Job Profile - Project Manager
Tools and Templates
Sample Job Descriptions
Sample Job Descriptions
Other Titles:
Project Coordinator
Job Purpose
The Project Manager oversees the planning, implementation, and tracking of a specific short-term project which has a beginning, an end and specified deliverables.
Primary Duties and Responsibilities
The Project Manager performs a wide range of duties including some or all of the following:
Plan the project
Define the scope of the project in collaboration with senior management
Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project
Determine the resources (time, money, equipment, etc) required to complete the project
Develop a schedule for project completion that effectively allocates the resources to the activities
Review the project schedule with senior management and all other staff that will be affected by the project activities; revise the schedule as required
Determine the objectives and measures upon which the project will be evaluated at its completion
Staff the project
In consultation with the appropriate manager, recruit, interview and select staff and/or volunteers with appropriate skills for the project activities
Manage project staff and/or volunteers according to the established policies and practices of the organization
Ensure that personnel files are properly maintained and kept confidential
Ensure that all project personnel receive an appropriate orientation to the organization and the project
Contract qualified consultants to work on the project as appropriate
Implement the project
Execute the project according to the project plan
Develop forms and records to document project activities
Set up files to ensure that all project information is appropriately documented and secured
Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project
Establish a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project
Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards
Control the project
Write reports on the project for management and for funders
Communicate with funders as outlined in funding agreements
Monitor and approve all budgeted project expenditures
Monitor cash flow projections and report actual cash flow and variance to senior management on a regular basis (monthly/bimonthly)
Manage all project funds according to established accounting policies and procedures
Ensure that all financial records for the project are up to date
Prepare financial reports and supporting documentation for funders as outlined in funding agreements
Evaluate the project
Ensure that the project deliverables are on time, within budget and at the required level of quality
Evaluate the outcomes of the project as established during the planning phase
*Some Project Managers also have responsibilities for program Volunteers. See the profile for the Manager of Volunteers for a description of the related duties and responsibilities.
Qualifications
Education
University Degree in a related subject
Professional designation
None
Knowledge, skills and abilities
Knowledge of project management
Proficiency in the use of computers for:
Word processing
Simple accounting
Data base management
Spreadsheets
Internet
Personal characteristics
The Project Manager should demonstrate competence in some or all of the following:
Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.
Lead: Positively influence others to achieve results that are in the best interest of the organization.
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Experience
2 to 3 years planning and/or management experience
Working Conditions
Project Managers usually work in an office environment but the purpose of the project may sometimes take them to non standard workplaces.
Project Managers work a standard work week but may be required to work some evenings and weekends to meet project milestones.
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