JOB PURPOSE

The Program Management Coordinator plays a vital supporting role in the effective execution and coordination of ARDD's various programs and projects. This position assists senior management, including the Head of Program Department -Senior Advisor and CEO, in ensuring the timely and efficient delivery of programs results. By coordinating key activities, supporting project planning and implementation, and ensuring smooth communication between all stakeholders, the Program Management Coordinator helps align programs with ARDD's strategic goals. This position is crucial for ensuring that all programs meet organizational standards, are delivered within scope and budget, and comply with donor requirements.

KEY RESPONSIBILITIES AND DUTIES

• Project Support: Assist the Program team in the execution of projects by supporting all stages from initiation to completion. Ensure the projects stay on schedule, within scope, and meet quality standards.

• Planning and Coordination: Aid in the development of project plans, including establishing implementation schedules, monitoring budgets, and identifying the resources necessary for successful project execution.
• Progress Monitoring: Track ongoing projects, assist in evaluating their progress, and collaborate with senior management to make necessary adjustments to ensure successful delivery.
• Quality Assurance: Support in ensuring all program activities and deliverables adhere to high standards and meet internal and external compliance requirements.
• Documentation and Reporting: Assist in managing and submitting projects and programs-related documentation and reports in a timely and accurate manner, ensuring they meet donor and organizational requirements.
• Technical Support: Provide administrative and technical support to ensure programs meet sector standards and deliver desired outcomes.
• Data Collection: Help in gathering relevant project data, particularly related to beneficiaries and target groups, and assist in program evaluations and needs assesments.
• Program Enhancement: Assist senior management, including the Head of Program Department Senior Advisor, in analyzing program data and providing recommendations for program improvements or new initiatives.
• Program Development: Work with senior management to identify potential areas for new program development or expansion of existing programs.

COORDINATION

• Support for Senior Management: Provide essential support to the Head of Program Department Senior Advisor and the CEO in managing programmatic decisions, ensuring alignment with organizational goals and strategy.
• Field Support: Assist in monitoring the implementation of projects by visiting field sites to ensure they are being executed as planned.
• Partner Communication: Help maintain strong communication with partners and field offices, facilitating collaboration and addressing inquiries promptly.
• Team Coordination: Support project managers and field staff to ensure smooth daily operations of programs and projects.
• Activity Coordination: Assist in coordinating specific activities such as training sessions, surveys, and assessments to ensure successful execution.
• Stakeholder Engagement: Represent the PD team in meetings with donors, partners, NGOs, and other stakeholders, ensuring that senior management is informed and involved as necessary.
• Government and NGO Collaboration: Facilitate communication and cooperation with government agencies and other NGOs to ensure that project objectives are met.
• Partner Cooperation: Assist in coordinating closely with cooperating partners to ensure the successful delivery of program activities.

REPORTING

• Support Senior Management Reporting: Assist in preparing technical and financial reports for internal and external stakeholders, ensuring they meet ARDD's standards and donor stipulations. This includes preparing reports for CEO, and Head of Program Department Senior Advisor.
• Internal Reporting: Help generate internal reports for senior management’s review, including the Head of Program Department and CEO, ensuring that they are updated on project status, progress, and challenges.
• Partner and Donor Reports: Ensure that reports from implementing partners and subcontractors comply with reporting requirements, assisting in the review and submission process.
• Data Evaluation: Assist in collecting, analyzing, and evaluating program data, providing consistent updates to the Head of Program Department and CEO and relevant stakeholders.

QUALIFICATIONS

• Education: Master’s degree in business administration, management, or a related field to the humanitarian and development sectors.
• Experience: 5-8 years of experience supporting project management in an NGO or similar setting, with exposure to both technical and financial aspects.
• Donor-Funded Projects: Advanced experience in assisting with the management of donor-funded projects and programs is preferred.

FUNCTIONAL SKILLS

• Programs Coordination: Advanced understanding of project and program management processes, including planning, monitoring, and reporting.
• Communication Skills: Strong verbal and written communication skills preferable in both Arabic and English, with the ability to communicate effectively with senior management, donors, partners, and field staff.
• Reporting: Experience assisting in the preparation of technical and financial reports for donors and senior management.
• Technology Proficiency: Proficiency in computer applications, including MS Office and project management tools.
• Cultural Awareness: Understanding of cultural diversity and the ability to work effectively with diverse groups of people.