The Project Manager coordinates the entire project lifecycle, from initiation to closure, ensuring that all project goals are met on time, within budget and in compliance with donor regulations. Primarily focused on global USAID-funded projects, this role involves comprehensive oversight and collaboration of project planning, budgeting, resource allocation, and risk management. The Project Manager is responsible for overseeing sub-award execution, ensuring compliance, and maintaining strong relationships with sub-awardees. They coordinate the project team, provide strategic guidance, and ensure effective communication with all stakeholders. The Project Manager also ensures adherence to organizational policies, donor requirements, and legal standards, while overseeing monitoring and evaluation to incorporate lessons learned into future projects and plans. A key aspect of this role is proactive risk management to ensure the project’s success.

Note: eastern time zone working hours are required for this position.

Accountabilities:

Project Management:

• Coordinate and ensure the development of projects from initiation to completion based on the established project scope, goals, and deliverables.
• Develop and manage project workplans, assign tasks in workplans, and ensure overall progress.
• Oversee documentation and reporting, ensure accuracy, and present updates to stakeholders.
• Lead stakeholder communication, ensuring alignment and addressing concerns.
• Develop and deliver project workplans encompassing all the details of a project to the team members that clearly outlines the roles and responsibilities of every function within the project.
• Coordinate project team members to ensure project objectives and deliverables are met, fostering a collaborative work environment.
• Provide guidance and monitoring for project staff, ensuring clarity over project plans and priorities, and encouraging effective teamwork.
• Develop best practices and tools for project execution and management.
• Build, develop, and grow partnerships with internal and external partners vital to the success of the project.
• Manage operational and tactical aspects of projects in a matrix environment.
• Manage the development of project teams to ensure compliance with policies and procedures; also, to develop and implement process improvement plans.
• Ensure proper donor and organizational approvals are obtained prior to work being completed.

Risk Management:

• Proactively identify potential risk that could impact project successes, including financial, operational, technical and external risks.
• Evaluate the likelihood and impact of identified risks and prioritize them based on severity
• Develop and implement risk mitigation strategies, including contingency plans to address potential issues before they arise
• Continuously monitor risks throughout the project lifecycle, updating the risk management plan and tracker as needed, and reporting on risk status to stakeholders
• Manage overall project risks and resolve any issues or risks that materialize, minimizing their impact on the project, and reporting on risks status to stakeholders.

Project Administration:

• Establish a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project.
• Develop a schedule for project completion that effectively allocates the resources to the activities.
• Review the project schedule with project senior management and project staff and revise the schedule as required.
• Execute the project according to the project plan.
• Author reports (i.e. deliverables) on the project for management and for funders.
• Communicate with funders as outlined in funding agreements; ensuring project management dashboard is updated accordingly
• Oversee the execution of sub-awards and consultancy agreements, ensuring all agreements are properly documented and aligned with project goals and donor requirements
• Leads sub-award design and is responsible for sub-award monitoring.
• Monitor sub awardees to ensure compliance with terms and conditions, including collaborating with finance manager on monitoring financial reporting, and performance obligations

Business Development:

• Build, develop, and grow partnerships vital to the success of the project and possible follow-on.
• Identifies partnerships, opportunities, and information to present to management to help achieve strategic goals of the organization, project, and potential follow-on.

Financial Management:

• Collaborate with the finance staff to determine the resources (time, money, equipment, etc.) required to complete the project and to ensure that all financial records for the project are up to date.
• Collaborate with finance staff to monitor and approve all budgeted project expenditures in accordance with the workplan and what has been budgeted/forecasted; serves as backstop for approving financial expenditures.
• Ensures financial reports and supporting documentation for funders as outlined in funding agreement.
• Ensure budgets are reflective of the activities in the project workplan and reforecast as changes are made to the workplan and in alignment with the scope of the project.

Personnel Management:

• Coaches, mentors, and manages direct reports and external stakeholders to ensure quality, efficiency and compliance with project and company
• Develop tools and techniques for delegating tasks according to the skills of project management office team member and also to evaluate the performance of project management office team members.
• Ensure that all project personnel receive an appropriate orientation to the organization and the project.

Problem Solving & Impact:

• Decisions and actions have serious implications with delays in project schedules and operations and may affect overall business activities.
• Problems are complex and require analysis of situations and data with evaluation of a range of factors.
• Exercises judgment within broadly defined practices and policies to select methods and techniques to obtain results.

Supervision Given/Received:

• Manages staff and external project members to achieve goals and vision of project from initiation to completion.
• Coordinates project plans, budgets, training, and resources with management to achieve strategic goals.
• Reports to a Director.

Qualifications:

• Bachelor’s Degree or its international equivalent.
• Project Management (PM) Certification preferred.
• Minimum of 8+ years of relevant experience with projects management principles and practices, 2+ years of line management experience required.
• Prior work experience in a non-governmental organization (NGO), government agency, or private organization, and experience managing United States government (USG) funded awards.
• Familiar with USG rules and regulations, with a strong preference for prior USAID experience.
• Comprehensive knowledge of concepts, practices, and procedures with project management, process development and execution.
• Strong knowledge of project management software and Microsoft 365.
• Strong negotiator and problem solver.
• Excellent oral and written communication skills; proficiency in English is required.
• Ability to recognize the need for standardization and balances client and organization needs in systems design.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit or stand for extended periods of time.
• Ability to lift or move up to 5 lbs.

Technology to be Used:

• Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• 10% – 25%

The expected US-based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: $80,000 – $107,000

International hiring ranges will differ based on location

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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