Job Description for a Project Manager

Project name: Pacific Island Arboricultural Workforce Development

Smart Trees Pacific (STP) invites applications for a Project Manager to administer, supervise, and implement a project titled Comprehensive Arboricultural Capacity Building for seven (7) US Pacific Territories. They are the Islands of  American Samoa, CNMI, Guam, Kosrae, Pohnpei, Yap, and the Marshall Islands.

This position will administer and manage the development, training delivery, and local projects for each territory through February, 2029. It is subject to the availability of federal funding.

• The Project Manager works with subject-matter experts, contractors, and territory stakeholders during the design and delivery phases. The Project Manager provides leadership and communication to ensure the efficient and effective implementation and operation of Project teams and services. The successful candidate must be customer-oriented and task-driven to ensure the satisfactory conduct of required tasks as applicable. Also performs related duties as necessary.

This position reports to the STP board and the Executive Director.

Duties

The Project Manager will work with key personnel within STP, contractors, and subject Islands to conduct all activities required to administer, manage, plan, schedule, monitor, analyze, and report all defined components of the grant. The job duties include, but are not limited to:

Project implementation and planning

• Lead the Project team, including support of STP in finding and orienting contractors as necessary.
• Hire Island-local consultants, with inputs from STP and the applicable state foresters.
• Implement project plans that identify resource and budgetary needs.
• Develop a work plan and budget for years 4 and 5 of the project.
• Identify all work plans with associated cost items within the defined budget.
• Develop, monitor, and manage accurate costs for each task
• Execute tasks within each cost item cost-effectively throughout the Project process
• Analyze and modify work plan and cost items as required to meet Project goals and objectives
• Write and submit technical reports and semi-annual project accomplishments reports to the USFS.

Project execution and management

• Anticipate and resolve issues that arise
• Administer and manage the budget
• Serve as the central point of contact for contractors and stakeholders on project activities, ensuring the team remains in sync and stakeholders are satisfied.
• Responsible for planning, scheduling, and procuring travel arrangements, or support team members in efficient, effective procurement within Project guidelines, schedules, and federal cost guidelines.
• Establish and monitor milestone deadlines for grant deliverables.
• Manage deadlines and push contractors to ensure timeliness
• Modify deadlines as appropriate to address challenges while ensuring conformance with Project goals and objectives
• Host Project progress meetings at least once a week with STP and stakeholders, as applicable, to ensure efficient and effective conduct of all Project tasks and delivery
• Provide feedback, advice, project updates, and encouragement to team members
• Work with the coordinator to find and approve vendors for services and materials
• Delegate tasks to team members best positioned to complete them
• Make effective decisions when presented with multiple options for how to progress with the project
• Plan and implement project activities, events, campaigns, outreach, and informational materials.
• Develop fact sheets and other written materials as required or reasonably requested.
• May require travel to events and meetings physically or virtually if required, to ensure the delivery of satisfactory results.
• Design a monitoring system that measures outputs monthly.
• Prepare an evaluation design for the project.

Project monitoring and control

• Ensure Project tasks are conducted efficiently and satisfactorily.
• Conduct regular, effective quality-control audits of Project tasks and deliverables to maintain expected standards.
• Design and implement processes and procedures to provide audit trails
• Monitor and evaluate Project performance, making prompt, continuous improvements.
• Compile, review, analyze, and report on recommendations from stakeholders and team members to ensure Project efficiency and effectiveness in meeting budget goals and defined milestones.
• Monitor, audit, and ensure stakeholder satisfaction.
• Effectively address stakeholder questions and concerns promptly
• Communicate with STP, contractors, and stakeholders to ensure the project is aligned with goals
• Project closure
• Conduct all administrative duties and reporting required to close out all project components to the satisfaction of STP and stakeholders.
• Deliver all grant deliverables.
• Prepare project final report.
• Other duties as assigned

All project work shall be conducted, as applicable, to ensure that project requirements are satisfactorily addressed in accordance with the defined grant definitions and actions.

Requirements

• Demonstrable successful experience in planning, administering, and managing a large field operation that includes professionals and field workers.
• The job site is on Oahu, HI. You must reside on Oahu.  
• Demonstrated experience interacting and coordinating with Federal and/or State agencies is desirable.
• Demonstrable success in developing, administering, and managing large budgets. Experience with budgets exceeding $1 million is desirable.
• Two years of work experience in project planning, administration, and management.
• Knowledgeable and experienced in managing large projects to withstand financial audits.
• Ability to speak and write clearly and concisely.
• Proficient in Microsoft Office tools.
• Excellent interpersonal and organizational skills.
• Ability to meet changing priorities and responsibilities and complete assignments on a timely basis.
• Ability to work with diverse user groups, cultures, and personalities.
• Must possess an understanding of, or the ability to research, the social and cultural environment of the target Islands.
• Ability to be a positive team player.
• Ability to remain resilient under varying circumstances while effectively meeting deadlines.
• Ability to be flexible in response to changing aspects and needs of the job.
• Detail-oriented, accurate, alert, and adaptable.

Desirable Qualifications

• A Bachelor’s degree from a college or university of recognized standing, in Public Administration, Business Administration, Nonprofit Management, or a related field.
• Experience successfully working with State and Federal agriculture and forestry agencies.
• Experience working with multicultural Pacific Island stakeholders or other international cohorts.
• Working knowledge of methods to develop, present, and monitor grants.

Desirable Skills and Characteristics

• Leadership
• Interpersonal Awareness and Adaptability
• Decisiveness
• Problem-solving
• Delegate Effectively
• Time management
• Accountability
• Sense of Priority
• Adaptability
• Clear, Two-way Communication
• Creativity
• Ability to Anticipate and Forecast
• Strategic Thinking
• Stress Management