Project Manager

Job description
Job Title Project Manager
Location Fully remote
Reporting to Head of Operations & Programme Manager
Contract type 6-months (with possibility of extension) consultancy contract
Contract days 3 days a week or 60% FTE
Day Rate 327-385 CHF per day (based on experience)
Deadline Please apply by 9th September 2024
Please email CVs and jobs@armedgroupscentre.org
short cover letter to
Introduction
The Centre on Armed Groups supports efforts to reduce violence and end armed conflict. We do
this through conducting forward-looking research, creating safe spaces for dialogue, and
providing practical advice. The Centre strives to be a unique resource for organisations and
individuals in the fields of diplomacy, research, development, peacebuilding, humanitarian aid,
and in the private sector.
Summary
The Centre on Armed Group is looking for a part-time Project Manager to lead on its growing
portfolio of projects and programmes.

The Project Manager will play a pivotal role in supporting the Centre's operations, project and
programme management efforts. Reporting to the Head of Operations, the Project Manager will
oversee the management and coordination of projects across multiple countries, leading on all
administrative, logistical, financial, and contractual aspects of contract and programme
management as well as leading on donor and partner relationship management for projects under
management. In addition, the Project Manager will work closely with the Head of Operations to
support the development and execution of the Centre’s internal processes and systems.

Main Duties and Responsibilities

Project Management and Coordination:
● Ensure the sound management of projects and programmes of work under own
responsibility and oversee the consistent application of the Centre’s policies,
rules and guidance for: compliance; donor reporting; monitoring and
evaluation; project management; risk identification, analysis and management.
● Monitor progress against donor contracts, keep track of and act on contract
milestones, compliance issues and reporting deadlines and proactively seek the
advice of Finance Business Partners and project leads as necessary.
● Liaise with donors and subcontractors in relation to non-technical contractual
matters.
● Draft financial and narrative documents for donor reporting and support project
leaders with the preparation of technical reports.
● Coordinate internal project meetings, taking minutes and following up action
points.
● Develop and coordinate delivery of information, communications, audience
development and marketing interventions and activities for own project
portfolio.
 ● Liaise with and assist partners and technical team to finalise research outputs.
● Oversee the organisational, logistical, communication, financial and practical
aspects of event management for own project portfolio.
● Oversee the maintenance and update of relevant databases for own projects
● Manage personal administrative tasks related to own work.
● Represent the Head of Operations and other teams members during absence
and when required.

Finance and contract management and coordination

● Undertake financial planning at project level and manage budget and finances
● Responsible for day-to-day budgeting tasks including using the Centre’s
financial systems to monitor budgets (actuals vs budget), forecasting,
budgeting and monitoring staff resources, tracking spend on contracts and
monitoring and reviewing submission of invoices.
● Oversee and manage the preparation and processing of donor, partner and
consultant contracts for projects
● Ensure subcontracts comply with donor and Centre requirements and policies.
● Manage the relationship with project funders, subcontractors and partners for
contractual and finance-related matters on own project portfolio and support
other projects as agreed with Head of Operations
● Work with partners and subcontractors to develop and support capacity for
financial reporting and donor compliance.
● Prepare documentation for audits and financial reporting for projects, working
with the Centre Finance team, FSD.
● Provide ad hoc support to the Head of Operations as necessary and provide
cover for other project managers as necessary.

Business development and fundraising

● Act as bid manager for funding proposals as delegated, coordinating the various elements
of proposal development, internal approval and submission in with Centre policy
● Draft budgets and collect and collate other necessary financial and institutional
information to finalise project proposals.
● Ensure a comprehensive and realistic costing of the proposed activities.
● Oversee editing and finalising documents before submission to funders.
● Collate and systematise information that can be used across fundraising bids
and proposals.
● Provide background information and support to technical lead to prepare
long-term and short-term strategies and plans, in liaison with Head of
Operations
Event Logistics and Administration:
● Lead on organising meetings (in-person and online) including overseas events
for projects and programmes under management. Responsibilities include
finding and booking venues, arranging facilities, managing hotel bookings,
liaising with participants, and taking notes.
 ● Provide logistical support for online and in-person events, including webinars,
conferences, and meetings. Responsibilities include platform and venue
selection, setup, and technical support, liaising with venues, and all related
event logistics.
● Assist in organising and preparing event documentation, materials, and
presentations.
● Collaborate with participants, manage registrations, and provide technical
support during online events.
● Ensure the smooth operation of online event platforms and troubleshoot
technical issues as they arise.
Please note that the responsibilities outlined in this job description may evolve over
time to meet the needs of the organisation.
Person Specification
Essential
Knowledge and qualifications
● Knowledge of the project cycle management field and methodologies
● Knowledge of budgeting and costing methodologies and ability to apply them
● Good understanding of financial management as part of the project cycle

Experience
● Experience in donor compliance and relationship management, including
partnership building
● Costing and budgeting experience for complex multi-year, multi-partners,
multi-donor projects
● Experience managing large complex projects throughout the full project cycle
● Experience coordinating and managing the development of proposals,
producing internal reports and overseeing donor/partner and knowledge
management
● Proven experience of conducting contract negotiation independently and of
building effective partnerships
● Experience in setting up and monitoring compliance with operational processes
and procedures
● Some experience working with partners and consultants in conflict
environments

Skills/abilities
● Proven ability to understand diversity of funders and partners and to make
business-oriented decisions
● Proven ability to innovate and improve working practices to overcome
problems and emerging issues.
● Strong interpersonal and team-work skills in a remote-first work environment.
● Exceptional planning, organisation and execution skills
● Strong and clear communication skills: written, verbal and visual
● Ability to lead and coordinate agile project teams
 ● Excellent ability to build cross-cultural relationships with partners and
colleagues at various levels of seniority.
● Strong IT skills including Excel, Word, Outlook, PowerPoint and databases
● Ability to write well and to prepare reports without supervision
● Multitasking skills in a high-pressure environment
● Ability to work to own initiative with minimum supervision

Candidate Profile

Our ideal candidate will be:

● A creative thinker, able to anticipate challenges and develop proactive solutions

to navigate them.

● Meticulous in your approach to project management, ensuring that all aspects

of our projects run smoothly and efficiently. You will manage timelines, budgets,
and resources with precision.

● Skilled in communicating information clearly and succinctly across audiences.

You will liaise with donors, partners, and team members, ensuring that everyone
is on the same page and working towards common objectives.

● Comfortable working with diverse teams across various cultures and

geographies, and enjoy working with people. You will foster a collaborative
environment where team members feel valued, heard, supported and motivated
to contribute their best.

● Proficient in budgeting and financial management, ensuring that our projects

are financially sound and compliant with donor requirements. You will manage
project finances with transparency and accountability.

● Flexible in your approach, able to adapt to changing circumstances and

priorities. You will thrive in a fast-paced, dynamic environment and be ready to
pivot as needed.

● Competent in using various digital tools and platforms to enhance project

management and communication, and eager to innovate. You will leverage
technology to streamline processes and improve efficiency.

● Capable of working autonomously with minimal supervision. You will take

initiative, manage your workload effectively, and deliver results without constant
oversight.

● Excited about contributing to the Centre on Armed Groups' mission and eager
to help us make a lasting impact.