Project Coordinator

Jesuit Refugee Service

Project Planning and Implementation

• Develops detailed project work plans and action steps for all assigned activities, including timelines, milestones, roles and responsibilities of all parties involved.
• Plans and manages the full activity cycle: from design and preparation through implementation and close-out.
• Maintains and updates the activity calendar; ensures activities are sequenced and resourced effectively.
• Prepares activity-level locations and settings; ensures venues are appropriate, equipped, and ready.
• When relevant, is present during activities to ensure smooth execution, monitor quality, and address issues in real time.
• Supports events connected to project activities, coordinates with the Admin and Liaison Officer and Project Assistant on logistics.

Grants Management and Donors Compliance

• Supports the management of the project grant throughout its lifecycle, from kick-off to closure, ensuring alignment between implementation and donor requirements.
• Leads grant kick-off meetings and ensures a clear understanding of donor commitments, targets, indicators, and reporting timelines.
• Maintains an up-to-date grant tracking system, including deliverables, reporting deadlines, indicators, and key milestones.
• Ensures that project implementation aligns with approved proposals, logframes, and budgets; flag any deviations in a timely manner.
• Works closely with the MEAL and Reporting Officer to ensure that activity data and documentation meet donor reporting requirements.
• Contributes to the preparation of donor narrative reports by providing accurate and timely inputs on implementation progress, achievements, challenges, and lessons learned.
• Coordinates with the Finance Officer to ensure alignment between implementation progress and budget expenditure; flags under- or overspending risks and facilitate the financial reporting process.
• Supports grant modification processes (e.g. budget revisions, no-cost extensions) by providing implementation justifications and updated activity plans.
• Ensures proper documentation and filing of project-related information in line with donor compliance and audit requirements.
• Contributes to the project close-out process, including final reporting inputs, documentation, and lessons learned.
• Identifies and pursues project-level fundraising opportunities by contributing to the development of concept notes and proposals, including defining activities and targets, and providing budget inputs in coordination with the Country Lead and relevant colleagues.

Partnership Management

• In coordination with Country Lead, establishes and manages partnerships with NGOs, CBOs, and consultants relevant to project implementation; follows up on partnership obligations and deliverables.
• Serves as the primary liaison with project partners for day-to-day coordination and problem-solving.
• Maintains an up-to-date record of active partnerships, contacts, and partnership status.

Participant Registration and Selection

• Designs and implements the registration and selection process for project participants, including trainers, facilitators, children, and youth, in line with JRS eligibility and vulnerability criteria.
• Coordinates with the Project Assistant on communication with selected participants (notifications, logistics information, attendance).
• Ensures compliance with safeguarding and ethical standards in all project activities.

Logistics Coordination

• Plans and oversee all activity-level logistical arrangements: bus routes, refreshments, venue setup, material availability, and participant movement.
• Delegates logistics execution tasks to the Project Assistant; provides clear instructions and monitors follow-through.
• Coordinates with the Admin and Liaison Officer for office-level logistics, vehicle use, and procurement above established thresholds.
• Reviews materials purchases for activities jointly with the Project Assistant; ensures purchases align with activity plans and procurement rules.

Budget Planning and Financial Follow-up

• Prepares detailed activity budgets as part of the work planning process; submits budget inputs to the Finance Officer for integration into the overall project budget.
• Monitors expenditure against activity budgets; flags variances or concerns to the Finance Officer in a timely manner.
• Reviews activity-related invoices from a programmatic standpoint prior to Finance processing.
• Provides budget inputs for new project proposals in coordination with the Finance Officer and Country Lead.

Reporting and MEAL Inputs

• Provides the MEAL and Reporting Officer with timely, accurate activity data and implementation updates for inclusion in programme reports.
• Contributes to the development of M&E tools for assigned projects, in coordination with the MEAL Officer.
• Documents lessons learned from activities and shares them through structured learning sessions or written summaries.