Program Coordinator: Program Support Services

A. About Asian Disaster Preparedness Center

ADPC is an autonomous international organization established for scientific, educational, developmental, and humanitarian purposes with a vision of safer communities and sustainable development through disaster risk reduction and climate resilience in Asia and the Pacific. Established in 1986 as a technical capacity building center, ADPC has grown and expanded its role to be for scientific, educational, developmental and humanitarian purposes. ADPC employs a wide range of professional expertise typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner.

ADPC develops and implements cross-sectoral projects/programs on the strategic themes of risk governance, urban resilience, climate resilience, health risk management, preparedness for response and resilient recovery. Its strategic themes are complemented and underpinned by the cross-cutting themes of gender and diversity, regional and transboundary cooperation as well as poverty and livelihoods.

Through its work, ADPC supports the implementation of the Sendai Framework for Disaster Risk Reduction 2015–2030, the Sustainable Development Goals (SDGs), the New Urban Agenda, the United Nations Framework Convention on Climate Change, the agenda defined at the World Humanitarian Summit in 2016, and other relevant international frameworks.

For details, please refer to ADPC website at http://www.adpc.net/.

B. Department Introduction

The Preparedness and Climate Actions (PCA) Department of ADPC focuses on enhancing the preparedness and climate actions capacities of governments, response organizations, volunteers, non-governmental organizations, the private sector, communities, and other traditional and non-traditional actors of the Disaster Risk Management Ecosystem. It also strives to strengthen the capacity of institutions and at-risk communities on anticipatory actions and resilient recovery efforts. The department works with the above-stated local actors to ensure that the regional, national, sub-national, and local disaster preparedness, anticipatory action, response, and resilience recovery frameworks and implementation plans are in place well before disaster strikes in promoting locally led DRR interventions.

C. Statement of Intent

The Program Coordinator: Program Support Services, under the overall guidance and supervision of a Program Lead, will coordinate project activities with country program teams, local partners, consultants, and others concerned under the projects being implemented by the Preparedness and Climate Actions (PCA) Department of ADPC. The Program Coordinator is responsible for supporting the implementation of activities through meticulous planning, review, and timely follow-up of critical deliverables with partners of the assigned programs. The position will also support regular and efficient information sharing and exchange through effective internal and external communications, including progress monitoring of programs to ensure timely delivery of program activities and reporting.

Note:

It is not the intent of this Position Description to cover every aspect of the position requirements, rather to highlight the most important areas of personal and joint responsibilities.

D. Required Qualifications

Required Qualifications and Specifications

• Bachelor’s degree in Disaster Management, Emergency Management, Social Science, Development Studies, Business Administration, or related disciplines with substantial experience in the Asia-Pacific region
• A minimum of four years of professional experience in program coordination, advocacy, knowledge management, communication, etc., in Disaster Management or a related field
• A minimum of one year of experience in international organizations or IGO
• Excellent English language skills, both oral and written
• Analytical capacity and demonstrated ability to process, analyze, and synthesize complex and technical information into user-friendly formats and products
• Effective communication in writing to a varied and broad audience
• Familiarity and experience working with international donor-funded (ex: USAID, BMGF, UN, WB, etc.) programs

Preferred Qualifications

• Self-motivated, proactive, and takes initiative
• Demonstrated ability to plan and organize work and time independently
• Excellent interpersonal and communication skills, team-oriented work style, and experience in working in a multicultural environment
• Strong desire to learn, undertake new challenges, must be a creative problem-solver and must have self-confidence, willingness to work hard, good sense of humor but with seriousness about the quality and excellence of work

E. Duties and Responsibilities

Program Coordination and Administration

• Coordinate with the program countries and local partners for implementation of the activities under assigned programs.
• Provide support and, when needed, take the lead to plan, organize, and implement regional and national program activities such as regional meetings, training, workshops, program reviews, and meetings, including the conduct of follow-up activities and development of report and meeting minutes.
• Draft and finalize SoWs, ToRs, MoUs, Implementation Agreements, and other related administrative documents for the consultants, sub-awardees, and partnerships.
• Support the planning and conduct of stakeholder consultations and program activities, and draft program-related documents, e.g., concept notes, letters, minutes of meetings, etc.

Finance and Budget Coordination

• Provide administrative, finance, and day-to-day support working with Finance, Human Resource, and Administration departments according to ADPC institutional policies and guidelines for carrying out activities under the assigned programs.
• Draft project and activity budget codes following the overall budgets of the programs.
• Assist in project financial management, including monitoring of project budgets and reporting of monthly financial statements and reconciliation.
• Ensure timely submission of liquidation reports by the project teams, countries, partners, and the project staff for the approval of the Director.
• Be the focal point to coordinate on procurements and prepare administrative documents such as Request for Quotations (RFQ), Gift Certificates, shipping, customs clearance, etc.

Research, Information and Knowledge Management

• Assist in organizing e-learning courses and webinars under assigned programs of PCA department.
• Coordinate the design, production, and dissemination of knowledge products such as process documents, fact sheets, brochures, project overviews, multimedia products (audios and videos), success stories/ impact stories, and other related materials.
• Compile and properly file program documents, reports, and final products.

Monitoring and Evaluation

• Assist the program management team in monitoring the performance targets against the agreed M&E plans and work plans and report the progress in a timely manner.
• Work closely with the finance team to submit financial reports of the assigned programs for the Director’s approval to be submitted to the donor.

Cross-Programs Support and Coordination

• Coordinate with all the flagship programs of PCA to establish and promote synergies and leverage support.
• Amplify cross-learning and lessons learned across all programs of PCA.
• Coordinate with other thematic and operational departments such as the ADPC communication team to enhance and promote program-related learning within and beyond ADPC.
• Perform other duties and responsibilities as assigned by the Director, PCA.

This job description covers the general responsibilities and representative tasks of this position. Other tasks may be assigned as necessary according to program priorities and needs.

F. Performance Competency

Core competencies

• Integrity: Demonstrates the highest level of commitment and demonstrates respect for persons of concern to ADPC, partners, and colleagues in all aspects of work. Ensures that personal and professional behavior is of the highest standard.
• Diversity Awareness: Able to embrace the uniqueness of all individuals along several dimensions such as race, religious beliefs, ethnicity, age, gender, physical abilities, political beliefs, socio-economic status, disability, political conviction, or any other distinguishing features.
• Equality Awareness: Understands that everyone has an equal opportunity to make decisions, participate in social activities, perform any work at the organization and to make the most of her/ his life and talents.
• Teamwork and Collaboration: Works constructively within a team and across teams in ways that allow the achievement of shared objectives. Works effectively with colleagues and partners. Fosters a positive and collaborative environment.

Preparedness and Climate Actions Department Functional Competencies

• Teamwork and collaboration: Works constructively within a team and across teams in ways that allow the achievement of shared objectives. Works effectively with colleagues and partners. Fosters a positive and collaborative environment.
• Results Orientation: Focuses on the delivery of agreed results through the effective management of internal and external resources to achieve results. Demonstrates a commitment to both personal and organizational excellence, with an emphasis on results.
• Analytical Problem-Solving Skills: Displays analytical thinking by identifying, defining, and analyzing information, situations and problems. Arrives at viable solutions through a variety of approaches. Demonstrates critical thoughts, methodical review of implications, intuition, and rational conclusions.
• Adaptability: Demonstrates flexibility, both intellectually and behaviorally, to adapt to and work effectively in a variety of situations, often under demanding conditions, and to cope with the unforeseen or unexpected. Looks for opportunities presented by change and is not “paralyzed” by new and unusual scenarios. Creates opportunities to improve the way in which they work.

G. Reporting Relationships:

In performing the duties and responsibilities indicated above, the Program Coordinator: Program Support Services will be supervised by a Program Lead, Preparedness and Climate Actions Department of ADPC.

The Program Coordinator: Program Support Services will directly report to an assigned Program Lead, PCA Department and work closely with other Project/Program Managers and Project/Program Coordinators of the Department.