortium Coordinator will ensure synergy among all partners.

Responsibilities and Tasks
Multi-Agency Team Coordination and External Representative

• Chairs the Steering Committee and performs associated tasks, such as setting the agenda, taking the meeting notes, and disseminating the decisions made to the relevant staff and external stakeholders.
• Lead the management of the partnership between the different parties of the consortium to ensure smooth collaboration and ensure regular and open/transparent communication between consortium partners.
• Transmit the reports, contractual documents and other requested files to the concerned external partners and stakeholders.
• Ensure that PUI & partners Consortium Project teams are effectively playing their roles in terms of project oversight, team management, reporting and activities monitoring and reporting to any issues to the Consortium Steering Committee.
• Ensure that consortium project teams are properly supported in terms of technical aspects from the different partners’ technical coordinators / advisors and report any issues to the Consortium Steering Committee.
• Define the consortium internal communication schemes (including emails, internal meetings, reports…) and the consortium external communication schemes (including emails, external meetings, reports…)
• Organize project kick-off and close-out meetings.
• Make sure that different levels of coordination mechanisms are in place (finance coordination meetings and MEAL/Sector Working Groups as well as ad hoc thematic groups) are scheduled regularly, information shared and follow-up on action points.
• Ensure harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning.
• Visit and coordinate internal/external visits to monitor and supervise the proper implementation of the activities.
• Represent the consortium project teams toward any official external actors, donors, authorities, stakeholders, clusters.
• Lead the definition and implementation of consortium communication plan (specific logo, events, web, etc.);
• Contribute to the collection of context evolution information related to the area of implementation of the project and eventual security related risk

Program Coordination - Ensure that the activities are implemented in a timely and qualitative manner by all partners

• Project Planning:
  • Lead the definition of project implementation modalities and methodologies (including, but not limited to technical specifications, identification and registration of beneficiaries, distribution and sensitization).
  • Ensure harmonization of methodologies and tools among consortium partners
  • Together with the consortium project teams, 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:
  • Oversee and monitor the work of the consortium, ensuring that technical quality and standards are considered and respected during project implementation.
  • Support consortium project teams in the implementation of all aspects of the project.
  • Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner.
  • Monitor output achievement and ensure a timely completion of the project.
  • Consolidate monthly activity / indicator follow up, analyze them and support the consortium teams in introducing improvements in case of need
  • Coordinate the development of all cross-cutting tools related to the consortium project (ToRs for consultants and evaluators, ad hoc reports, capitalization reports…).
• Project Quality Control:
  • Ensure, with the support from Consortium MEAL teams, that all MEAL activities are properly designed and effectively implemented and report any issue to the Consortium Steering Committee
  • Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification.
  • Coordinate and put in place a program learning system.
  • Support in harmonization of quality standards in provision of services among the partners.
  • Liaise with sectorial technical coordinator/advisors to supervise the quality of implementation of the project

Strategy Definition:

• Support the development and maintenance of a coherent consortium strategy across all partners.
• Anticipate, plan the exit strategy of the project.
• Define with consortium project teams the key messages and advocacy messages.
• Advocate towards various stakeholders: donors, cluster, authorities the defined messages.
• Propose operational development strategies.

Support Coordination:

• Ensure, with consortium finance teams, that all consortium partners finance departments are following consortium agreed procedures and guidelines and that financial information is effectively and timely shared.
• Follow up on cash burn rates, follow up on partners reimbursement, planning is done according to budget.
• Ensure, with consortium logistics teams, that all consortium partners logistics departments are following consortium agreed procedures and guidelines and that logistics information is effectively and timely shared.
• Define, follow up on procurement plan, technical tender analysis and selection of suppliers, stock & equipment management plan.
• Ensure, with consortium HR teams, that all consortium partners HR departments ensure sufficient and competent staff dedicated to the project.

Grants, Compliance & Audit Management:

• Grants:
  • 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.
  • Make sure that an internal and external reporting schedule is designed and that it is agreed and respected by all consortium members.
  • Supervise the collection and consolidation of narrative, financial, logistic, technical, etc. reports from consortium members for donor reporting.
  • Supervise the preparation of documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners and HQ.
• Compliance & Audit:
  • Ensure that contractual obligations are met in terms of project deliverables.
  • Ensure a proper information and archiving system across all consortium partners.
  • Ensure the agreed controls, spot check, and internal consortium audit as agreed in the consortium partnership agreement, based on the due diligence / partner capacity assessment.
  • Coordinate and lead at field level the answer to external audit request.

Team Management and Capacity Building:

• In collaboration with the HR department and line manager, participate in the recruitment process(es) of staff under his/her line management at base level by participating in drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews.
• Brief newly recruited personnel on their roles and responsibilities.
• Ensure the adherence of his/her subordinate(s) to all PU-AMI’s policies, rules and regulations.
• Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, training and capacity building, etc.) in collaboration with the Human Resources department and support from the line manager if needed.
• Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals every 6 months) to promote professional development.
• Assist the line manager in defining and implementing the required training(s) to subordinate(s) and other relevant colleagues regarding task to be developed on the framework of the project.
• Ensure good communication, coordination and the information level of concerned members of the field teams during regular coordination meetings (or other meetings when required).
• Solve team conflicts and ensure team building and discipline.

Qualifications

• Interested candidates should possess a Master's Degree with 5-15 years of experience.