Projects Manager, Latam Projects

1. Strategic and Operational Work Planning and Implementation Monitoring
Responsible for annual project planning, supporting the projects consortiums to translate project strategies into annual Operational Workplans and Budgets (as well as any of their updates) given inputs from partners, for review by the Project Lead Investigators (PIs) and Project Steering Committees (PSCs). Monitor delivery progress on the activity plan, help devise the internal tracking systems, related KPIs and briefing materials. Together with the PI and the units in HQ (Quality for Impact team), oversee the work of the MEL specialist in support of related output/outcome indicators and impact assessment and reporting.

2. Project Coordination and Delivery:
Under the oversight and guidance of the PIs, owns and maintains the operating framework for project execution (planning, MEL learning loops, partner contracting standards, risk & assurance approaches). Be responsible for coordinating the timely implementation of all projects activities, ensuring that they are carried out in accordance with the logical framework, work plan, budget, calendar, indicator matrix, and project annexes approved by the donor. To this end, coordinate joint efforts with consortium partners and CIFOR and ICRAF technical teams. Align internal planning cycles with donor reporting timelines and strategic programme milestones. Support the PIs in facilitating workstream integration and run regular internal team meetings to track progress and foster ownership of deliverables. Lead, support and maintain the systems of document and internal information management for the consortium (online repositories, MS teams channels etc). Manage calendars and regular team meetings, including progress tracking of action points. Proactively and effectively ensure the timely delivery and execution of the projects’ activities by CIFOR, ICRAF and project partners and contractors, and propose any action to mitigate delays. Prepare, review and process (in relation with HR and procurement as relevant) external services agreements and consultancy contracts included in the project workplans. Draft and review Terms of Reference for such engagements. Review their implementation and delivery. Responsible for planning, coordinating, and monitoring travel arrangements, in accordance with institutional policies and established budgetary parameters. Ensure compliance with CIFOR, ICRAF and donors’ policies. Manage the projects for execution efficiency, evaluate monthly the operational and financial levels of project implementation (financial tracker system). Oversee the role of the financial and administrative manager and analysts in support of the related tasks. Anticipate and troubleshoot operational bottlenecks by CIFOR, ICRAF or partners, including on financial execution and cash flow issues (disbursements and payments). Coordinate with consortium partners to ensure compliance with the project’s co-financing commitments, and monitor their implementation and reporting.

3. Donor Reporting
Be responsible, for final review and oversight of the PI, for the annual technical reporting to the donor (including progress on indicators in coordination with the MEL coordinator): coordinating inputs from partners including CIFOR and ICRAF and preparing the annual report. Support the PIs and liaise with PMU in ensuring compliance of project activities with the existing agreement between CIFOR, ICRAF and the project donors. In liaison with the PIs, prepare the organization of meetings with the donor.

4. Partnership Management
Support the work and functions of governance and management bodies of the projects, in particular the Steering Committees and Management teams, and organize the project task forces. Organize the consortium-level virtual and face-to-face meetings (core group, task forces, technical meetings etc) under the oversight of the PI (for core groups and SC meetings) or of responsible staff (for technical groups). Lead preparation of documentation for the SC meetings and serve as secretary of the projects core groups, prepare meeting minutes. Manage effective coordination among consortium partners, and online tools such as the virtual document repositories (sharepoint). Manage and monitor sub-grant agreements, subcontracts, and deliverables with consortium and other partners, coordinate effectively with the PMU unit, and follow up on their compliance. Prepare the necessary documentation PMU requires for this.

5. Knowledge management, communication & Learning
Oversee and contribute to the knowledge management, communication and outreach plan and related activities of the project (in relation with the corresponding officers in CIFOR, ICRAF and partners). Support the realization of knowledge products, strategic briefs and high level reports, liaising as relevant with the respective officers and coordination committees in charge of these areas of work. Coordinate with the communication specialist to periodically update project information on the IKI and internal project portals. Help prepare drafting of reports, articles, and documents intended to disseminate and make available the results and knowledge generated by the projects, in coordination with the relevant technical teams.

6. Budgeting and Financial Oversight
Provide programme budget oversight coordinating across Admin, Finance, Contracted partners, and the project team. Coordinate effectively with the Financial Support Unit (FSU) at CIFOR and ICRAF to ensure proper financial management of the project, including the preparation and submission by FSU of financial reports, of disbursement requests to the donor, and of the distribution of funds to consortium partners in compliance with the organization policies, donor policies, and binding agreements between the parties. Prepare, in coordination with PMU and FSU, the documentation management with partners (voucher system). Prepare for engagement of audit reviews and quality assurance procedures.

7. Safeguards and Learning
Oversee the development and implementation of the MEL (Monitoring, Evaluation and Learning) plans – including lessons learned - of the projects, liaising as relevant with the MEL specialist and under the overall supervision of the PIs. Support adaptive learning across the programme including internal reflection, after-action reviews, and documentation of lessons learned in close collaboration with the Quality 4 Impact Team.

8. Other Responsibilities
Be member of the Landscape Alliance internal coordination bodies for the implementation of the projects. Actively participate in relevant office, technical, follow-up, monitoring, training, policy or other meetings. Perform any other relevant duties as required related to portfolio management under the direction of the PIs.

Requirements

An advanced degree (Masters level) in project management, environmental science, economics, development, business or a related discipline with sound knowledge of related contemporary issues. A minimum of 7 years of experience in project/programme management and implementation in the fields of environment and natural resource management in relevant public institutions, the private sector or in international organizations. 4 years of proven success and track record in the position of lead manager or lead coordinator of a large scale project, including the in position of responsibility for the management of the whole planning-implementation-monitoring-reporting cycle with project partners and donors. Experience in the oversight and application of project Monitoring, Evaluation and Learning (MEL) plans and processes, and of project-related social and environmental safeguards. Experience in projects with inter-governmental and non-governmental organizations and involving stakeholders involved in policy on natural resources management at regional, national and sub-regional levels in a Latin American context. Experience managing multicultural teams to implement project proposals.