Program Operations Coordinator

DRS is looking, on behalf of our client, an INGO, for a consultant with a proven track record in program/projectdesign & management, coordinator roles, and/or similar roles that meet the essential requirements for this role. They will work closely with the Head of Operations to:

• Manage the maintenance of ClickUp, INGO’s project management system, to ensure it is well maintained and utilized effectively across the INGO.
• Support the development, documentation, and implementation of standard operating procedures across the INGO that support growth and optimize efficiency and quality.
• Support the implementation of their OKR framework across the organization, specifically at the country level.
• Support the implementation of their monitoring and evaluation framework across projects.
• Collect and collate quality information for donor reporting and support the Head of Operations to ensure all reporting is completed on time and to donor satisfaction.
• Source and coordinate feedback across the INGO from project managers and team members to identify organizational needs and areas for growth and improvement.
• Support other whole-of-organization workshops & events such as the Town Hall, strategy development, grant writing, etc.

Scope of Work:

The detailed scope of the operations coordinator is as follows:

Program Quality and Standard Operating Procedures (SOPs):

• Support the development of program operational processes to support INGO’s growth and ensure consistency of quality and standards.
• Document operational processes into simple SOPs, which can be easily accessed by team members on the INGO’s intranet.
• Coordinate with Country Managers and Project Managers to ensure compliance with all program SOPs at the country level, ensuring optimum productivity and program quality.
• Support the implementation of INGO’s OKR framework, specifically at the country level, ensuring support needs are met and quarterly reporting completed.
• Support the coordination and delivery of program quarterly reviews – ensuring all program data is up to date and collected.
• Support the implementation of INGO’s monitoring and evaluation framework across projects, ensuring data is updated by project managers quarterly.
• Source and coordinate feedback from project managers and team members across INGO to identify organizational needs and areas for growth and improvement.

Project Management System: ClickUp

• Manage the maintenance of ClickUp to ensure it is organized and up to date with regular cleanups across the system of project folders, template updates, management of customization features.
• Ensure projects are set up following INGO’s project design and management SOP.
• Run a bi-weekly meeting with the country ClickUp Admins to coordinate and support platform maintenance management.
• Gather feedback from country managers & projects managers on support and training needs and provide this to the Networks and Operations manager.
• Work closely with the Networks and Operations manager to coordinate regular ClickUp training sessions to upskill project teams and increase utilization.
• Support the Networks and Operations manager with training outcomes implementation and communication.

Reporting:

• Coordinate the collation of project updates from project managers for quarterly donor and board reporting.
• Collate project and organizational metrics data from INGO’s M&E framework to support internal and external reporting.
• Upload donor reporting to specific donor reporting platforms once signed off by the Head of Operations.
• Oversee all reporting processes, such as quarterly reporting, final reports and others as required, including template preparation, follow up for inputs, collation of draft reports and updates to Quantive Platform.

Internal Workshops & Events:

• Work closely with the Head of Operations and Networks and Operations manager to plan and coordinate INGO’s monthly internal events.
• Support the planning and coordination of cross-departmental workshops such as strategy development, project evaluations, grant writing, etc.
• Other tasks may be required from time to time and on an ad hoc basis.

Essential Qualifications:

• Undergraduate degree in operations management, business administration, community development, or a related area of study.
• 5+ years’ experience working on programs/projects, preferably in the climate/environment field.
• 3-5 years of experience in project design and management or a related field.
• 3-5 years of report writing experience – ability to compile data into sharp, concise reports in fluent English.
• Knowledge and experience of working with project management systems and/or a strong desire and interest in learning a new system.
• Excellent communication and organizational skills with an ability to problem solve effectively.
• High attention to detail and ability to prioritize tasks.
• Able to work from home, work independently with minimal supervision, and high levels of productivity.
• Access to the Highest Speed internet available in the country of work.
• Confident using digital collaboration tools such as Zoom and Google Suite (or willing to learn).
• Positive mindset and approach with a ‘can do’ type attitude.

Desirable Qualifications:

• Experience with Monitoring & Evaluation and Reporting.
• Knowledge of the OKR framework.
• Awareness of climate change mitigation and related issues (renewable energy, urban planning, sustainable buildings, etc.).