Terms of Reference (TOR) – Project Coordinator
(Donor-Funded Projects)
1. Position Details
Position: Project Coordinator – Donor-Funded Projects
Base Location: Remote/ Preferably Bangalore, Karnataka (India)
Duration: Initial contract for 6 months, with the possibility of extension based on performance, availability of funding, and organizational requirements.
Reporting to: Manager, Fundraising and Partnerships
2. Purpose of the Assignment
The Project Coordinator will be responsible for the effective coordination, implementation, monitoring, and administration of donor-funded projects implemented by Fairtrade NAPP across the Asia-Pacific region, ensuring quality delivery, donor compliance, timely reporting, and achievement of project objectives. The role will ensure timely planning, implementation, monitoring, documentation, financial and narrative reporting, donor compliance, and quality assurance while coordinating with Producer Organizations, Regional Teams, consultants, implementing partners, FCRA partners, donors, and Fairtrade system partners. The position will also contribute to resource mobilization by supporting donor engagement, proposal development, partnership management, project design, and knowledge management. The position is envisioned to start from 1st Sept 2026.
3. Key Roles and Responsibilities
3.1 Project Management, Coordination, Monitoring, Documentation & Reporting (70% time)
Project Management & Coordination
- Coordinate implementation of multiple donor-funded projects and ensure timely delivery of agreed outputs and milestones.
- Develop project work plans, implementation schedules and tracking tools in consultation with programme teams.
- Coordinate regularly with Regional Programme Teams, Producer Organizations, consultants, donors, Fairtrade organizations and FCRA implementation partners.
- Organize project review meetings and document action points and follow-up actions.
- Establish and coordinate the Project Management Unit (PMU), define roles and responsibilities using the RASCI framework, and schedule and facilitate regular project management meetings
Monitoring & Reporting
- Monitor project progress against approved work plans, budgets, KPIs and donor commitments.
- Compile, analyse and validate project data received from regional teams.
- Prepare high-quality monthly, quarterly, annual and final narrative reports.
- Ensure all donor reporting requirements are met within agreed timelines.
- Coordinate collection of success stories, photographs, case studies and beneficiary evidence.
Documentation & Knowledge Management
- Maintain complete project documentation and digital filing systems, ensuring that all contracts, ToRs, reports, financial documents, monitoring data, meeting minutes and communication records are properly archived and easily accessible.
- Identify implementation risks, delays and compliance issues and recommend corrective actions.
- Escalate critical issues to the Manager in a timely manner.
- Maintain project risk tracker and follow up mitigation actions.
Coordination with Finance, MEL and Implementation Team •Facilitate coordination between country teams and regional office.
- Coordinate with Finance teams for budget tracking, expenditure monitoring and financial documentation.
- Support budget revisions and donor financial reporting.
- Verify supporting documents prior to donor submission.
- Coordination with the MEL team for tracking the LFA and proposed activities/target
- Set-up regular calls/meeting with implementation team to understand the progress and keep the reporting manager/ donor updated.
Donor & Partner Coordination
- Serve as the primary coordination focal point for assigned donor-funded projects.
- Coordinate communication with donors, implementing partners, consultants and Fairtrade organizations.
- Track contractual deliverables and reporting deadlines.
3.2 Fundraising and Partnership Support (30%)
- Identify new funding opportunities through donor intelligence, landscape analysis and partnership mapping to support Fairtrade NAPP's fundraising strategy.
- Support fundraising activities including research, outreach, and engagement with potential donors/ identify new funding opportunities.
- Support development of concept notes, grant proposals and project budgets.
- Coordinate proposal development with technical teams.
- Maintain donor database and partnership tracker.
- Support donor communication, presentations and partnership meetings.
- Assist in preparing partnership agreements, MoUs and contractual documents.
- Support project design, logical frameworks, MEL indicators and theory of change.
4. Duration and Payment Terms
The contract will be for an initial period of six months with a full-time engagement. Professional Fee: EUR 500 per month (inclusive of all applicable taxes). Payment will be made monthly upon submission of approved timesheets and invoices, in accordance with Fairtrade NAPP policies. Extension and continuation of the contract will be based on performance and project requirements. Travel, accommodation, and project-related expenses will be reimbursed as per NAPP policy.
5. Required Qualifications
- Master's degree in Rural Development, Agriculture, Development Studies, Social Sciences, Business Administration, Environmental Sciences or related discipline. Bachelor's degree with significant relevant experience may also be considered.
- Minimum 5–8 years of experience in working with NGO, international NGOs, development agencies or producer organizations/ similar organization working with rural development, agriculture and development sector.
- Excellent written and verbal communication skills in English. Proficiency in one or more additional languages spoken within the Asia-Pacific region will be considered an added advantage.
- Excellent report writing skills and knowledge of MS Excel, Word and PowerPoint
- The position requires a combination of extensive desk-based coordination and periodic travel to project locations
- Experience in managing the project implementation, preparing reports, and documentation as per the donor requirements.
- Experience coordinating multi-country or regional projects is desirable.
- Understanding of donor compliance, procurement, financial reporting and grant management.
- Experience in writing grant proposals, concept notes and basic principles of fundraising.
6. Desirable Qualifications
- Experience working with international development organizations, producer organizations, or multi-country/regional programmes in the Asia-Pacific region.
- Demonstrated experience in managing projects funded by institutional donors such as the European Union (EU), GIZ, ISEAL, Fairtrade organizations, UN agencies, foundations, or other bilateral/multilateral donors.
- Demonstrated flexibility to work across multiple time zones in the Asia-Pacific region and willingness to be available outside standard working hours, when required
- Experience in coordinating multi-stakeholder partnerships, including government agencies, NGOs, private sector organizations, consultants, and producer organizations.
- Strong understanding of grant management, donor compliance requirements, procurement processes, budget monitoring, risk management, and financial reporting.
- Familiarity with sustainability and responsible sourcing frameworks, including Human Rights and Environmental Due Diligence (HREDD), EUDR, ESG, climate resilience, sustainable agriculture, and Fairtrade standards, would be an added advantage.
7. Application Procedure
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process. Fairtrade NAPP is an equal opportunity employer and encourages applications from qualified candidates irrespective of gender, disability, religion, ethnicity, or social background.