Independent Project Coordinator Consultancy Services NEW

Nature of Services: Independent Project Coordinator Consultancy Services

Timeframe: Up to 12 months, subject to the duration of specific consultancy assignments agreed in writing. Any extension shall be subject to mutual written agreement and shall not create an obligation on either party to continue the consultancy.

Type of Contract: Services will be provided on a day-rate basis against specific project assignments and estimated levels of effort agreed between COAR and the Consultant.

Level of Effort: Assignment-based and strictly as mutually agreed in writing for specific tasks and deliverables. No minimum number of days, fixed working hours, or continuing level of effort is guaranteed or required.

Place of Performance: Bangkok, Thailand or such location as determined by the Consultant when performing the Services

Primary Point of Contact: Senior Programme Manager (SPM)

Travel: Travel may be required in connection with specific project assignments. Any required travel will be agreed with the Consultant in advance and undertaken in accordance with the arrangements applicable to the relevant assignment.

Overview

This Scope of Services (SoS) outlines the Independent Project Coordination Consultancy Services with the Center for Operational Analysis and Research (COAR). The Consultant will provide project coordination services in relation to assigned projects, supporting agreed project planning, coordination, resource and budget tracking, deliverable management, administrative processes, and client and partner engagement. The Consultant may organise project activities, maintain project information and documentation, track actions and deadlines, coordinate agreed routine processes, and facilitate communication and follow-up across project teams and support functions where reasonably necessary for the performance of an agreed assignment.

Nature of the Consultancy

This is an independent, non-exclusive, project-based consultancy engagement and not a position of employment with COAR. Services will be commissioned through specific assignments agreed between COAR and the Consultant, setting out the relevant scope, deliverables, estimated level of effort, timeframe and applicable day rate.

COAR does not guarantee any minimum number of assignments or consultancy days, and the Consultant will remain free to accept or decline proposed assignments and to provide services to other clients, subject to confidentiality, conflicts of interest and the timely delivery of any assignment accepted.

The Consultant will determine independently the professional approach, methods, sequencing, working time and place of performance of the Services, subject to agreed deliverables, deadlines, applicable requirements and reasonable project coordination. The Consultant will ordinarily use their own equipment and working facilities and will be responsible for their own tax, social insurance and other statutory obligations arising from the consultancy. The consultancy does not carry employee benefits.

The Consultant will coordinate project activities and inputs but will not occupy a position within COAR’s organisational structure, exercise employment or line-management authority over COAR personnel, or have authority to bind COAR, except where expressly authorised in writing for a defined project purpose.

COAR may specify the scope, required outputs, deadlines, quality standards, project requirements, and information required for an agreed assignment, but will not direct the Consultant as to the manner or means of performing the Services.

The Consultant will not be required to work fixed hours, maintain continuous availability, attend COAR premises on a regular basis, or participate in COAR’s internal management or personnel processes, except where specific attendance or participation is reasonably necessary for an agreed assignment.

Fees will be payable only for Services performed under an agreed assignment and against submission of appropriate invoices. No minimum volume of work or continuing retainer is guaranteed.

About COAR

COAR is an independent social enterprise that directly supports practitioners, policymakers, and donors by facilitating humanitarian and development interventions in complex, fragile, and high-risk environments.

Objectives

• Provide project coordination support to assigned projects and Project Managers in accordance with agreed assignment requirements;
• Maintain accurate and up-to-date project information, trackers, records, and documentation;
• Coordinate agreed routine project processes and follow up on actions, inputs, and deadlines within the scope of the relevant assignment;
• Facilitate agreed project-related communication and information flow among relevant project personnel and support functions; and
• Provide coordination and administrative services intended to support effective project delivery and enable Project Managers to maintain oversight of assigned projects.

Activities

Project Coordination and Follow-up

• Maintain project workplans, calendars, trackers, action logs, deliverable schedules, and other project records using information and requirements applicable to the relevant assignment and provided or confirmed by the Project Manager;
• Track agreed deadlines, actions, and required inputs and follow up with relevant project personnel as reasonably necessary for delivery of the agreed assignment;
• Coordinate project meetings, prepare agendas and materials, record relevant decisions and actions, and track agreed follow-up actions where included in the relevant assignment;
• Maintain visibility of agreed deliverables and coordinate the collection of required inputs, reviews, and approvals within the scope of the relevant assignment;
• Organize project files and support the appropriate recording and archiving of key documentation, decisions, approvals, and final deliverables;
• Support the coordination of meetings, workshops, travel, field activities, and other project activities where included in an agreed assignment;
• Compile project information required for agreed internal or external reporting and updates; and
• Flag overdue actions, emerging delays, missing information, or other issues requiring the Project Manager’s attention.

Financial and Administrative Coordination

• Maintain budget, expenditure, allocation, and level-of-effort trackers using information provided by the Project Manager, Finance, and relevant project personnel;
• Compile and organise information required for project budget reviews, forecasting, and resource planning;
• Coordinate agreed inputs and documentation required for invoicing, consultant payments, contracting, procurement, travel, and other project-related administrative processes;
• Follow up with Finance, Operations, HR, and other relevant support functions on project-related requests and outstanding actions where reasonably necessary for an agreed assignment, without exercising authority over COAR personnel or COAR’s employment or personnel decisions;
• Maintain project financial, contractual, and administrative records; and
• Flag missing information, upcoming requirements, or variances to the Project Manager for review and action.

Client, Partner, and Team Support

• Coordinate client, partner, and project meetings and related logistics and materials where included in an agreed assignment;
• Record and circulate meeting notes, decisions, action points, and follow-up items where required for the relevant assignment;
• Maintain records of client and partner feedback, requests, approvals, and decisions;
• Support the preparation and formatting of agreed project updates, presentations, meeting materials, and correspondence;
• Coordinate collection of information or inputs required for agreed client and partner communications; and
• Track agreed follow-up actions arising from client, partner, and internal meetings.

Proposal and Organizational Support

• Where included in an agreed assignment, provide coordination and administrative support for project extensions, renewals, and related proposals;
• Maintain agreed proposal timelines and coordinate collection of required inputs and supporting documentation;
• Compile project information, past performance materials, staffing information, and other inputs required for proposals;
• Support organisation of project start-up and handover documentation following new awards, where included in an agreed assignment; and
• Provide other specifically agreed project coordination services reasonably related to the scope of an accepted assignment.

Deliverables

For each applicable assignment, the Consultant will provide the agreed project coordination Services and deliverables, which may include:

• Up-to-date project trackers, calendars, action logs, and deliverable schedules;
• Organized meeting documentation and follow-up records;
• Accurate project files and administrative records;
• Updated budget, resource, and level-of-effort tracking information;
• Compiled inputs and documentation for routine financial, administrative, client, and reporting processes; and
• Timely follow-up and reporting of outstanding project actions and deadlines within the scope of the relevant assignment.

Specific outputs, deadlines, estimated consultancy days, applicable day rate, and any assignment-specific travel or expense arrangements may be agreed separately in writing for individual project assignments.

Required Professional Experience and Expertise

• A bachelor’s degree in a relevant field, or equivalent relevant professional experience;
• Approximately 1–3 years of relevant professional experience in project or programme coordination, administration, operations, research, consulting, or a related area;
• Strong organizational skills and ability to track multiple activities, deadlines, and information streams simultaneously;
• Experience supporting client-funded, research, humanitarian, development, or consulting projects is desirable;
• Familiarity with project workplans, budgets, deliverables, or administrative processes is desirable;
• Familiarity with the Myanmar context is desirable;
• Fluency in English;
• Strong written and verbal communication skills;
• Excellent attention to detail and record-keeping;
• Strong follow-up skills and ability to coordinate effectively with different project personnel and support functions; and
• High level of professionalism, discretion, and commitment to confidentiality and where applicable, the Consultant shall comply with the safeguarding, confidentiality, data-protection, information-security, health-and-safety and client-mandated requirements which COAR identifies in writing as applicable to external service providers. For the avoidance of doubt, COAR’s general employee handbook, working-hours, attendance, leave, appraisal, disciplinary and grievance procedures shall not apply.

How to apply

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Tagged as: Consultant