Project Office Manager

Internal/External Vacancy for Project Office Manager

TEAM/PROGRAMME: Humanitarian Response Operations`

LOCATION:  Nekemte

GRADE:  2B

POST TYPE: National

Child Safeguarding:

Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:   

The Project Office Operations Manager (PoM) is responsible for the management of the Project Office Operations and implementation of Save the Children’s programs. She/he is also responsible for the development and quality implementation of annual, bi-annual, quarterly, monthly and weekly plans (i.e. programs and projects constituting the plans), and the implementation of Operational Core Business Processes at the Project Office level (POM SMT, PO BVAs, proposal development process, field coordination for program development/management/monitoring, etc.). The PoM shall ensure that individual accountabilities for this at the Field level are clearly stated, understood and internalized.

The role supports the South Area Office Director Manager  and head of operations in facilitating key relationships between the Program Implementation Team, particularly Field budget holders and program Managers, Field-level Department leads (Finance, HR/Admin, Supply Chain, etc.) and other CO units (PDQ, HR, Finance, Awards and Safety & Security).

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.  Performs other related tasks as required.

SCOPE OF ROLE:

Reports to: Area Office Director.

Staff directly reporting to this post:  Program Managers, Finance Coordinators WASH Coordinator, Sr. Health and Nutrition Coordinator, FSL Coordinator, HR and SG Officer, MEAL Coordinator, SSA Coordinator and supply chain Officer.

Budget Responsibilities: USD 2-3M

KEY AREAS OF ACCOUNTABILITY

Program Development, Implementation and Delivery

• Ensure that management support is provided to the Program and the support function leads within the Project Office in the management of the different projects and support functions, implementation of quality programs, as well as operations’ core business processes.
• In close coordination with the Programme Development, Quality and Impact (PDQI) Team, ensure that the Project Office teams are fully involved in the new programs proposal development.
• Ensure quality program implementation (humanitarian and development) and utilization of evidence-based solutions, applicable to varying contexts through the application/adaptation of SCI systems, guidelines, Common Approaches, and standards including Humanitarian Minimum Standards and tools, in consultation and support of the PDQI Team
• Ensure coordination and integration across none thematic programs to ensure cost efficiency and effectiveness 
• Ensure that the progress and quality of program implementation are continually tracked and timely corrective measures are taken through maintenance and roll-out of effective MEAL system
• Ensure that Project office teams undertake regular monthly sessions to monitor expenditure against budget (Budget Variance Analysis – BVA) and that all programs progress following grant agreements and are completed on time and within budget with an emphasis on cost-effectiveness, innovation and high-quality programming to serve hard-to-reach children
• Ensure that Project office teams undertake regular monthly SMT meetings to update each unit on its current key priorities and achievements, present any issues that would require attention and support from other units, and come up with solutions to address those
• Through monthly reports received from the program managers and support function leads retain oversight of the overall implementation and budget situation in each project and ensure that the field office is efficient at covering all of its costs
• Serve as the overall budget holder for programs/projects implemented within the Project Office, in line with the SOD threshold of the position      
• Ensure programs are implemented in ways responsive to the communities and children in line with Save the Children principles, values and strategic plan, and following Save the Children compliance procedures and Ways of Working (WoW). This includes working with government, local administrations and national NGO partners to strengthen national capacity
• Working with colleagues in the PDQI department to ensure the preparation of timely and high-quality progress reports, program reports, donor reports and  Government reports; and providing the required technical assistance for any given program
• Assist the Area Office Director of Program Implementation and the PDQI department in implementing funding strategies related both to awards and SC Members and in line with area plans and CO-specific sector/thematic strategies
• Assist the Area Director in implementing best Practices and rolling out change management/ system improvement initiatives
• Ensure full adherence to core SCI policies and guidelines within the work of the project Office and programs. This includes the maintenance of robust risk management and mitigation strategies and plans to ensure the safety of children, partners, staff and programs

• Ensure that effective mechanisms are in place to listen to, act upon and address children’s and communities’ concerns/recommendations through active participation by children and communities in project design, monitoring, evaluations and accountability systems
• Ensure that staff capacity in quality project management is improved and strengthened through training, coaching and mentoring, in collaboration with the PDQI team
• Ensure that rigorous remote project management tools are put in place and used by relevant managers (independent third-party monitoring, verification through other partners, operational plan, procurement plan, output trackers, etc.
• Demonstrates understanding and selects appropriate child-sensitive social protection (CSSP) or emergency cash and voucher assistance (CVA) programming modality to deliver desired child outcomes; implements CVA best practices to ensure programs comply with operational standards
• Communicating with impact, applying Organization Change management implementation
• Closely working with program operation heads
• Ensure programs quality to fulfil standards

People Management and Development

• Work closely with HR to ensure that all HR policies and guidelines for national staff and international are in place, are understood by all staff and are adhered to.
• Support all managers in recruitment, induction, placement, promotion, training/development and separation/termination
• Ensure that program implementation managers and teams possess the required competencies during recruitment or thereafter - including the revision and/or inclusion into their JDs and performance objectives
• Enhance staff performance through mutually agreed performance management plans, clarity of individual and collective roles and responsibilities; ensure a robust process of performance monitoring, learning & development initiatives and timely management actions
• Present staff concerns that cannot be dealt with locally, promptly to the Area Director and /or Director of Program Implementation, Area HR Manager, and HR Director
• Promote an inspiring and motivating working environment through teamwork, delegation and the team building initiatives
• Promote and ensure a culture that respects and promotes collaboration, diversity, inclusion and staff recognition
• Develop and accommodate a diversified team

Financial, Budget and Award Management

• Serve as the overall budget holder for all programming in the Project Office; appoint, manage and support budget holders for individual projects and grants as appropriate
• Closely work with PDQ and Awards Team on the coordination of the overall funding process from both awards and SC Members. This includes: developing funding strategies, budgeting at the design stage, creating grant proposals, and identifying strategic leads and concepts
• Ensure that program budgets are managed through rigorous budget and finance monitoring practices with the participation of all key functions  
• Oversee the general application and observance of financial procedures and guidelines set out in Save the Children’s finance manual and donors' requirements
• Ensure that budgets are spent and charged to their respective budget heads and awards by diligently reviewing the financial reports regularly/ at least monthly and bringing them to the timely attention of the Area Manager, Finance Manager and Awards Focals
• Efficiently and successfully manage the award cycle by putting in place robust mechanisms to start, implement and close awards in line with the donor as well as Save the Children’s policies
• Ensure that adequate support to and monitoring of the field finance teams is provided by the Finance and Awards team at the Area/Head office
• Ensure that awards are managed as per Save the Children’s and donors’ requirements including the quality and timely submission of reports

Partnership Management, Development and Representation

• With support from the Head of Partnership, establish a quality partnership management environment through mutual respect and trust, robust partnership assessments, capacity building, project monitoring, sharing and networking by drawing support from technical resources from within the country program
• Establish, maintain, and improve active and regular working relationships with host government authorities, donors, and partner agencies including major institutional donors, UN Agencies and local and international NGOs
• Ensure that partners and SC staff understand and implement Save the Children's policies and procedures including child safeguarding, procurement, fraud and whistleblowing
• Work with partners and SC staff to ensure that effective mechanisms are in place to listen to, act upon and address children's and communities' concerns/recommendations through active participation by children and communities in project design, monitoring and evaluations
• Ensure that partners understand and implement Save the Children’s policies and procedures including child safeguarding, procurement, fraud and whistleblowing
• Ensure strong and vibrant local civil society organizations are developed through our support in the areas we are implementing programs
• Ensure appropriate representation in all relevant meetings: clusters, working groups, NGO consortiums, etc.
• Responsible for building and maintaining good working relationships with relevant government institutions and representatives
• Ensure Project proposals and MOU are submitted and signed with the Government timely
• Sharing 5/4 Wmatrixes and reports to the relevant Humaniytran response cluster heads
• Generating quality and timely Donor reports
• Attending TWG and clusters coordination meetings/forums representing Save the Children
• Ensuring compliance to create audit risk-free operations

Emergency Response Management

• Ensure that the PO has an up-to-date, context-based and achievable Emergency Preparedness Plan (EPP) shared from Area Office
• With support from the Humanitarian team and under the leadership of the Area Manager, mount appropriate and timely responses at scale to all emergencies consistent with established benchmarks, plans and organizational policies, and in close cooperation with incoming surge teams

• Working with the Field team and the Humanitarian team, ensure that all relevant staff across all work sectors are familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for emergency response
• Close monitoring of humanitarian situation through active engagement at different forums as well as establishing relations to available information sources and preparing updates
• Escalate the contractual need for advocacy and communication so that more funds will be pulled

Staff Saftey and Security Management and Context Monitoring

• Responsible for the Staff safety and security; all SCI staff and assets under the management of the Project  Office
• In close collaboration with the Area Office Director, the PO Staff safety and Access Coordinator and CO SSA Unit, proactively monitor the political and security situation at both national and local levels and ensure that a clear and updated security management plan is in place for all areas of operations under his/her responsibility.
• As far as possible ensure that all staff are involved in the sharing of security-related information, review of guidelines, protocols and developing security plans that should be formally reviewed weekly, as appropriate
• In close collaboration with the Area Office Director,  Head of Safety & Security, and the Security Focal Points, report and manage any significant security incident in her/his area of operation. If this involves a “critical incident” the Head of Staff Safety & Acess, the DCD-Program Implementation and the CD must be informed immediately, in addition to the supervisor.
• Adapt to security constraints and ensure that staff are adequately aware of security risks and management issues to deliver projects for children
• Support the Area Manager, Director of Program Implementation, and the Head of Staff Safety & Access to ensure that all safety and security minimum operating standards and in-country guidelines and procedures are met by all offices under her/his responsibility

• Support the Area Office Director, Director of Program Implementation, and the Head of Staff Safety & Access  in promoting a culture of security awareness and a shared duty of care among staff in field teams

 BEHAVIOURS (Values in Practice)

Accountability:

·       Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·       Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

·       Sets ambitious and challenging goals for themselves and their team, take responsibility for their personal development and encourage their team to do the same

·       Widely shares their vision for Save the Children, engages and motivates others

·       Future-orientated, thinks strategically and on a global scale.

Collaboration:

·       Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

·       Values diversity, sees it as a source of competitive strength

·       Approachable, good listener, easy to talk to.

Creativity:

·       Develops and encourages new and innovative solutions.

·       Willing to take disciplined risks.

Integrity:

·       Honest, encourages openness and transparency; demonstrates the highest levels of integrity.

Equal Opportunities

The role holder is required to carry out the duties following the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from any form of abuse.

Health and Safety

The role holder is required to carry out the duties following SCI Health and Safety policies and procedures.

MINIMUM QUALIFICATIONS

·       Degree  in Development Studies or other related fields of sciences

EXPERIENCE AND SKILLS

QUALIFICATIONS AND EXPERIENCE

Key Skills Required

• Minimum of Bachelor’s degree and 10 years of management experience or Master’s Degree and 6 years of relevant experience
• 4-5 years of working experience s with international and national NGOs as well as the various government offices and the community. Including a corporate or an NGO environment, in a range of cultures including significant field operations experience, running both emergency and development programs.
• Robust experience in NGO emergency program cycle management, and experience of working within a complex and matrix organisation structure.
• In-depth understanding of at least two of the sectoral programs and a working knowledge of the program priorities of the Country Office.
• Good understanding of international humanitarian systems, institutions and donors, procedures, accountability frameworks and best practices in emergency management.
• Substantial and proven experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
• Solid project management skills related to organisational development projects and international, cross-functional teams with a proven history of delivering results.
• Ability to analyse information, evaluate options and think and plan strategically.
• An in-depth understanding of national and international development issues particularly with children.
• Previous experience in managing and developing a team and the ability to lead, motivate and develop others.
• Work experience in Humanitarian response operations modality and mental set-up
• Excellent interpersonal, communication and presentation skills.
• Fluency in written and spoken English.
• Adaptive who can work under pressing working environments
• Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies
• Willingness to spend up to 70% of the time visiting field programs security allowing.
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches.