Project Coordinator at World University Service of Canada (WUSC), Ethiopia

Purpose and Main Objective

The Project Coordinator is responsible for ensuring that FSSP Ethiopia’s operations efficiently and effectively use resources to meet the development section of the Embassy of Canada to Ethiopia (Global Affairs Canada’s (GAC) needs. The role includes procurement of services (technical experts), logistics, and administration. Work is executed remotely and is conditional on further funding past June 2025.

Key Responsibilities

1. Operations Coordination

• Ensure smooth and efficient operations of FSSP Ethiopia, maintaining compliance with the Operating Procedures Manual (OPM) and liaising with the Project Manager for any required changes.
• Assist in reviewing and implementing relevant sections of the Annual Work Plan (AWP), including procurement, reporting, technical specialist (TS) tracking, and FSSP operations monitoring.
• Oversee all administrative services and provide logistical support, including organizing meetings and field missions when required.
• Maintain a coordinated information system, including digital record-keeping and filing.
• Coordinate activities with GAC partners and stakeholders.
• Provide security updates for WUSC HQ in consultation with the Project Manager.
• Manage other operational services as required.

2. Procurement of Services (Technical Experts & Other Needs)

• Draft and facilitate approval of Terms of Reference (ToR) for technical specialists.
• Oversee the recruitment, selection, and contracting of technical specialists, ensuring alignment with GAC needs.
• Prepare selection memos for GAC approval.
• Maintain a database of technical experts and update it based on performance evaluations and project needs.

3. Logistics and Administration

• Manage and oversee logistics related to project activities, including travel arrangements (if applicable).
• Support the planning and execution of GAC-related field trips, ensuring efficient coordination between stakeholders.
• Ensure compliance with government regulations, including visas, work permits, vehicle registration, and shipments.
• Coordinate the provision of administrative support to GAC technical specialists.

4. Government Liaison & Compliance

• Act as the primary point of contact for Ethiopian government stakeholders on relevant policies, regulations, and procedures affecting FSSP Ethiopia.
• Coordinate all government documentation requirements such as permits, licenses, and approvals.
• Monitor and advise on policy changes that could impact FSSP Ethiopia’s operations.

5. Monitoring & Evaluation

• Track and manage the level of effort (LoE), work plans and assignments of technical specialists.
• Maintain communication with technical specialists to manage workloads efficiently.
• Identify and recommend process improvements to enhance service delivery.

6. Communications & Reporting

• Prepare briefings and updates for technical specialists, thematic clusters, and GAC personnel.
• Contribute to semi-annual and annual reports, including updates on contracted technical specialists.
• Develop templates and guidelines to improve procurement and service delivery processes.

7. Other Duties

• Undertake additional responsibilities as assigned by the Project Manager.
• Adapt to evolving project needs, particularly during the transition period leading to the new RFP for FSSP Ethiopia.

Reports to: Gillian Brewin, Project Manager (PM), FSSP Ethiopia

Contract start date: 1 April – 30 June 2025 (continued role if funding permits)

Nature of the contract: Consultancy

Contract length: 1 year (with the possibility for renewal)

QUALIFICATIONS AND COMPETENCIES:

*note: degrees received in a country other than Canada will require an academic credential assessment and qualification recognition service issued by an agency or organization recognized by the Canadian Information Centre for International Credentials. WUSC will assist with this process.

• Advanced degree in a relevant discipline such as law, business, finance, accounting, logistics, economics, procurement, project management, business administration, and engineering.

Experience

• A minimum of five (5) years of experience as a Project Coordinator
• Experience working in a Developing Country. Strong preference for project coordination experience in Ethiopia
• Demonstrated experience working on international development projects with a minimum value of 2 million dollars and minimum duration of 3 years
• Demonstrated experience developing and maintaining good working relationships with key stakeholders (government, civil society, other donors, or private sector) and convening dialogues and consultations
• Proven experience in a number of coordination activities, including:
• Maintaining and updating relevant project information in manual and/or electronic files; project information might include such things as project activity schedule, status reports, correspondence;
• Assisting in developing, planning, analyzing, evaluating and prioritizing deliverables, documents and requirements;
• Engaging with stakeholders and addressing problems in a timely and effective fashion;
• Coordinating logistical services, such as mission planning, local transportation, travel arrangements and related services such as flights and accommodation;
• Coordinating project reviews and sharing lessons learned with project teams;
• Attention to detail and sensitivity to confidential information
• Demonstrated ability to manages time productively and meet changing deadlines
• Able to work effectively in a dynamic team environment (working remotely and both independently and as part of a small team)

Language

• Professional proficiency in English and Amharic (oral, reading, writing)

Work Modality (Remote engagement)

The Project Coordinator will primarily work remotely until the no-cost extension period is finalized and the new RFP for FSSP Ethiopia is awarded.