Project Manager at Kamitei Foundation

Organization: Kamitei
Position: Project Manager
Reports To: Executive Director
Works Closely With: Senior Management Team, programme and technical teams, Finance & Administration, Communications & M&E, external technical specialists and strategic partners. Pasted markdown

SUPERVISES

• Project-specific teams and working groups.
• The Project Manager may coordinate external consultants, contractors and technical specialists engaged to deliver specific projects.
• Direct line management responsibilities may be assigned as the organisation develops. Pasted markdown

POSITION PURPOSE

The Project Manager is responsible for turning Kamitei's strategic priorities into well-planned, coordinated and successfully delivered projects.

The role provides dedicated capacity to manage projects that require coordination across teams, departments or external partners. This includes:

• Organisational development
• Geographic expansion
• New systems
• Digital transformation
• Partnerships
• Infrastructure
• Other strategic initiatives

The Project Manager ensures that projects have clear:

• Objectives
• Plans
• Responsibilities
• Budgets
• Timelines
• Measures of success

The role also ensures that progress is actively monitored and managed.

The role is primarily institutional and organisational. It does not have responsibility for Kamitei's educational methodology, teaching standards or technical education programmes. These remain with the appropriate technical and educational leads.

The Project Manager works closely with the Executive Director and Senior Management Team to ensure that Kamitei develops the systems, processes, technology and organisational capacity required to grow sustainably and achieve its long-term objectives. Pasted markdown

KEY RESPONSIBILITIES

1. Strategic Project Management

Purpose

To ensure that Kamitei's strategic projects move from ideas and plans to successful implementation, with clear accountability, timelines and resources.

Responsibilities

• Develop and manage project plans, budgets, timelines, deliverables and responsibilities for strategic projects.
• Coordinate cross-functional teams, external partners and specialists to ensure projects progress effectively.
• Monitor project progress, risks, budgets and dependencies, identifying and addressing problems early.
• Provide regular updates to the Executive Director and Senior Management Team and escalate issues requiring management decisions.
• Lead project reviews and ensure lessons learned are captured and incorporated into future work.

Examples include:

• Geographic expansion
• New organisational systems
• Digital transformation
• AI implementation
• Strategic partnerships
• New funding initiatives
• Organisational change
• Infrastructure development Pasted markdown

2. Project Portfolio & Prioritisation

Purpose

To provide an organisation-wide view of Kamitei's strategic projects and ensure that projects are prioritised according to organisational importance and capacity.

Responsibilities

• Maintain an organisation-wide register of strategic projects, including:
  • Progress
  • Priorities
  • Resources
  • Risks
  • Dependencies
• Support the Executive Director and Senior Management Team to assess and prioritise proposed projects.
• Monitor the organisation's overall project workload and capacity and identify potential conflicts or resource constraints.
• Provide management with a clear overview of projects that are:
  • On track
  • Delayed
  • At risk
  • Requiring decisions Pasted markdown

3. Organisational Development & Process Improvement

Purpose

To strengthen Kamitei's institutional capacity and improve the way the organisation works without creating unnecessary bureaucracy.

Responsibilities

• Review organisational workflows and identify opportunities to improve efficiency, coordination and accountability.
• Develop and maintain practical Standard Operating Procedures and systems that clarify how key organisational processes work.
• Support organisational change initiatives and help staff adopt improved ways of working.
• Identify and address unnecessary duplication, administration or inefficiency as Kamitei grows.
• Promote a culture of continuous organisational improvement. Pasted markdown

4. Digital Transformation, IT & AI

Purpose

To ensure Kamitei uses appropriate technology to improve:

• Organisational efficiency
• Communication
• Information management
• Decision-making

The Project Manager is not the technical IT specialist. Technical development and specialist IT work may be undertaken by external specialists.

The Projects Manager oversees the process, ensuring that technical work meets Kamitei's organisational requirements and is successfully implemented.

Responsibilities

• Identify opportunities where technology, automation or AI can improve organisational processes and productivity.
• Define organisational requirements and manage the planning and implementation of digital projects.
• Coordinate and oversee external IT specialists and technical providers, monitoring their:
  • Progress
  • Deliverables
  • Budgets
• Support staff adoption of new digital systems.
• Promote effective use of:
  • Google Workspace ecosystem
  • Other approved tools
• Develop Kamitei's practical and responsible approach to using AI, including:
  • Identifying appropriate applications
  • Supporting staff to build AI literacy Pasted markdown

5. Strategic Planning & Implementation

Purpose

To help ensure Kamitei's strategy is translated into practical plans, projects and actions and that progress is actively monitored.

Responsibilities

• Support the Executive Director and Senior Management Team to translate strategic priorities into annual implementation plans.
• Track progress against strategic priorities and organisational commitments.
• Facilitate periodic strategic and operational reviews and ensure agreed actions are documented and followed through.
• Identify implementation bottlenecks and recommend corrective action.
• Support management in assessing whether strategic initiatives remain:
  • Relevant
  • Achievable
  • Appropriately resourced Pasted markdown

6. Partnerships & Institutional Growth

Purpose

To support strategic partnerships and institutional initiatives that contribute to Kamitei's long-term growth and sustainability.

Responsibilities

• Coordinate agreed strategic partnerships and institutional initiatives, ensuring responsibilities, timelines and deliverables are clear.
• Support the development and implementation of partnership agreements and collaboration plans.
• Monitor partnership commitments and identify and resolve implementation challenges.
• Support the Executive Director and management in developing and progressing strategic institutional opportunities.

The Project Manager does not own donor fundraising or technical programme relationships unless specifically assigned. Their role is to coordinate and deliver agreed institutional initiatives. Pasted markdown

7. Knowledge Management & Organisational Learning

Purpose

To ensure that Kamitei captures its experience, systems and learning and turns them into organisational knowledge that can be retained and used by others.

Responsibilities

• Ensure important project decisions, processes, tools and lessons are properly documented and accessible.
• Develop and maintain practical:
  • Organisational templates
  • Implementation guides
  • Knowledge repositories
• Capture lessons from completed projects and identify opportunities for organisational improvement.
• Promote the sharing of knowledge and good practice across teams.
• Ensure institutional knowledge does not remain dependent on individuals. Pasted markdown

8. Monitoring, Evaluation & Reporting

Purpose

To ensure that strategic projects have clear measures of progress and that management receives timely and useful information for decision-making.

The Projects Manager works closely with the Communications & Administration Officer, when this position is in place, and other relevant staff.

Responsibilities

• Develop appropriate milestones, indicators and monitoring approaches for strategic projects.
• Monitor project performance and use implementation data to identify:
  • Trends
  • Risks
  • Areas requiring action
• Produce regular strategic project reports.
• Maintain project dashboards where appropriate.
• Support donor, management and Board reporting where required.

The Project Manager does not replace the organisation's M&E function. Their responsibility is to ensure that projects are properly managed and that the information needed to manage them is available. Pasted markdown

REQUIRED QUALIFICATIONS

Essential

• Bachelor's degree in:
  • Project Management
  • Business Administration
  • Organisational Development
  • Management
  • Information Systems
  • Or a related field

Desirable

• Master's degree in:
  • Project Management
  • Business Administration
  • Organisational Development
  • Management
  • Or a related discipline Pasted markdown

EXPERIENCE

Essential

• At least five years' experience in:
  • Project management
  • Programme management
  • Organisational development
  • Or a related field
• Demonstrated experience managing multiple projects or complex initiatives.
• Experience coordinating multidisciplinary teams and external consultants.
• Experience developing:
  • Project plans
  • Budgets
  • Timelines
  • Implementation schedules
• Experience managing organisational change or process improvement.
• Experience monitoring project budgets and performance.
• Experience preparing management reports and presenting progress to senior management.

Desirable

• Experience working in an:
  • NGO
  • Development organisation
  • Social-impact organisation
• Experience supporting organisational growth or institutional strengthening.
• Experience implementing digital systems or organisational technology projects.
• Experience working across multiple locations or teams.
• Experience managing donor-funded projects.
• Experience introducing AI or automation into organisational processes. Pasted markdown

KNOWLEDGE & TECHNICAL SKILLS

Essential

• Strong project management and implementation skills.
• Strategic planning and organisational development.
• Project budgeting and financial monitoring.
• Risk and issue management.
• Process mapping and process improvement.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication.
• Strong facilitation and coordination skills.
• Advanced Google Workspace skills.
• Strong digital literacy.

Desirable

• Project management software such as:
  • Asana
  • Monday
  • Trello
  • Or similar
• Google Workspace administration and collaboration tools.
• Power BI or similar data visualisation tools.
• AI tools and applications for organisational productivity.
• Knowledge management systems.
• Change management methodologies.
• Basic understanding of cybersecurity and data protection.

The successful candidate does not need to be an IT specialist or AI developer. They need sufficient understanding to identify opportunities, manage specialists, evaluate solutions and lead organisational adoption. Pasted markdown

PERSONAL COMPETENCIES

The successful candidate will demonstrate:

• Excellent organisational and project management skills.
• Strategic and systems thinking.
• Strong attention to detail and ability to turn ideas into practical action.
• Ability to manage multiple priorities simultaneously.
• Strong problem-solving and decision-making skills.
• Collaborative approach and ability to work effectively across teams.
• Excellent interpersonal and communication skills.
• Initiative and a proactive approach.
• Adaptability and resilience.
• High level of integrity and professionalism.
• Commitment to continuous learning and improvement.
• Curiosity and willingness to explore new technologies, particularly AI and digital tools.
• Ability to work with both technical and non-technical colleagues.