Program Coordinator

About Asian Disaster Preparedness Center

ADPC is an autonomous international organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders. 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 is a competent regional resource center and has seven thematic departments: ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, Geospatial Information. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC 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.

Background

The Preparedness for Response and Recovery 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 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. Safer communities and sustainable development through disaster risk reduction. The humanitarian and disaster risk management landscape of the Asia Pacific region has become more complex over the past few decades. It is critical that disaster preparedness, emergency response, and recovery become more efficient to keep pace with the rapidly evolving context of emergencies and extreme events and meet the needs of millions of people in need of humanitarian assistance and recovery. Successful recovery following a disaster is challenging as it occurs in an urgent and chaotic environment - often involving many government and non-government actors. ADPC recognizes that preparedness for response and recovery planning is important, guided by essential aspects of accountability, compliance, equality, inclusion, and clarity of roles and responsibilities.

Statement of Intent

The Program Coordinator, under the overall guidance and supervision of the assigned program manager/s will coordinate program activities with country program teams, consultants, interns and partners under programs being administered by the Preparedness for Response and Recovery (PRR) Department of ADPC. The Program Coordinator is responsible for supporting the implementation of program activities through meticulous planning, technical review, and follow up with country program teams, as well as program monitoring and evaluation 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 responsibility.

Key Responsibilities

Program Management and Coordination:

• Draft annual, quarterly and monthly work plans for the assigned programs, in consultation with the project teams and partners;
• Lead the coordination with country program teams, consultants, interns and partners on the timely implementation of program activities according to the agreed work plans;
• Undertake research and development of technical reports and documents, concept notes and consolidate inputs from program partners and stakeholders in consultation with the country program managers and the program teams;
• Screening, review and editing of technical documents;
• 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.;
• Provide support and when needed, take the lead to plan, organize, and implement regional and national program activities such as workshops, south-south learning visits, program reviews, and meetings, including the conduct of follow-up activities.

Finance and Administrative 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 programs;
• Prepare and monitor SoWs, ToRs, MoUs, Implementation Agreements, and other related administrative documents for the consultants, sub-awardees, and Safer communities and sustainable development through disaster risk reduction.
• Be a focal point to coordinate with Human Resource and Administration department on procurements and prepare administrative documents such as Request for Quotations (RFQ), Gift Certificates, shipping, customs clearance, etc.
• Draft project and activity budgets 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 countries, partners, and the project staff.

Information and Knowledge Management:

• Assist in the design, development, planning and organizing e-learning courses and webinars under the programs;
• 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;
• Prepare and produce content for monthly electronic newsletters, and briefing materials on the programs as needed/requested;
• Compile and proper filing of program documents, reports and final products.

Monitoring and Evaluation:

• Under the overall guidance of the M&E Lead, act as the M&E Coordinator 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 to monitor the performance targets against the agreed M&E plans and work plans and report the progress on timely manner.

Cross-Programs Support and Coordination:

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

Qualifications Education:

• Master’s degree in Disaster Management, Social Science, Development Study, Business Administration, or related disciplines with substantial experience in the Asia-Pacific region.

Work Experience:

• A minimum of 5 years of professional experience in project implementation, coordination, planning, capacity building and advocacy in Disaster Management or a Safer communities and sustainable development through disaster risk reduction.
• Familiarity and at least 5 years of working with the national and sub-national governments, NGOs or international organization in the field of Disaster Management. Experience in integrating disaster management into sector government and private sector planning will be an added advantage;
• Good command in English, both oral and written, is required;
• Substantial experience assisting in the design, monitoring, and evaluation of disaster preparedness and response programs;
• Familiarity and experience of working with USAID and other donor-funded programs.

Personal Qualities:

• Self-motivated, pro-active and takes initiatives;
• Demonstrated ability to plan, and organize work & time independently;
• Excellent interpersonal and communication skills, team-oriented work style, and experience in working in a multi-cultural environment;
• Strong networking capacity and understanding of humanitarian and development nexus at local and regional levels;
• Strong desire to learn, undertake new challenges, must be 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.

Languages:

• English is the working languages of ADPC. For the post advertised, fluency in English is required. Knowledge of another language is an advantage.

General Requirements:

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

Reporting Relationship:

In performing the duties and responsibilities indicated above, the Program Coordinator will be supervised by the assigned Program Managers under the overall guidance of the Director, Preparedness for Response and Recovery Department of ADPC.