Reference No. IP5 2021/003

A.    Responsibilities

The Provincial Coordinator is part of the Technical Advisory Team (TAT) and is responsible for:

•   Supporting, communicating and facilitating close working relationships between different groups in the assigned Provincial Assembly, in a bi-partisan manner; acting as the interface between the project and the provincial assemblies  
•   Coordinating and liaising project activities according to province specific work plans
•   Supporting an initial needs assessment of the target groups and follow up consultations throughout the project duration  
•   Regular knowledge management and information sharing for the programme

The Provincial Coordinator is responsible for the following tasks: 

B.    Tasks 

1.     Planning, Coordination and Implementation

•   Establish formal platforms and maintain conducive working relationships with Political Leadership and the Provincial Secretariat, promoting an environment of cooperation, trust and respect
•   Supervise the preparation, organization, quality management, monitoring, reporting, communication and documentation of project activities in the provincial assemblies with support from the TAT
•   Support and extend administrative assistance for logistical arrangements of project activities
•   Support the TAT in formulating 6 monthly work plans, including the organization of dialogue sessions with target groups that will feed into these plans
•   Support the TAT in designing technical interventions in line with the province specific work plans
•   Liaise with TAT to ensure that there is adequate forward planning associated with any upcoming events proposed to take place at the Provincial level
•   Support the TAT in a mapping of all relevant stakeholders and carrying out an initial needs assessment of target groups
•   Coordinate and facilitate the work of short-term experts, ensuring all related logistical support as required
•   Extend advisory support and mentoring to the provincial Young Parliamentary Associates (YPAs)
•   Ensure that timesheets are submitted in a timely manner 

2.     Communications and Reporting

•   Act as IP5 focal point in the provincial assemblies, ensuring the positioning of the project and supporting the roll out of the project’s communication strategy
•   Advocate for cross cutting topics including gender, social inclusion and youth issues and ensure due consideration in project activities. Endeavour to link project activities to provincial SDG task forces
•   Draft activity reports (in predetermined reporting formats) and formulate appropriate input (when required) for various project reports to the Client  
•   Support in identifying and implementing PR activities in the provincial assemblies (publications, workshops, conferences, press articles, electronic media) in close cooperation with the TAT 

3.     Networking and Cooperation

•   Ensure cooperation, regular contact and dialogue with political leadership, provincial secretariats and PIPS provincial focal person
•   Provide regular, accurate, non-partisan and timely information and analysis to the TAT, identifying and communicating issues as and when they arise, and proposing practical solutions
•   Foster inter provincial linkages with fellow PCs to exchange on lessons learned and best practices 

4.     Knowledge management

•   Compile programme relevant information in predetermined formats and ensure knowledge transfer; ensuring that all the records are maintained (files, contact sheets/databases, minutes, letters, fully completed and signed participants’ sheets associated with specific programmatic events and internal correspondence and all other documents are accurately recorded, stored and easily retrievable.
•   Maintain data and records of all members/staff of the respective assembly attending IP5 activities segregated on the basis of, activity, party affiliation, gender, position etc.
•   Draw up briefing documents, reports and presentations (in predetermined formats) when required 

5.     Other duties/additional tasks

•   performs other duties and tasks at the request of management 

C.    Required qualifications, competences and experience 

Qualifications

•   University degree in public administration, political science, law, international affairs/development or a related field  

Professional experience

•   At least 5-7 years progressive professional experience in coordination, networking and providing policy advisory to government. Prior work experience with parliaments is considered an advantage
•   Demonstrated understanding of the political dynamics in the province of assignment   

Other knowledge, additional competences

•   Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office, database programmes)
•   Working knowledge of communication systems e.g. MS-Teams, Skype for Business
•   Proficiency in English and the regional language of assignment
•   Excellent communication and networking skills
•   Good report writing skills
•   Ability to work efficiently and independently under pressure and considerable time constraints