Projects Coordinator
International Rescue Committee
Total years of experience :16 years, 4 Months
Project Management and Monitoring
Responsible for accomplishing human resource objectives by recruiting, selecting, orienting, training, assigning, scheduling, coaching, counseling, and disciplining employees; communicating job expectations; planning, monitoring, appraising, and reviewing job contributions.
Responsible for assembling the project staff; for their technical or functional development, performance, and/or termination during the project or projects.
Grant Monitoring & Reporting
Meet financial objectives by forecasting requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Budget management and reporting of about 1.6 million GBP project. Ensure appropriate resource allocation to proposed activities.
Regularly monitor performance to achieve the set project’s monitoring objectives; provide technical support and guidance; share relevant information and direction to improve quality and achieve timelines
Develop monthly, quarterly spending plans in alignment with proposed activities to the donors and the logical framework.
External Coordination
Serve as key focal point for all external humanitarian partners in KP including NGOs, UN, Clusters, and Government bodies PDMA, FDMA, FATA secretariat and the Political/District Administration.
Responsible for creating and implementing a plan to increase IVAP data usage amongst partners in KP, particularly use of individual family data
Together with Manager Advocacy and Communications, responsible for initiating and holding regular meetings with partners (including NGOs, UN, Clusters, government) to provide tailored information on IVAP and encourage its use.
Represent IVAP at senior level humanitarian forums (Humanitarian Country Team, Humanitarian regional team, Pakistan Humanitarian Forum, Cluster meetings and the donors - DFID, ECHO) with, or in absence of IVAP Coordinator
Responsible for liaising with Clusters and humanitarian partners to establish needs for sample surveys and rapid assessments
Quality data collection through digital devices
Operations Management
Ensures Country Program’s relevant Policy & Procedures (e.g. HR Handbook, Finance Manual etc.) are fully complied by the program/project
Coordinate with HR, supply chain, security, IT and finance ensuring the timely and effective support is available to program and the highest transparency is maintained across the sections in day to day operations.
As permanent member of procurement committee ensure that goods and services procured are cost effective and high quality that the best deals with vendors are made, that records are well-maintained with a strong control of inventory and all prerequisites are taken care as per auditory requirements.
Directly supervise Manager Advocacy and Communications, Manager IT Solutions, Manager Data Collection and senior officers for Program support, information management, reporting and capacity building and partnership development.
Work closely with HR on timely induction of staff
Carry-out timely job- specific orientations for new hires and work towards staff capacity building
Identify capacities within the teams which need reinforcement; recommend appropriate trainings/meetings or management modifications, design and carry out trainings, or other pragmatic solutions to address these monitoring concerns.
Technical / Information management and Research
Analyze the data collected by field teams through statistical packages and MS-Excel; produce and disseminate periodic bulletins to/for the humanitarian community to target their programing accordingly, actively working in the area (including UN agencies, NGOs and the Government).
Lead on detailed and sample surveys, designing survey methodology, field planning, field deployment, data analysis and crunching.
Support and guide Manager Information
Provide leadership on technical aspects of data analysis, roll-out of cluster-specific surveys and rapid assessments.
Program Management: I am leading IDPs Vulnerability Assessment and Profiling (IVAP) project/program for IRC in one of the trickiest areas of Pakistan in emergency situations where millions have been displaced in the past 6 years. It’s a multi cluster assessment project in which we are profiling all the IDP families displaced into host Districts of Khyber Pakhtunkhwa from FATA (https://www.ivap.org.pk ). I have managed team of both internal and seconded staff members by other international organizations, UN agencies, provincial disaster management authority (PDMA) and provide them with security hold up and technical support. The project requires large number of human resource involved in timely data collection and which is then shared with the humanitarian community who are implementing programs in KP and FATA. The last phase of the project (March 14 - April 15) was successfully implemented by me in the capacity of Senior Project Manager in which all the deliverables were achieved in due course of time. One of my key roles on this position is continues coordination with humanitarian community, UN agencies, INGOs and NGO partners, local authorities, community leaders, and direct beneficiaries to plan targeted response based on the information about IDP families that we are gathering from the past four years and representation of International Rescue Committee and IVAP findings at senior level forums (Pakistan Humanitarian Forum, Humanitarian Country Team, Inter Cluster Coordination Meetings, Humanitarian Regional Team, General Coordination Meetings and cluster meetings), also providing the humanitarian community with support in needs assessment on need base.
Financial Management (budgets): Recently, I have developed 4 years program budget for IRC which got approved from DFID from August 2015 - 2019. I have also developed annual budgets in the past for ECHO and DFID for IRC program in KP and FATA (ranging from 1 - 8 million GBP). I have also ensured 100% efficient spending of the allocated budget for different set of activities proposed to donor for both IRC and its implementing partner(s) in remote cities, ensuring timely financial reporting to DFID and ECHO with technical support from IRC finance and grants team.
• Responsible for planning assessment and data collection activities, supervision of nine (15) field supervisors, field operation officer and sixty (60) field surveyors working in different Districts of the province
• Prepare and maintain/update detailed planning tools that support the overall grant timeline and timely data collection.
• Develop Analytical frameworks in emergency situations that determine the focus of the assessment, the way assessment information translates into program response and helps establish indicators for measuring progress, impact and relevance
• Serve as the main focal person in the field for the IRC-IVAP’s implementing partners and monitoring team (internal/external) on all monitoring matters.
• Maintain reverential and constructive relations, ensure regular meetings with external/internal stakeholders Government departments (PDMA, DCO, DDMO) and ongoing coordination to identify local capacities
• Responsible for obtaining timely NOCs from PDMA-PARSSa for intervention in different Districts in KP.
• Responsible for oversight of security for the entire IVAP team, including security approvals for different locations in KP.
• Work closely and coordinate with IRC logistics, finance and grant staff to ensure timely and complaint program activities and expenditures; including active participation in grant opening/closing and review meetings.
• Designing creative methodologies to conduct focus group discussion in the rural and urban areas of KPK.
• Conduct workshops for all the clusters, PDMA and Government officials to better understand IVAP assessments and make use of the available data set
• Work closely with both the Manager Quality and Usage and Database Manager to ensure that both the program team and the monitoring team have collected and have access to all necessary information in a timely manner
• Responsible for hiring of survey team with the coordinator, team structuring and weekly reporting - information collation and report writing
• Responsible for PRs for team vehicles, accommodation and other supplies.
• Master comprehensive training to ensure full comprehension of IRC rules and regulations, security protocols and IVAP field Standard Operating Procedures
• Conduct oneself with respect in all work with IRC, treating all persons (particularly IDPs and other team members) with dignity and professionalism
• Ensure your respective teams follow IRC’s security protocol and IVAP standard operating procedures at all times, report security concerns immediately to the Coordinator
• Take direction from and complete all tasks required by the Coordinator
• Lead your respective survey teams by example, participating with the teams in all processes of learning from training to field work to data management
• Maintain daily contact and tracking of each field team either by presence with them in the field and reporting back to the Coordinator, or by telephone tracking on a daily basis when not in the field
• Hold weekly meetings with Field Supervisors to address survey, security, operational and other work concerns, follow up on concerns with the Coordinator
• Working with the Field Supervisors and the Manager for Quality and Usage, identify capacities within your teams which need reinforcement; recommend appropriate trainings or management modifications, design and carry out trainings, or other pragmatic solutions to address these concerns.
• Weekly compile the total number of households surveyed by your teams, their locations, remaining estimated caseload, and suggestions for the next week’s survey and submit a short report to the Coordinator and the Team Leader for Quality and Usage
• Produce/contribute to IRC and donor reports as per set schedules (monthly, quarterly and annually) on grant activities, indicators and achievements.
• Track and approve the leave time of those who report directly to you, according to IRC policy
• Design and finalize research studies and sampling systems with rigorous rationale and options.
• Analyze quantitative and qualitative data, including making critical observations of analyses or data and identifying patterns in data.
• Prepare clearly written technical and analytical reports for stakeholders.
• Prepare qualitative data files to include evaluating the quality of the data and describing it, overseeing data entry procedures, identifying ways of data and enchanting quality control of the data collected.
• Create and deliver professional presentations on research and evaluation results.
• Coordinate with Agency Research Team during the various phases of survey including piloting, training, data collection, data analysis and reporting, and dissemination.
• Organize and conduct trainings for research studies, partners and volunteers.
Support the Research Team in data compilation and analysis.
• Assess, interpret and evaluate the outcomes of research, and develop ideas for the application of research outcomes.
• Support research team in developing research proposals for seeking external funding for research projects.
• Creating concept papers, proposals and budgets for funding, as needed.
Contribute in designing research focus and methodology for research various initiatives.
• Commenting, rectifying and providing input on draft papers produced from research.
• Traveling daily with assessment team to pre-identified locations with high concentrations of IDPs in Peshawar Valley, Kohat, Dera Ismail khan and Tank Districts.
• Visiting door to door with IDP families to conduct the IVAP household survey using a PDA
• Following IRC’s security protocol and IVAP standard operational procedures at all times
• Assessing and treating all persons (particularly IDPs and other team members) with dignity and professionalism
• IDPs problems identification, profiling different cases, understanding different variables associated, drafting case studies and then reporting to immediate supervisor and top management
• Currently working as acting supervisor in Dera Ismail Khan and Tank districts
• Preparation of work plan (WBS and RBS)
• Meeting and contacts with focal person about war effected IDPs identification.
• Supervision and monitoring of field work to evaluate the outcome and effects of the project.
• Close coordination with focal person, local bodies & welfare organizations about identification of IDPs.
• Social mobilization about IDPs identification and survey objectives.
• Guidance and briefing of surveyors about data collection.
• Preparation of daily reports and submission to middle management.
• Frequent visit to district Tank, South Waziristan based in Dera Ismail Khan.
• Conflict IDPs Profiling and Return Assistance
• Identification of disaster risk reduction options and measures, available resources, as well as potential factors or interests working against these options.
• Facilitating and assisting Government ministries departments and local organizations for developing good ideas in to proposals. Any other task assigned by the PM.
• Ensure implementation & documentation of targets and performance indicators to be included in monitoring system for project activities, annual reviews and reports
• Support Information Systems Assessments on agreed indicators and targets for monitoring.
• Plan, co-ordinate and oversee the mid-term and end of the project evaluation studies.
• Provide strategic coordination support to all partners through information provision, convening of thematic coordination forums, meetings or orientation sessions as appropriate.
• Build the capacity of key line agencies for post disaster recovery.
• Monitoring and evaluating the systems which allows for the timely identification of corrective measures and revisions of strategies and action plans relating to relief and recovery.
• Develop a method for recovery needs assessments and recovery (and reconstruction) planning for post disaster recovery whenever required/demanded.
• Creating Project Charter, defining WBS and RBS
• Planning, organizing, leading and controlling the project; the project team
• Human Resources Processes. Planning, organizing, leading and controlling the HR.
• Project/employees monitoring and evaluation with defined variables/parameters on weekly bases
• Creating and implementing Human Resource Information System
• Practising and implementing off-communication rules and regulations of marketing industry
• Responsible for identifying program gaps and employees training and development on weekly bases
• Dealing and maintaining strong business relations with clients based in UK, USA, India and Pakistan.
2007-2010 Masters in Public Administration General Management (HR) Gold Medallist (CGPA 3.60) Subjects: Public Administration, Management, Marketing, HRM, Project Management, Financial Management, Economics, Strategic Management, Managerial Economics, Accounting, Statistics, Organization Theory and Behavior, Conflict Management, Leadership, Comparative Administration, NGOs Management, Public Policy Analysis, Research Methodology, Applications of Computer, Organizational Ethics.