About the Role

The Project Coordinator will play a central role in supporting the Team Leader in the overall management, coordination, financial oversight, and operational delivery of the AEDIB Project. The successful candidate will help ensure the effective implementation of project activities, compliance with donor requirements, sound financial management, and smooth coordination among consortium partners.

Key Responsibilities

1.       Project Management & Compliance Support

Consortium-Level Responsibilities: The role ensures overall compliance, coordination, and financial integrity across all consortium partners in line with EU regulations and contractual obligations.

-        Ensure that all project implementation activities across the consortium comply fully with EU regulations, contractual requirements, and donor guidelines.

-        Monitor grant expenditures across all consortium members to ensure alignment with approved budgets and eligibility rules.

-        Review, validate, and consolidate financial reporting submitted by consortium partners to ensure accuracy, completeness, and compliance.

-        Work closely with financial management teams across consortium organizations to strengthen sound financial management practices and ensure consistency in reporting and expenditure tracking.

-        Support the preparation, review, and formalization of revisions, amendments, or addenda to the Multi-Partner Contribution Agreement (MPCA), ensuring compliance with donor requirements.

-        Ensure that all internal procedures are consistently respected across the consortium and that the project manual of procedures is regularly updated, maintained, and aligned with operational realities and donor expectations.

-        Contribute to the drafting, consolidation, and quality review of annual work plans and narrative reports, ensuring coherence across consortium inputs and alignment with project objectives.

2.       Expertise France Internal Project Management Responsibilities

The role ensures effective planning, budget control, and operational execution of Expertise France activities within the project.

-        Lead and ensure effective project planning and budget implementation for Expertise France activities, in alignment with donor requirements, including: Cash flow forecasting, Budget planning aligned with operational priorities, Monitoring of financial milestones and implementation progress.

-        Review monthly and periodic budget follow-up reports prepared by the Project Support Unit before submission, ensuring accuracy and completeness.

-        Identify, communicate, and follow up on required accounting corrections in collaboration with the Project Support Unit.

-        Ensure proper allocation of expenditures across budget lines in line with eligibility rules and internal controls.

-        Support internal and external audit processes by providing required documentation, explanations, and financial records in a timely manner.

3.       Procurement Coordination

The role ensures transparent, compliant, and efficient procurement processes aligned with organizational and donor requirements.

-        Coordinate all procurement activities related to the project in collaboration with the Project Support Unit Procurement team.

-        Prepare, update, and maintain the Project Procurement Plan, ensuring it reflects current operational needs, budget availability, and implementation timelines.

-        Participate in periodic reviews of the Procurement Plan to ensure accuracy, relevance, and alignment with budget planning and operational constraints.

-        Maintain and continuously update the procurement tracking system to ensure visibility of all procurement processes, timelines, and status updates.

-        Participate in supplier and consultant selection processes and evaluation committees when required, ensuring transparency, fairness, and compliance with procurement procedures.

-        Follow the execution of the procurement contracts until payment

-        Participate in the deliverables review before submission to the team leader validation

-        Ensure procurement activities comply with internal policies, donor regulations, and best practices in value-for-money principles.

4.       Coordination of Consortium Activities

The role ensures effective coordination, communication, and monitoring across all governance and implementation structures of the consortium.

-        Support the preparation and organization of Steering Committee meetings and Operational Committee meetings, ensuring timely coordination and quality documentation.

-        Draft accurate and comprehensive minutes for all coordination meetings, including: Project Management Unit (PMU) meetings, Cross-SO (Specific Objective) coordination meetings, Steering Committees and Operational Committees.

-        Maintain and regularly update project dashboards, monitoring tools, and performance tracking systems to ensure real-time visibility of project progress.

-        Streamline internal communication processes and coordination modalities to ensure efficient information flow between consortium members, project teams, and stakeholders.

5.       Administrative & Logistical Management

The role provides essential administrative, logistical, and operational support to ensure smooth project functioning.

-        Support the overall functioning of the Project Management Unit (PMU) and Expertise France staff through effective administrative coordination.

-        Manage project documentation systems, ensuring proper filing, organization, and archiving of all project-related documents on Wimi and SharePoint platforms.

-        Review and submit documents for signature after verifying compliance, accuracy, and completeness, and ensure timely follow-up on approvals and signatures.

-        Coordinate travel arrangements, logistical planning, and organization of events including workshops, field missions, trainings, and committee meetings, in collaboration with relevant Project Support Unit members.

Serve as the focal point for supplier coordination, including: Monitoring service delivery performance, verifying accuracy of supplier invoices, Ensuring all required supporting documentation is complete and compliant before submission for payment processing.