Terms of Reference
Position : Project Coordination Unit (PCU) Coordinator
Job Grade : Band 4 – Class Senior Professional Core 2
Program/Unit : Marine
Base : Bogor, with travel to field sites
Duration of Assignment : 1 year
Background
The Wildlife Conservation Society (WCS) works in over 60 countries to save wildlife and wild places through science, conservation action, education, and inspiring people to value nature. WCS has worked in Indonesia for over 20 years supporting the Ministry of Environment and Forestry in conserving Indonesia’s biodiversity in several priority landscapes. WCS works closely with relevant government agencies, local communities, schools and universities, and the private sector.
The WCS Indonesia Program (WCS-IP) is structured under five core thematic programs: Forests; Marine; Wildlife Trade and Policy; One Health; and Rights & Communities. Under the Marine Program, WCS has been conducting a variety of marine activities in Indonesia since 2002, which includes marine and socioeconomic surveys, fisheries science, technical assistance to the creation and management of Marine Protected Areas (MPAs), marine and fisheries policy reforms, and law enforcement.
To ensure efficient coordination, communication, and implementation of two major projects within the WCS-IP Marine Program, a Project Coordination Unit (PCU) was established. These projects are the KfW-IKI/BMU funded 'Marine Biodiversity and Coastal Livelihoods in Sulawesi/Coral Triangle' project, running from 2019 to 2025, and the KfW/EU funded 'Marine Biodiversity and Support of Coastal Fisheries in The Coral Triangle' project, running from 2020 to 2026. Both projects share common objectives and activities focused on conserving Indonesia's diverse marine ecosystems, protecting important fisheries, strengthening MPAs, enhancing the management of economically and ecologically valuable fisheries, and supporting coastal livelihoods in Aceh, West Nusa Tenggara, North Maluku, and North Sulawesi. Additionally, there is a specific component in North Sulawesi targeting the ridge-to-reef approach. The PCU is responsible for overseeing the implementation, monitoring, and evaluation of both KfW projects. It may also take on additional responsibilities for future grants that require similar complexities or oversight.
Position Description
The PCU Coordinator will provide overall program management, financial management, grant management, oversight, and general support to the two KfW projects. The Coordinator will lead on internal project coordination, including site-level implementation of project work plans to ensure full alignment with the target objectives and outcomes. The Coordinator will support the Senior Marine Program Manager, who is responsible for ensuring external project coordination, primarily with the KfW donor.
The Coordinator will oversee the operation of the PCU, which consists of the following components:
- Monitoring & Evaluation: Oversee and direct a suite of activities consisting of monitoring and evaluation (M&E), learning, and communications; This includes overseeing the implementation of the project M&E system, including data compilation, management, analysis and reporting on key outputs, outcomes, and impact indicators.
- Knowledge Management: Oversee the development of high-quality products that capture key WCS-IP outputs (“knowledge”) and communicate key findings and messages to the intended target audiences; This includes ensuring that donor reports are well-written, presented and clearly communicated, with additional succinct updates for donors, the public, and other audiences.
- Financial Management: Work with the WCS-IP Operations, Finance, Administration, and Grants team to develop project budget plans and monitor expenditures.
A fourth component, which forms an integral part of the KfW projects, relates to the implementation of an environmental and social safeguards system in the four project provinces. The operation of these systems and their safeguards instruments is the responsibility of the Rights and Communities Program. The PCU Coordinator will work closely with the Rights and Communities Program Manager, providing requested support, such as for capacity building, M&E, and donor reporting activities.
Specific Tasks and Outputs/Deliverables
The PCU Coordinator will be responsible for:
Project Management
- Lead the PCU and line manage a fully staffed team, ensuring that they fulfil their respective ToRs
- Coordinate all aspects of project management in accordance with project objectives and outputs, including at the site level, by ensuring effective coordination and communication amongst WCS-IP marine teams and operations team to implement project workplans to a high standard and on-time
M&E, Reporting, and Knowledge Management
- Coordinate the development of annual project work plans and budget plans, ensuring a fully integrated approach across seascapes and thematic teams
- Coordinate the development of project technical and financial progress reports, ensure consistency between narrative and financial reports, and the on-time submission of high-quality documents to the Senior Program Manager who will submit these reports to the donor
- Assist WCS-IP Senior Management to track and report project progress against Key Performance Indicators and oversee the operation of the project’s M&E system
- Work with the WCS-IP Conservation Network and Strategic Partnership Unit to deliver regular updates on project achievements, including updates for the WCS-IP website and social media postings, updates requested by the donor and WCS Global Program colleagues, annual reports, brochures, leaflets, etc
Financial Management
- Work with the Grants Manager and Operations Director on budget development and modifications, participate in monthly budget-versus-expenditure meetings, provide necessary inputs to KfW invoicing (as needed), support budget revisions (as needed), and liaise with and communicate concerns related to project administration to subgrantee(s), vendor(s), beneficiaries, etc.
Safeguards
- Ensure good coordination and communication with the Rights and Communities Program to ensure project adherence to the Environmental and Social Management Plan and derivative plans, and support trainings, field visits (e.g. donors and consultants), M&E, and reporting
Other tasks
- Support the organization of donor, government, and other interested party visits to project sites and accompany them on these visits, as needed
- Organize project-related meetings, seminars, and workshops, and formally represent WCS as needed in such meetings, workshops, and conferences
Minimum Qualifications:
- Bachelor’s degree in Biology, Ecology, Marine Conservation, Communications, or a minimum of 10 years of equivalent experience in a similar position within an NGO or INGO
- A Master’s degree or relevant educational background in Project Management or related subjects will be advantageous
- Over 5 years of experience as a project manager or assistant project manager, providing support to program teams throughout the project lifecycle from development to delivery and closure
- Proficiency in conveying information effectively and clearly, both in writing and verbally
- Excellent oral and written communication skills in English
- Mandatory computer skills, with proficiency in Microsoft Office Applications
- Strong administrative and office management skills
- Interpersonal skills, along with solid programming, financial, and organizational development skills
- Robust analytical and interpretative problem-solving skills
- Ability to multitask, establish priorities, and meet deadlines
- Capable of working with minimal supervision
- Essential concern for wildlife conservation and environmental issues
Workplace Conditions and Environment:
Periodic need to work overlapping hours with teams located in different time zones
Interested candidates, who meet the above qualifications, should apply by sending an application letter and CV together with the names and contact information of at least one reference, current salary, and expected salary to idrecruitment@wcs.org stating in the subject line “PCU Coordinator_(name)” at the latest on March 10, 2024.
No correspondence as only short-listed candidates will be notified. The job will be filled when a suitable applicant is found, so interested applicants are encouraged to apply as soon as possible.
WCS is an equal opportunity employer dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value.