Project Coordinator

Job Description

Project Coordinator - Monitoring and Evaluation (ME)

Job Summary:

The Project Coordinator - Monitoring and Evaluation (ME) will oversee financial monitoring, budget tracking, accounting, and administrative supervision. This role involves maintaining accurate financial records, conducting budget variance analysis, ensuring compliance with organizational and regulatory standards, supporting procurement processes, and coordinating with field teams for accurate financial reporting and compliance. The coordinator will collaborate closely with state-level teams, central teams, and field teams to ensure accurate documentation, seamless financial management, and handholding support to state units.

Specific Job Description:

Conduct regular field visits for facilitating the fund utilization including financial management against defined indicators for each project location ensuring that objectives are being met adhering the financial standards of KSCF and TCSF

Support state-level teams in maintaining accurate and timely documentation of and financial records as per approved project activities.

Ensure that financial reporting timelines are met and information is effectively communicated across teams

Oversee compliance with project processes, regulatory requirements, and organizational policies during procurement and execution of project activities.

Conduct timely due diligence to ensure that all field and financial operations align with program guidelines.

Facilitate continuous handholding and capacity-building support to state teams especially AAO and DC for efficient project execution.

Provide training, guidance, and technical assistance to field teams, promoting finance related adherence to financial protocols of KSCF and TCSF.

Act as a liaison between field teams and central teams (Accounts) promoting on time cohesive and effective communication.

Ensure seamless coordination across teams to streamline project implementation, address challenges, and facilitate solutions promptly.

Key Result Areas (KRA)/Key Performance Indicator:

Conduct compulsory monthly visit to ensure on timely financial compliance and facilitating accounting procedure.

Conduct monthly budget tracking for each BMG, comparing actual expenditures to budgets and identifying variances.

Submit financial reports detailing budget utilization and expenditure variance within the 23 rd of each month.

Ensure zero budget variances and deviations.

Conduct monthly budget reviews with state teams, ensuring alignment with program objectives and identifying areas for cost optimization

Ensure 100% accuracy in recording financial transactions in compliance with accounting standards and organizational policies.

Maintain a complete and accessible archive of financial documents, ensuring timely availability for audits or internal reviews.

Ensure timely and accurate payment processing to vendors, partners, and field teams, with all transactions recorded and documented.

Conduct procurement processes by obtaining and evaluating quotations from a minimum of three vendors per purchase to ensure competitive pricing.

Oversee vendor selection and documentation, maintaining records with 100% compliance for audit and transparency.

Ensure all procurement is completed within the designated project timelines, with no delay.

Manage and maintain contracts, ensuring payments and terms are fulfilled as per agreements.

Ensure all financial operations adhere to organizational and regulatory standards, with monthly compliance checks completed for each BMG.

Conduct due diligence audits on field expenses and vendor payments quarterly, identifying discrepancies and ensuring corrective measures.

Maintain zero non-compliance incidents by training field and state teams on financial protocols and compliance requirements.

Ensure all financial transactions meet internal controls with appropriate documentation, approvals, and timely reviews.

Conduct bi-monthly reviews of administrative expenses and track efficiency in resource utilization for each BMG.

Facilitate coordination between field teams and central teams on finance-related matters, addressing queries within 24 hours.

Conduct quarterly training for state and field teams on financial management, documentation, and reporting standards.

Provide regular support to state teams to strengthen adherence to financial protocols, with 95% satisfaction in feedback.

Submit monthly and quarterly financial analysis reports, summarizing expenditures, variances, and budget forecasts for management review by 20 th of each month.

Analyze and report on financial data for program insights and budgeting adjustments, with findings shared fortnightly.