JOB SPECIFIC ROLES AND RESPONSIBILITES

 Overall Programme Management 

·       Responsible for the timely development of annual and quarterly work plan, recruitment plan, procurement plan, and phased budgets for projects.

·       Work closely with area office management team to ensure coordination among projects, country office technical specialists to ensure quality of project implementation and timely completion of the activities and allocated budgets.

·       Works closely with the Support Services – HR/Finance/logistics to provide them with advanced plans so that they can efficiently carry out their job.

·       Support the Area Manager in the drafting and submitting project related MOU with the relevant regional partners, follows up on the review and revision processes, as well as finalization and signing.

·       Responsible for proper planning, quality implementation, regular monitoring of activities

·       Manage all activities, resources and assets for projects under supervision

·       Liaises with the relevant sector offices at the location as it relates to the projects under supervision; represents as necessary and upon delegation

·       Identify critical issues in the implementation of projects and take the necessary actions to address problems and constraints

·       Leads project activity and budget revisions, prepares justification for request of amendments in keeping with donor regulations and procedures, closely working with the relevant award team to ensure timely action in Monthly meetings, provides up to date information on the progress of the project and flags any concerns in a timely manner.

·       Facilitate and ensure the involvement of children as primary stakeholders in all project work

·       Ensure that strategies for phasing out are taken care of during implementation; and project close outs are properly planned and executed

·       Ensure project activities are in line with proposed project technical documents and proposed new activities toileted to project goals

·       Ensure active beneficiary participation and ownership at all phases of project management to ensure sustainability

Program team management

·       Ensure and manage appropriate project staffing within area of responsibility. Ensure all new recruited staff gets proper induction, Fraud, safeguarding and all mandatory training and monitor the progress

·       Closely work with the EU and NORDIC team during the new Operation Model rollout and transition period

·       Leads thematic project manager and coordinators and field project team

·       Ensure all direct reporting team have accurate and up –to- date job descriptions, have oriented on project goals, strategies and activities

·       Sets standard and agreed performance objectives for all direct reports, monitor progress regularly and document

·       Identify and prevent potential issues for conflict; develop strong, productive team

·       Conducts quarterly performance review, documents and submits to HR

·       Identify staff capacity gaps, incorporate staff development strategies and Performance Management Systems into team building process & Establish result based system and follow up

·       Ensure submission of quarterly project staff profile/status update using standard format

·       Ensure staff submit accurate time sheet on monthly basis on time

·       Conduct at least monthly biweekly core team and monthly/quarterly all program team.

·       planning and review meeting with appropriate documentation and sharing

Partnership management

·       Orient NGO, government and community partners on project goals, strategies and activities to develop common understanding for smooth project implementation.

·       Create medium and help partners understand SCI policies and procedures including child safeguarding, fraud, procurement and financial management

·       Support in partners’ capacity assessment and support; ensuring SCI standards for partnership development are met.

·       Develop/ Review/Check partnership agreements, memorandum of understanding; ensuring SCI formats and standards are adhered to

·       Identify area of activity overlap through proper mapping, develop joint plan and ensure coordination for efficient resource utilization.

·       Serves as key liaison with regional and zonal sector government offices and the project

·       Closely work with partners to support the course of project planning (joint plan where required), including project proposal development, implementation, and follow up and monitoring of projects

·       Facilitate regular dialogue and information sharing with partners including government, non-government partners and civil societies through regular review and coordination meetings

·       Support partners in preparing annual and quarterly project budgets and making budget revisions. Monitor project budget under partner’s agreement

·       Build and maintain strong collaborative working relationships with Regional or Zonal relevant sector Bureau, UN Agencies, international and national NGOs working in the location

·       Conduct regular planned monitoring visits, support partners at the project sites and prepare reports for documentation and follow-up actions.

·       Ensure documentation of good practices in partnership and report trends and performances of partner’s activities. Ensure that all relevant partnership documents are centrally maintained both in hard and electronic copies.

Coordination and integration

·       Ensure integration of gender equality and women’s empowerment, a rigorous learning agenda, sustainable approaches

·       In collaboration with key partners, ensure/support the establishment of coordination body and technical committee as relevant, at regional and woreda level, identify implementation gaps/challenges and enhance capacity to ensure its proper functioning.

Coordinate with the Area manager to manage the project and area operations, supervise the field support

·       staff, and coordinate activity of projects

·       Works closely with the technical team to ensure quality of interventions and on timely completion of activities.

·       Coordinate and work with the area office management team and ensure that the project’s administrative processes, such as logistics, procurements, and policy compliance are well established and fully implemented according to Save the Children and donor policy and procedures.

·       Coordinate/lead technical staff working in the region; lead weekly, monthly and quarterly regional planning and review meetings.

·       Ensure that weekly schedules/travel plans are coordinated and completed, and manage project coordinators under his/her supervision.

 Budget management

·       Prepare annual and quarterly project Budget planning based on approved Detailed Implementation Plan (DIPs)

·       Manage project budget trough proper budget planning, efficient budget utilization ensuring acceptable performance, regular BVA reviews and actions and cost share reporting

·        Manage Projects budgets, including phasing of budgets as per work plans, lead monthly review of spending reports, identification of errors and required actions to address same

·       Ensure effective and efficient utilization of project budget and other resources; follow up on budget utilization and project expenditure through regular BVA reviews

·       Ensure that partner finance planning and reports are in line with the project agreement and requirements from donors and governments; support partners as necessary to ensure proper financial management, utilization and reporting

·       Facilitates communication and interaction between partners and the SCI Awards Team;

·       Closely work with the Awards Team to efficiently monitor and track burn rates, reporting and financial compliance issues

·       Plan, monitor, document and report cost share as per the donor requirement

Monitoring, evaluation and quality assurance and reporting

·       Support and oversee development of M&E systems, tools, and procedure in the region

·       Coordinate and undertake situation analysis including issues related to emergencies, in the location, establish baseline data for impact monitoring, as well as for use in for new business developments

·       Facilitate/coordinate all project related surveys/assessment planned at regional level; lead and coordinate the development of TORs and management of tasks, including quick assessments, evaluations, and documentations, for projects under supervision as required

·       Monitor the performance of project and field team according to DIP and budget plan/ annual work plan and systematically document project results

·       Identify, monitor and systematically document implementation lessons, best practices and innovations for projects under supervision; and ensure that such information is fed into new business development

·       Plan and facilitate regularly scheduled reviews of projects with partners and stakeholders

·       Facilitate and ensure monitoring the regional project sub-grantee activities

·       Ensure that implementation progress data are generated, cleaned, compiled and stored in project specific IPTTs

·       Prepare monthly and annual reports on the implementation of project activities as per the requirements of SCI, regional MOUs and specific project donors.

·       Ensure high quality and timeliness of periodic reports, use standard reporting formats

·       Facilitate and monitor the implementation of sub primes project related activities

·       Facilitates visits to donors, members and others as necessary

Ensure proper documentation of all inputs and services, with special focus on auditable once, provided to

As part of and under the supervision of the Area office and field office management

·       Ensure internalization and adherence to Save the Children’s Vision, Mission, Core Values and Principles.

·       Represent Save the Children in the respective Woreda’s, Zones and Regional States in which the Filed office (FO) is located or is overseeing

·       Coordinate the facilitation of concepts and proposals development for resource mobilization

·       Provide overall coordination and management for all programs implemented in the area under the oversight of the FO

·       Provide the overall supervision (through the FO SMT) and lead all personnel working in the FO and operational area and ensure and promote the matrix management

·       Liaison and network with all local stakeholders to enhance relationship and program ownership and implementation.

·       Ensures effective and steward utilization of available resources for intended purposes whilst safeguarding the quality of Save the Children Programs.

·       Facilitates capacity building and human capital development in the FO and operational area.

·       Provide overall supervision and management of resources utilization

·       Provide regular communication and coordination with the area office leadership and various Country Office departments

·       In the event of a major humanitarian emergency or other crisis, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

·       Ensure Staff Safety and Security through context analysis and follow up on the MSOP’sas well as Child Safe Guarding

·       Ensure that all projects are implemented in line with Technical Programme standards and processes

·       Lead and support on preparation of quality and timely detailed Implementation Plan (DIP) for program/projects of all new awards/funding

·       Lead on the recruitment and on boarding of required program and support functions for each projects timely and anticipate and forecast ahead of time to ensure early start-up of the projects.

·       Lead and Ensure on preparation of quality and timely monthly, quarterly, bi-annual and annual reports

·       Coordinate with humanitarian team for timely sharing of information and updates on ongoing activities and plans

·       Regularly monitor performance of these projects to achieve the set project’s objectives

·       Ensure that the budget for projects are phased and spent per the plan maintaining the SCI financial policy and procedures and approve expenditures per SOD.

·       Track and monitor monthly expenditures of awards budget to ensure that all spending is in line with approved budget and timelines

·       Support and ensure that these projects have procurement plan and the required items/inputs are procured timely per the time lead

·       BSC degree in a public health/nutrition/ nursing, development studies, or social science (management/leadership); Master’s degree more advantageous.

·       Minimum of 10 years’ of experience in a corporate/NGO environment managing community based health projects, focusing on MNCH, nutrition, nutrition sensitive agriculture; proven experience in working with and managing partners. Solid budgeting skills and knowledge of key USAID regulations is required.

KNOWLEDGE, SKILLS AND ABILITIES

·       Proven experience in managing large, senior program team members (health, livelihood, WASH, SBCC), in matrix organization (international organization).

·       Proven experience and skills in manging bigger annual budget amount, preferably over one million USD per year.

·       Short-term trainings on project cycle management, leadership, USAID rules and regulations, USAID financial management and other technical and managerial trainings.

·       Excellent knowledge and understanding of the Ethiopian health and agriculture policy and strategies, health sector development program, national nutrition program (NNP), health and agriculture extension platform

·       Experience working with the Ministry of Health or ministry of Agriculture at sub-national levels, BoFED, and WASH sectors

·       Highly developed interpersonal and communication skills including influencing, negotiation and coaching

·       Highly developed cultural awareness and ability to work well with people from diverse backgrounds and cultures

·       Strong results orientation, with the ability to challenge existing mind-sets

·       Experience of working successfully with senior managers in other parts of own organization or partner organizations to deliver major change

·       Experience of successfully implementing changes to processes to improve and monitor quality standards and impact achieved

·       Experience of managing and shaping programmes to deliver greater efficiency and effectiveness, and of strengthening implementation of financial control processes

·       Experience of solving complex issues through analysis, attention to details, definition of a clear way forward and ensuring buy in

·       Experience in ENGINE project, and other similar USAID project has comparative advantage

·       Ability to present complex information in a succinct and compelling manner

·       Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies

·       Fluency in local language is a plus

·       Fluency in English, both verbal and written, required

Commitment to Save the Children values

Scope & complexity of decision making

Able to solve problems by selecting the most suitable procedure or method within guidelines and precedents; direction sought when solutions not within established guidelines or precedents