CFLI Coordinator for Sri Lanka and Maldives

The High Commission of Canada in Sri Lanka is pleased to invite candidatures for a consultant to provide services as Coordinator for the Canada Fund for Local Initiatives.

Background

The Canada Fund for Local Initiatives (CFLI) is a contribution program designed to fund small-scale, high impact projects, usually ranging between CAD $25,000 and CAD $50,000 and predominantly implemented by local organizations over one to two years.

The CFLI program is directed at projects conceived and designed predominantly by local civil society organizations (CSOs) and supports Canada’s bilateral relations with Sri Lanka and Maldives and their civil societies. For some of the recipients, the CFLI program is their first partnership with an international donor. The CFLI Coordinator position is a critical element that contributes to the successful delivery of the program.

Objective

Under the direction of the Second Secretary at the High Commission of Canada, and in alignment with the CFLI guidelines and Terms and Conditions, the CFLI Coordinator will be responsible for the operational program management, including but not limited to day-to-day administration, recipient support, project monitoring and evaluation, organizing the annual call for proposals as well as assessing and recommending proposals.

Scope of work - Tasks, deliverables and milestones

The CFLI Coordinator is responsible for (this is not an exhaustive list and the timelines below are indicative only):

• Reviewing and understanding CFLI regulations, materials, templates and guidelines
• Completing required training, notably the Gender-Based Analysis + online training (approx. 2 hours)
• Preparing and maintaining all required programme documentation as per CFLI templates and ensuring beneficiaries understand the templates and documentation (For example: Project approval documents, contribution agreements and amendments, annual program report) (year-round)
• Monitoring and supporting project implementation, via regular contact with project recipients to provide advice, assess progress, ensure the respect of budgets and timelines, and identify any required project amendments (year-round)
• Monitoring program finances in close collaboration with the Second Secretary and CFLI Manager (year-round)
• Tracking, reviewing and assessing recipients’ project documentation, notably mid-term and end of project reports, addressing related issues, and providing summary, analysis and recommendations to the Second Secretary and CFLI Program Manager. (October to November and January to March)
• Facilitating site visits to projects by mission staff and Government of Canada officials (year-round)
• Preparing and launching the annual CFLI call for proposals (February/March)
• Assisting with the design and implementation of the project selection process, including developing and maintaining contact distribution lists (March to May)
• *Liaising with CFLI applicants during the application process, including by sharing required documentation, answering questions, and informing them of their selection/non-selection (March to June)
• *Screening, assessing and documenting all proposals and making recommendations to the selection committee, including identifying proposals which do not conform to the program requirements and for which rejection is recommended [Note: the program received 350 applications this year] (March to May)
• Seeking opportunities and preparing communication products to promote the CFLI program through social media and at public events (For example, through social media posts, press releases, remarks) (year-round)
• Providing updates to the Second Secretary, CFLI Manager and High Commissioner on a regular and timely basis (year-round).

* Some of these tasks would take place or continue after March 2025. These are contingent on a contract extension.

For reference, key milestones in the annual CFLI business process cycle include, but are not limited to:

• Call for proposals for CFLI project funding: around March/May
• Project selection: around June (for reference, the High Commission received around 350 applications last year and selected less than 10 projects)
• Development of Project Approval Documents and Contribution Agreements: around May/June
• CFLI project implementation and monitoring: June/March
• Review of interim reports from implementing organizations: October/November
• Review of final reports from implementing organizations: March
• CFLI end of program report: April

Travel

The contractor may be required to travel within Sri Lanka and to Maldives for project monitoring/program outreach. The contractor must get prior approval from the CFLI Manager before travelling outside Colombo for their CFLI work. Only pre-approved travel expenses will be reimbursed (upon presentation of invoices/receipts or based on prior travel letter agreement).

Constraints

Work location and tools

Teleworking (with access to office at the High Commission of Canada in Sri Lanka, as required). The contractor is required for their teleworking location and tools (including office supplies, computer, phone, internet, etc.)

CFLI work schedule

The ability to maintain flexible hours is essential, as the CFLI program workload varies throughout the year. Heavy demands during peak time periods (For example: February to May and mid-October to the end of November) generally require full-time hours, whereas less intensive periods will be part-time. The work schedule is flexible provided that required tasks are completed in a timely manner.

Reliability status

A reliability personnel status is required for the position (to be obtained after the process).

Information management

All CFLI project files are the property of the Government of Canada and are to be stored upon completion of the project at the High Commission. CFLI project information can only be shared and used for the purpose for which it was intended.

Value and ethics

The contractor is expected to have high professional and ethical values. Acceptance of any gifts, hospitality or other benefits that may have a real, apparent or potential influence on carrying out duties and responsibilities, or that may place them under obligation, is not acceptable.

Client support

The contractor will have access to an office at the High Commission of Canada in Colombo, as required, and may be able to use the CFLI program’s laptop to conduct CFLI work.

Meeting

Progress meetings with the Second Secretary and/or CFLI Manager will be required in line with the milestones referenced in Scope of work - Tasks, deliverables and milestones. For example, the Contractor will be charged with organizing meetings with the CFLI committee for project selection.

Regular progress updates, whether through written updates or meetings, will be required for the project monitoring component of the contract – a suitable schedule will be developed with the Contractor. These meetings will be largely dependent on the progress of the project implementation by CFLI recipients.

The meetings will take place at the High Commission.

How to apply

Please provide a recent resume and a cover letter explaining how your educational qualifications and work experience matches the statement of work (SOW) for the CFLI coordinator, specifically in managing projects. Please include names of 3 non-related references with their contact numbers and email addresses.  

Note: Please do not include certificates and other documentation at this stage. Provide only your CV and cover letter based on the SOW.

Forward the above to clmbo-td@international.gc.ca with the subject heading “Post of CFLI coordinator” no later than July 30, 2024.