The Aga Khan Foundation, Afghanistan (AKF (Afg)) is an agency of the Aga Khan Development Network (AKDN), a group of international, private, non-denominational development agencies working to improve living conditions and opportunities for people in some of the poorest parts of the developing world. The Network’s organizations have individual mandates that range from the fields of health and education to architecture, rural development and promotion of private-sector enterprise and institutions that seek to empower communities and individuals, usually in disadvantaged circumstances, to improve living conditions and opportunities.
The Aga Khan Foundation (AKF) is a non-denominational international development agency established in 1967 by His Highness the Aga Khan. Its mission is to develop and promote creative solutions to problems that impede social development, primarily in Asia and East Africa. Created as a private, non-profit foundation under Swiss law, it has branches and independent affiliates in 19 countries.
AKF seeks to provide sustainable solutions to long-term problems of poverty, hunger, illiteracy, and ill health. In Afghanistan, AKF works with rural communities in mountainous, remote or resource poor areas to improve quality of life in the areas of natural resource management, market development, governance, education, and health.
The core objective of the Program Coordinator position is to establish and maintain a robust framework for compliance, contract management, and program development within AKF Afghanistan, thereby enhancing the organization’s ability to operate efficiently and effectively in the complex landscape of donor-funded projects. This position ensures that AKF consistently meets internal and external regulatory standards, mitigates risks, and maximize program impact. By developing and implementing comprehensive compliance protocols, providing essential support in project oversight, and contributing to the design of projects aligned with AKF’s mission and donor requirements, this role not only safeguards the organization’s reputation and financial stability but also strengthens its ability to create positive change in the communities AKF aims to serve.
JOB DUTIES AND RESPONSIBILITIES
Compliance and Contract Management
• Develop clear and comprehensive protocols and procedures for reviewing and submitting various types of contracts, including sub-grant agreements and non-binding agreements like Memorandums of Understanding (MoUs).
• Create standardized templates for each agreement type, including all necessary clauses.
• Ensure project managers understand the distinctions between different agreement types and adopt the new templates.
• Participate in the review of agreements, ensuring they follow the proper review channels at national and global levels and are stored in the central Programs database.
• Collaborate with relevant support units to formulate project-specific and donor-specific compliance processes.
• Identify opportunities to enhance, rectify, and standardize internal compliance processes throughout the Programs.
• Review and amend existing project management processes and organizational policies and procedures in coordination with relevant support units to ensure compliance with internal and donor requirements.
• Work with the Monitoring, Evaluation, Research, and Learning (MERL) unit to establish processes for identifying and addressing compliance issues, working closely with thematic units and the Programs Director.
• Coordinate responses to Program compliance issues uncovered during internal and external audits, collaborating with the MERL, Thematic Units, Programs Director, and PSU Manager to ensure comprehensive responses.
• Contribute to the development of global tools, processes, and databases associated with compliance, such as partner safeguarding assessments and AIMS.
• Adapt these global tools to the AKF(Afg) context and oversee their implementation.
• Assist project managers in preparing presentations on donor compliance for new projects.
• Identify areas requiring particular oversight or follow-up during mid-term and project closure to minimize financial and reputational risks.
• Collaborate with relevant departments, including finance, internal audit, procurement, HR, and the Safeguarding unit.
• Serve as a knowledge resource on donor compliance requirements, informing relevant staff and ensuring compliance.
• Assist project managers in addressing compliance issues raised by donors, drafting suitable responses, and suggesting system improvements.
• Stay informed about compliance trends such as the International Aid Transparency Initiative (IATI) and Ministry of Economy requirements and assess their impact on AKF(Afg).
• Collaborate closely with donor units to create training manuals/modules on donor compliance for projects, seeking input from relevant support units like finance, procurement, internal audit, and HR.
• Conduct or facilitate training sessions based on these manuals.
• Identify, request, and facilitate compliance training from key donors for Program and support staff.
• Participate in training sessions as required.
• Support the Planning and Oversight Coordinator in establishing an effective budget and expenditure oversight system, improving project progress understanding, and assisting in issue resolution.
• Identify and flag high-risk issues to the Programs Director and senior management while handling low and medium-risk problems.
• Participate in regional project review meetings and management meetings, facilitating discussions on compliance.
• Lead the final review of project narrative reports and other documents, ensuring compliance with donor requirements and checking content, language, and formatting.
• Conduct training for Kabul and regional staff on report writing and formatting.
• Assist the Safeguarding Manager in implementing Safe Programming Guidelines.
• Handle administrative responsibilities related to grants, including gathering and forwarding information to different units and conducting necessary follow-up tasks.
• In close collaboration with the program development coordinator and programs director, lead or contribute to the project development processes, including project design, proposal writing, and budget development, ensuring strict adherence to donor requirements and alignment with the national program framework and priorities.
• In Collaborating with the MERL Unit, conduct comprehensive needs assessments to identify the specific issues or problems that projects aim to address and analyze the key stakeholders and their interests.
• Conduct feasibility studies to assess the practicality and viability of proposed projects, including risk analysis, resource availability assessment, and evaluation of project sustainability beyond the funding period.
• Identify potential partners, both internal and external, to the organization and collaborate with them to enhance the strength and potential for success of project proposals. Coordinate with other organizations working in related fields to leverage their expertise and resources.
• Collaborate closely with all sectors and regions, as needed, to ensure the seamless integration of sector- specific and regional priorities into project designs and proposals.
• Develop detailed budgets for projects, aligning them with the objectives and activities outlined in the proposals, ensuring contextual realities, transparency, and compliance with donor guidelines, and identifying potential funding gaps that may require additional fundraising efforts.
• Design a robust monitoring and evaluation framework in collaboration with the MERL Unit and the sectors, outlining key performance indicators (KPIs), data collection methods, and reporting mechanisms.
• To carry out the responsibilities of the role in a way which reflects AKF (Afg)’s commitment to safeguarding staff, beneficiaries and protecting children from harm and abuse in accordance with AKF (Afg)s Safeguarding policy.
• To report any suspicions or actual violations of the Safeguarding Policy and/or Child Safeguarding Policy as per the given training.
OCCASIONAL SIGNIFICANT DUTIES AND RESPONSIBILITIES
• Support to Regional Programme Teams: Travel to the regions to conduct field visits, introduce/propose new processes, systems, and tools, and understand the local context.
• Learning Events: Facilitate Programme-related learning events to improve knowledge and understanding for thematic and supporting units.
• Any other tasks assigned by the Line Manager.
DECISION-MAKING & AUTHORITY
• Will be assigned by supervisor.
• Master’s Degree with equivalent relevant work experience.
• Experience in coordinating processes across multiple sectors and supporting units.
• Experience in project management, particularly with complex donor compliance requirements.
• Experience in developing project templates and manuals.
• Very good English written and verbal skills.
• Good knowledge of Microsoft Office applications and project management tools.
• Strong knowledge of donor rules and regulations.
REQUIRED CORE COMPETENCIES
• Good team player and ability to build and maintain collaborative relationships with colleagues.
• Demonstrated ability to work under pressure and meet tight deadlines.
• Willingness to learn and receive constructive feedback.
• Demonstrated ability to work collaboratively with others in ambiguous context.
• Ability to critically analyze and provide constructive recommendations.
• Strong ability to work independently.
How to apply
Interested applicants should submit their CV along with a cover letter through the AKDN Career Center at: www.the.akdn/careers no later than 21/11/2023.
• Please quote the Vacancy Number as the Subject of the e-mail when applying.
• No supporting documents (e.g., diplomas, recommendation letters, identification card(s) etc.) are required at this stage.
• Only short-listed candidates will be contacted for further assessment.
Aga Khan Foundation Afghanistan recruitment and selection procedures reflect our commitment to equal opportunity and safeguarding of children, beneficiaries, partners, community members and employees in accordance with AKF(Afg)’s safeguarding policy.
Female candidates are highly encouraged to apply.
Your details and information shared on this advertisement shall remain confidential.