Project Coordinator (Consultant)

About the 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) effectively. 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 has been implementing the Asian Preparedness Partnership (APP) since 2017. The APP is a multi-stakeholder regional partnership comprised of national and sub-national governments, local NGOs, civil society organizations, media, the academia, and the private sector in Cambodia, Myanmar, Nepal, Pakistan, Philippines, Sri Lanka, and Lao PDR with support from the Bill & Melinda Gates Foundation. The APP promotes and supports locally-led actions to prepare for, respond to, and recover from disasters, commonly referred to as "localization." The APP Phase 3 will focus on consolidating and sustaining a multi-sectoral partnership model at regional, national, and sub-national levels to prepare for, respond to, and recover from disasters.

The Project Coordinator, under the overall guidance and supervision of the program Lead, Localization will coordinate project activities with local partners, consultants and others concerned under the Asian Preparedness Partnership (APP) being implemented by the Preparedness for Response and Recovery (PRR) Department of ADPC. The Project Coordinator is responsible for supporting the implementation of activities through meticulous planning, review, and timely follow up of critical deliverables with APP country partners. The position will also support regular and efficient sharing and exchange of information through effective internal and external communications, including generating program reports, development and implementation of guidelines and products, procedures, and systems, including knowledge management and outreach functions such as program-specific portals, websites, etc. The consultant will also coordinate with other thematic departments of ADPC to link APP with other ongoing initiatives within ADPC.

The consultant will be based at ADPC's head office in Bangkok**.**

Expected Outputs

Specific work plans for the following deliverables will be worked out and agreed upon by the Consultant in consultation with the Program Lead.

• Coordinated with local partners from the Government, Local NGO partners, Private Sector Networks, and other stakeholder agencies in the APP member countries to implement the project.
• Conducted regular coordination meetings with the APP member countries and partners.
• Developed monthly, quarterly, and annual work plans and budgets for APP Phase 3.
• Developed narrative and financial progress reports for APP Phase 3.
• Assisted in project financial management, including monitoring project budgets.
• Developed presentations, articles, concept notes, technical reports, and documents required for APP Phase 3.
• Organized meetings, events, webinars, etc., as required under APP Phase 3.
• Developed event and meeting reports for circulation.
• Coordinated and managed the Regional Technical Working Groups (RTWGs) developed under APP Phase 3.
• Assisted in preparation and production of briefing materials on the programs as needed/requested.
• Consolidated inputs from consultants, program partners and stakeholders for development of technical documents and reports.
• Collaborated and assisted in regular communications, development of the knowledge products, and outreach for APP.
• Assisted in research and development of the funding facility under APP.
• Reviewed the progress and other reports and documents submitted by the sub-grantees in the APP countries.
• Assisted in the research and development of strategies and project proposals for increasing the APP program outreach and leveraging support.
• Regularly collected and updated data required for Monitoring and Evaluation.
• Coordinated with other flagship programs of PRR and other thematic departments of ADPC.
• Facilitated south-south learning and knowledge exchange between the APP countries.

Duties and Responsibilities

Project Coordination

• Coordinate with the APP member countries and local partners for implementation of the activities under APP Phase 3.
• Coordinate and provide support to develop concept notes, agendas to plan, organize, and implement regional program activities such as training, workshops, program reviews, and meetings, including the conduct of follow-up activities and development of After Activity Reports (AAR).
• Draft minutes of meetings, event reports, etc. as well as technical check of documents.
• Assist in drafting and finalizing the SoWs, ToRs, Sub-grant agreements and other related administrative documents for the consultants and sub-awardees.
• Assist in coordinating with sub-grant management and implementing partners in APP countries to facilitate national partnerships and synergies in program implementation.
• Coordinate and manage and the Regional Technical Working Groups (RTWGs) established under the APP Phase 3 and the deliverables agreed upon.
• Undertake research and develop strategies, technical reports and documents, concept notes and consolidate inputs from consultants, program partners and stakeholders in consultation with the program team.
• Undertake thorough review and provide feedback to the progress reports, technical reports and other documents submitted by the local partners and sub-grantees in APP countries.
• Coordinate tasks and activities with local partners in APP countries and team members to ensure that the project stays on track and meets its objectives.
• Support development of knowledge products for outreach and dissemination including carefully curated articles and preparation and production of briefing materials on the APP program as needed/requested;
• Assist in research, operationalizing and coordinating with APP countries for the Asian Disaster Readiness Fund (ADRF).
• Support monitoring of the project activities, data collection for documenting case studies, process documents and best practices in implementing the project.
• Support participation and engagement of local actors for regional activities, knowledge management & promotion of learning among the stakeholders.
• Draft monthly, quarterly, biannual, annual progress reports to be submitted to the donors and the partner agencies;­.
• Draft and edit technical reports, special reports, and other related program documents.
• Facilitate south-south learning, collaboration and engagement among partners within the APP countries and beyond.
• Coordinate with other flagship programs of PRR to establish and promote synergies and amplify cross-learning and lessons learned.
• Coordinate with other thematic and operational departments of ADPC to enhance and promote program-related learning within and beyond ADPC.

Financial 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 programs;
• Draft project and activity budgets following the overall budgets of the APP Phase 3;
• Assist in project financial management, including monitoring of project budgets and reporting of monthly financial statements and reconciliation.
• Ensure timely submission of sub-grant financial and liquidation reports by the APP countries, partners, and the project staff.

Other duties and responsibilities as assigned by the Director, PRR and Program Lead, Localization.

Working Principles

The Project Coordinator consultant will work closely with and report to the Program Lead, Localization, under the overall guidance of the Director of preparedness for Response and Recovery.

Qualifications

Education

• Master's degree in Disaster Management, Emergency Preparedness, Public Health, or related disciplines is essential.

Work Experience

• A minimum of 5 years of professional experience in program coordination, management, advocacy, etc., in Disaster Management or a related field, is required;
• Excellent English language skills, both oral and written, is required;
• Advance knowledge and understanding of current discourse related to disaster risk reduction and humanitarian actions including the existing disaster risk management systems, policy and legal framework in the program countries;
• Analytical capacity and the demonstrated ability to process, analyze and synthesize complex, technical information into user-friendly formats and products;
• Substantial experience assisting in the design, monitoring, and evaluation of disaster preparedness programs;
• Proven ability to support the development of high-quality technical documents and products including the development of training curriculums, process documents, case studies, etc.;
• Communicate effectively in writing to a varied and broad audience in a concise and straightforward manner;
• High level of competence in writing and editing reports and other technical communications;
• Familiarity and experience of working with USAID, BMGF, the World Bank and other donor-funded programs.

Personal Qualities

• Self-motivated, pro-active, and takes initiative;
• 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 a creative problem-solver, and must have self-confidence;
• Willingness to work hard, good sense of humour but with seriousness about the quality and excellence of work.

Languages

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

General Requirements

• Operate within all ADPC Guidelines and procedures/ Policies.
• Operate within specific program needs.

Duty Station: Bangkok, Thailand

Duration: 12 months with the possibility of extension subject to performance and availability of funds.

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.

How to apply

Interested candidates can submit the completed ADPC application form (downloadable from www.adpc.net), resume, and copy of degrees/certificate(s), together with a cover letter, to adpcjobs@adpc.net within 11 March 2024, 24:00 Hrs, Bangkok time.

Female candidates are especially encouraged to apply.

ADPC encourages diversity in its workplace and supports an inclusive work environment.