Program Coordinator – Admin, Finance and Logistics (Consultant)

About Asian Disaster Preparedness Center:

The 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 diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas. With over 100 staff from 19 different nationalities and a wide range of professional expertise from atmospheric scientists to social scientists with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner. ADPC has six strategic themes supported by seven departments, namely the ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, and Geospatial Information. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC also works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees.

ADPC Strategy 2020 guides the organization in providing comprehensive risk reduction support to countries and communities in Asia and the Pacific. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change, and regional cooperation. For details, please refer to the ADPC website at http://www.adpc.net/

Department Introduction:

The Preparedness for Response and Recovery (PRR) Department of ADPC focuses on enhancing the preparedness and response management 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 for faster and more efficient disaster recovery. The department works with the above-stated actors to ensure that the regional, national, sub-national, and local disaster preparedness, response, and recovery frameworks and implementation plans are in place well before disaster strikes.

Purpose and Objectives:

ADPC is co-implementing and facilitating Phase 2 of the Bangladesh Preparedness

Partnership under the overall leadership and guidance of the Ministry of Disaster Management and Relief (MoDMR), Bangladesh. BPP is an innovative partnership instrumental in supporting the Government of Bangladesh in leading and operationalizing its flagship policy of SOD 2019 through a multi-stakeholder partnership model. The BPP Phase 2 will strengthen the multi-stakeholder partnership platform at the national and sub-national levels, building operational and technical capacities and research application and knowledge-sharing mechanisms.

ADPC is also implementing BRACE with a focus to strengthen the institutional, technical, and operational capacity of selected municipalities and other key stakeholders, including community volunteer groups, to effectively anticipate, prepare for, respond to, and recover from disasters in vulnerable urban communities in Bangladesh. ADPC is looking to recruit a qualified consultant as the Program Admin and Logistics (Consultant) based at ADPC Country Office in Dhaka, Bangladesh. The consultant will support the designated project managers and supervisors in organizing events, meetings and provide logistics support for the two programs administered by the Preparedness for Response and Recovery (PRR) Department of ADPC.

Expected Outputs:

The consultant is responsible for assisting in program implementation, coordination, logistics, financial and administrative support for the BPP program to ensure timely submission of program documents, delivery of program activities, reporting, documentation, as well as program monitoring and evaluation.

Responsibilities and Tasks:

Program Management and Coordination

• Coordinate and facilitate program activities with the program team, consultants, interns, and partners on the timely implementation of program activities according to the agreed work plan;
• Support the planning, facilitation, and conduct of stakeholder consultations and program activities;
• Draft program-related documents, e.g., concept notes, letters, minutes of meetings, etc., within a stipulated time frame;
• Plan, organize, and implement national and sub-national program activities such as workshops, learning visits, training, and meetings, including the conduct of follow-up activities.

Finance and Budget Coordination

• Provide administrative, finance, and day-to-day support working with Finance, Human Resources, and Administration departments according to ADPC institutional policies and guidelines for carrying out activities under the program;
• Draft activity budgets following the overall budget of the program;
• 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 team, partners, and staff.

Research, Information, and Knowledge Management

• Coordinate the design, production, and dissemination of knowledge products such as process documents, fact sheets, brochure, project overviews, multimedia products (audios and videos), success stories/ impact stories, and other related materials;
• Document program activities through activity photographs, videos, and files in the program Google Drive.
• Maintain and update stakeholder and beneficiary data in line with donor and ADPC requirements.
• Compile and proper filing of program documents, reports, and final products.

Monitoring and Evaluation

• Under the overall guidance of the M&E Lead, assist in coordination for the assigned programs ensuring all information and data/statistics are collected, updated, maintained, and shared through regular progress reports, program performance monitoring sheets, and donor reporting including the development of data collection tools and templates;
• 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.
• Perform any other related tasks assigned by the designated supervisor/s

Working Principles:

The Program Coordinator will work closely and report to the Senior Project Manager based in Dhaka under the overall guidance of the Director- Preparedness for Response and Recovery. The coordinator will also work closely with all program team members, interns, consultants and partners in the programs.

Qualifications:

Required Qualifications and Specifications

• Masters in Business Administration, Human Resource Management, International Relations, or any other closely related field.
• At least five years of proven experience in disaster risk management, or closely related fields;
• A minimum of three years of experience in project management, implementation, coordination, planning, and capacity building;
• A minimum of two years of experience in financial management and administration in development or DRR-related work.
• Familiarity and at least three years of experience working with the National and Sub-National Governments in the field of disaster preparedness and risk reduction activities;
• Previous experience in working with Humanitarian NGOs or international organizations in similar programs would be added advantage;
• Knowledge of the working ethics of national or sub-national government agencies and international organizations would be an added advantage.

Personal Qualities:

• Self-motivated, proactive, and ability to meet deadlines;
• Demonstrated ability to plan, organize work and time independently;
• Verbal and written communication skills in English and Bangla is essential;
• Excellent technical writing skills;
• Excellent interpersonal skills, team-oriented work style, and experience working in a multi-cultural environment;
• Excellent communication skills, relation building, facilitation skills and ability to coordinate with various stakeholders;

General Requirements:

• Operate within all ADPC Guidelines & Procedures/ Policies
• Operate within specific program needs

Duty Station: Dhaka, Bangladesh

Duration: 06 months starting 01 June 2024. Possibility of extension subject to performance assessment.

Itinerary: During official missions outside the duty station, the Consultant will be entitled to local/international travel, daily subsistence allowance, accommodation, Visa, communications, and other related travel costs as per ADPC financial policy.