Job Details

Job Description

Position: Project Delivery Manager – ISMO

Location: Lusaka, Zambia (Hybrid office/home)

Start Date: ASAP

Contract Duration: 18 days a month until April 2026. There may be a possibility of contract extension.

Reports to: Team Leader

About Cities and Infrastructure for Growth Zambia (CIGZambia)

CIGZambia is a facility programme that provides high-quality independent technical advice and assistance to Zambian government bodies and private sector organisations engaged in projects / activities that help harness the potential of Zambia’s cities and towns to act as drivers for economic growth and job creation. CIGZambia is funded by the UK’s Foreign, Commonwealth and Development Office (FCDO).

The overall programme objectives are to:

• increase urban productivity
• improve inclusive access to urban economic infrastructure services
• increase investment into urban economic infrastructure services
• enhance national and regional integration between cities

Current activities underway are focused on transformational support to Zambia’s energy sector.

Overview of the Role

Reporting to the Team Lead (TL), Project Delivery Managers (PDMs) are responsible for the project management of specific portfolios of approved activities in collaboration with the technical project teams. Collectively, several PDMs cover all the activities of the overall programme. Project Delivery Coordinators provide assistance to PDMs in administrative and logistical tasks. The Senior Programme Manager oversee PDM’s inputs into programme-wide reporting and their financial and contract management responsibilities.

This role focuses specifically on the delivery of the Independent System and Market Operator (ISMO) workstream. The PDM ‘s main responsibilities are to coordinate and manage technical activities implemented by the core technical team members and to manage the design, inception, delivery and close out requirements timely and with quality. The PDM also manages a pool of sub-contractors and provides oversight to ensure quality and timely outputs. PDM responsibilities will vary depending on how activities they oversee are organised and implemented.

General

• Implementing and adhering to the Project Management Toolkit and Project Delivery Manual for project delivery;
• Participating in regular CIGZambia-wide team meetings;
• Participating in regular meetings with the Team Lead, Programme Manager, and other PDMs to provide updates on: a)  Technical activities, b) Financial spend, c) Risks, d) Any other relevant topic related to the projects
• Communication and performance review of Consultants and Suppliers;
• Working collaboratively with members of the CIGZambia Project Delivery and Project Operations team to effectively and efficiently deliver projects;
• For each project, delineating clear tasks and responsibilities for the Project Delivery Coordinators, supervising their work, and actively supporting their capacity-building;
• Ensuring compliance with Cowater policies and procedures.

Project Design and Start-up

The PDM’s level of involvement in the project design may vary depending on the project type and context. Responsibilities of the PDM in the project design and start-up stage may include:

• Establishing proper file/knowledge management system: Working with Project Delivery Coordinator to set-up a file system on Microsoft SharePoint for collaboration on shared working documents with the project teams.
• Data protection: Working with the Operations team to ensure proper handling/filing of sensitive information to protect the privacy of individuals/entities that share personal data with CIGZambia – applies to Design, Start-up, Implementation and Closure.

Project Implementation

• Management and oversight of the activity workplan, timelines and deliverables;
• Conducting initial quality assurance of activity deliverables and arranging suitably technically qualified quality assurance review when required;
• Facilitating regular activity team meetings;
• Onboarding Suppliers and Consultants

Consultant/Supplier Contract Management:

• The PDM will act as contract manager for suppliers and consultants, unless the complexity of the project warrants Senior Programme Manager involvement. As a contract manager, the PDM is responsible of:
• Agreeing on KPIs and deliverables as set out in the contract.
• All communication relating to contractual obligations, changes, risks or issues with the Supplier should be documented (e.g. email or meeting notes) and followed up with an email confirming the points discussed.
• Drafting contracts, amendments, negotiating contractual terms according to CIGZambia policies, and appropriate file management and updating consultant database, and liaise with Operations Managers for new consultants and suppliers who is responsible for the due diligence.
• Supplier Invoices: PDM to receive and review milestone-based contract invoices and facilitate approvals of deliverables (Component Lead approval and Client approvals). PDM to ensure approved invoice goes to relevant Finance Team (Field Office or HQ, as applicable) for payment. Along with a link to where the document corresponding to the deliverable is stored.

Risk Management:

• Maintaining close collaboration with the Team Lead and Activity’s Technical Lead regarding actual or potential risks and mitigations;
• Escalating technical and operational/financial risks to the Team Lead and Programme Manager, respectively, as necessary.

Financial Management:

• Liaise with the Senior Programme Manager monthly to track and compare the forecast with actuals. Alert the TL and SPM if activities/expenditure begins to deviate significantly from expected forecast.
• Keep track of supplier/consultant travel expenses, ensuring that these will not exceed agreed budgets – highlight to the PM if significant deviation is expected.
• Supplier invoice handling as detailed in above subsection.

Client and FCDO Reporting:

Activities vary in terms of reporting expectations. Some will require reporting to Government of Zambia / other clients in addition to technical deliverables. All activities require reporting in quarterly and annual FCDO reports.

• Inputting into FCDO Quarterly and Annual Reports as requested by the Team Leader and/or Programme Manager.
• Oversee any project/activity-specific client reporting, ensuring a process is in place to generate the required reports and that content and deadlines are met as set out in relevant terms of reference.
• Where appropriate, take a lead role in writing reporting products for the activities and projects in the PDM’s portfolio.
• Where Service Providers are contracted to produce reports, conducting initial close review of these (and raising and addressing issues with the Component Lead and Head of Delivery).

Stakeholder engagement and management:

• Main point of contact, in coordination with the Project Team Lead, between the project team and stakeholders specific to the ISMO activities including ZESCO, government officials, private sector players.
• Manages and coordinates regular updates and reports to senior management and other stakeholders.
• Manages expectations and resolves conflicts or issues between different stakeholders involved in the activities
• Manages the stakeholders to ensure timely and quality outputs that external stakeholders are responsible for.

Project Monitoring:

• Working with the MEL Lead to provide monitoring inputs for the MELS (MEL Sheet) and other monitoring documents.

Communicating Stories and Impact:

• The PDM may support the Communications Consultant in the development of communications materials (social media posts, case studies, Newsletter, Cowater website news updates, etc.)

File/Knowledge Management:

• Work with Project Delivery Coordinator to ensure all relevant project documents are filed to SharePoint.

Project Closure

For self-contained projects at contract end, ‘close-out’ means that that all necessary confirmations and assurances should be recorded that the services have been satisfactorily completed as per the agreed scope.

Key responsibilities in project closure stage include:

Financial Close-out:

• Working with the Finance Team (Field Office and/or HQ) to ensure all final invoices have been submitted and are paid to Consultants and/or Suppliers;
• Submitting a final budget with actuals (and any outstanding forecasts) to the Programme Manager, who will prepare the financial close-out for the Head of Delivery and Programme Manager.

Project Completion:

• Working with Project Delivery Coordinator to ensure relevant project documentations, including deliverables (all draft and final versions in Word and PDF) are filed to SharePoint using the numbering and naming convention that reflects the most recent ToRs;
• Ensuring an Activity Completion Report (ACR) is completed for each activity that is completed and coordinating inputs from technical, cross-cutting/MEL team members, and the Programme Manager. Submitting the final ACR to the MEL Analyst for Team Leader sign-off and filing on SharePoint;
• A project close-out meeting will be held if deemed necessary by Team Leader, Technical Lead or Project Manager.
• A close-out meeting should be held with workstream specific Service Providers to discuss lessons learned, feedback or performance issues;
• Due diligence (if there are issues): Internally, as needed, the Contract Manager will complete the SPD11. Supplier Evaluation form.

Key Skills and Experience

The key skills required for the PDM role include:

• Strong skills in project management; financial management; communication, organisation, planning and logistics, procurement and contract management; team management and collaborative team-working;
• Clear communication skills with both internal team and external stakeholders;
• Demonstrable skills in written and verbal communication and proven reporting writing skills to high professional standards;
• Knowledge of and/or ability to quickly learn company’s policies and procedures;
• Sensitivity to the importance of gender and inclusion (G&I) and climate resilience mainstreaming as well as MEL systems and tools;
• Knowledge and experience in the energy sector.

Applications:

• Please send your CV and Cover Letter to [email protected]. For application to be considered, subject line in the email must be completed as follows: PDM ISMO – Candidate Last Name, First Name .
• Please note that the applicant must be a Zambian resident with a Zambian work permit.
• Deadline for Applications: June 18, 2025