The role of a project lead is to act as the end accountable person for the program’s projects across planning, implementation/execution/delivery, reporting, donor driven requirements, financial & other statutory compliances. He/She will be required to plan, manage, supervise, and organize activities and ensure that project goals align with the program objectives & organization’s mission. The project lead duties may vary between programs and by the actual needs of projects.
1. Project Planning, Implementation & Budgeting:
- Develop an operating plan & goals with detailed project plan (micro-plans), for the delivery of the project as per organizational protocols & contractual commitments.
- End accountability for timely execution of all project’s activities and operating plan as per organizational standards of time and quality to fulfill project’s MoU / contractual commitments.
- Ensure excellent project management and effective utilization of time and resources.
- Analyze project risks.
- Based on project monitoring, Implement and manage changes and interventions to ensure project goals are achieved.
2. Approvals, Documentation & Legal compliances:
- Proactively seek approvals from government, partners, any other stakeholders as applicable, to ensure timely on-ground implementation.
- Ensure timely and accurate documentations - legal and others, w.r.t project implementation activities, including but not limited to, contracts, budgets, expenses, fund utilization, manpower, administrative expenses etc.
- Ensure all legal compliances are adhered to within the project at all times including, labor compliances, taxation and other financial compliance, auditory compliances, POSH, Child protection, Code of Conduct, HR & admin policies.
3. Manpower hiring, HR management & contracting:
- Proactively plan manpower staffing for effective project delivery.
- Conduct recruit activities as per HR policies. Prepare JDs, NAFs, design & conduct technical assessments and participate in the selection process actively to ensure timely recruitment of qualified project manpower.
- Train the project team effectively to deliver to the needs of the project.
- Consultancy contract management for projects’ consultants to ensure 100% compliance and zero deviations w.r.t organizational & legal compliances. Ensure contracts are up-to-date and duly approved by Leadership before manpower is deployed on ground.
- Manage the project team to ensure project’s goals are met, esp. in the areas including donor satisfaction, safety, quality, and teams’ performance & motivation. Set goals for the project team, monitor progress & performance monthly and give timely feedback and support to ensure the team performs well.
- Adhere to all HR policies for project staff & consultants.
- Proactively support HR in project staff hiring & HR operations such as performance management, development, data, MIS etc.
4. Financial management, Budget monitoring, expense management & approvals: ? Develop a detailed operational budget for the project.
- Proactively manage budget utilization & project expenses.
- Monthly monitor and report budget utilization, project expenses internally & externally;
- Local expense management incl. approvals, staff expense approvals, management of advances & reimbursements, local procurements,
- Collaborate proactively with Finance on all statutory & donor compliances w.r.t project finances;
- Vendor management for administrative & other services as per project needs & organizational norms;
- Optimal utilization of ERP for timely & accurate project expense management, procurements, reimbursements etc.
5. Reporting:
- Ensure monthly project monitoring through Smartsheets and timely updation to maintain accuracy at all times on Smartsheets for respective projects.
- Consistently provide excellent quality data and documentation that meet the quality standards of the organization;
- Produce accurate and timely reporting of project status throughout its life cycle - conduct project reviews monthly, quarterly for Leadership and as per project MoUs and contracts.
6. Communications:
- Share project updates and highlights from time to time including written notes & briefs, photographs & videos, presentations etc.
- Ensure success stories are documented and shared periodically for program communication through AIF social media handles;
- Facilitate field visit for any internal & external stakeholders incl Leadership, Board, Donors, Partners and any other.
- Support in planning & execution of events, training for the project at the ground level.
7. Evaluations & studies:
- Support in evaluation studies.
- Support in development of evaluation methods to assess project strengths and identify areas for improvement.
8. Government representation:
- Proactively engage with government bodies and relevant stakeholders for implementation success, project sustainability, scalability & replication.
- Actively foster new Government relationships and nurture existing relationships with government partners.
9. Stakeholder engagement:
- Ensure timely and effective communication & active engagement (including periodic meetings) with all internal & external stakeholders to make communication easy and transparent regarding project progress, issues and related decisions;
10. Donor engagement & Fundraising:
- Coordinate a system for regular feedback from donors and partners;
- Build excellent professional relationships with our donors & partners;
11. Technology utilization:
Utilize all technological tools and innovations as per organizational norms
12. Administration & Procurements:
- Proactively plan for procurement to meet MoUs and contractual commitments.
- Execute procurement activities timely, as per organizational policies & protocols.
13. Fundraising:
- Develop proposals timely and partner with the SP team to ensure uninterrupted
project funding as well as for follow-up funding;
14. Field & facility management:
- Regulator visit to the field for effective monitoring.
- Ensure Field leasing, rent renewals and general office administration is planned & managed for safety, cost optimization & efficient project monitoring - adhere to all admin & HR policies applicable;
15. Organizational ambassadorship:
- Adhere and maintain utmost levels of integrity & urgency towards all legal, statutory & organizational compliances that may be required internally or externally from time to time and as per prevalent laws and/or donor requirements.
- Work smoothly with peers and managers and receive constructive feedback well;
- Go beyond own deliverables to support others in the team or the larger organization where required;
- Maintain the highest level of respect & integrity towards the organization’s policies, goals and values.
