Programme Manager

Ukraine, Kharkiv, with frequent business trips tothe Sumy region

ROLE PURPOSE:

The Program Manager will be part of the Programme Operations team in East Ukraine, and will lead the sectoral planning, implementation, monitoring/reporting and sustainable transition, in line with Save the Children's Project management methodology.

The PM is responsible for implementing a high quality, effective and efficient of the response through strong coordination across sectors and departments. The PM will work closely with the Programme Development and Quality team, including relevant Technical Advisors and MEAL team, in order to ensure technical standards are met and interventions are grounded in Save the Children's common approaches. The PM oversees programs implemented directly and/or through local partners and be responsible of the Programme Management withing the entire Programme cycle. The thematic support will be provided by the Coordinators and learning process will be set up to allow the PM to enhance his/her understandng of the relevant sector.

Reporting to the Head of Program Operations, he/she will manage Coordinators and provide gap filling when Operations position(s) in the team are vacant. The Programme Manager will contribute to operational workstreams with an emphasis on activity planning, implementation, monitoring and reporting – and will ensure operationalization and follow up of programme management software. The PM will be a key link with Finance for budget planning, spending tracking, forecasting, cash requests, and modifications / amendments. Additionally, the PM will work closely with Awards, Partnerships, Supply Chain and HR, among other support departments, to ensure risk-based programming that are compliant and timely. The PM is expected to take a proactive approach in identifying risks and implementing corrective measures promptly.

Dimensions: May be requested to support work in Oblasts such as Kharkiv and Sumska, depending on the evolution of the context and the operational needs.

Note: The PM will need strong interpersonal skills to foster collaboration and ensure the professional growth of direct reports through mentoring and performance management

KEY AREAS OF ACCOUNTABILITY:

Programme Management

• Overall responsible for the timely implementation of the programme activities ensuring that services are delivered on time, on budget and in compliance with donor regulations.
• Monitor, guide and supervise the field teams and partners in day to day project implementation informed by conflict sensitivity and following a needs based apparoach.
• Ensure that the multisectoral program is implemented in ways responsive to communities, partners and children in line with SC's principles, value and strategic plan and compliant with SC's procedures.
• Lead kick off process for all new awards to ensure clarity on roles, timelines, and compliance requirements., including developing detailed implementation plan and procurement plan, as well as ensuring HR planning is on track with existing team succession planning and recruitments for new roles.
• Ensure awards/grant kick off and management tools, including implementation plans, MEAL plans, procurement plans, and distribution schedules of program inputs in line with program logistic/supply chain capacity are in place, tracked and updated regularly
• Manage program budget, including phase budgets, monthly budget forecasting and quarterly budget revision for all grants- including partners.
• Ensure proper and effective use of Programme resources, ensuring that all resources/assets in project are managed in line with SC and Donor policies.
• Track and report on Programme progress against both programmatic and budgetary targets and collaborate with the Technical Advisors/Specialists to adjust Programme design as necessary.
• Prepare timely and high-quality program and donor reports on project activities in compliance with internal SC requirements and any relevant external donor requirements.
• Responsible for liaising with Operations/Field Management and Security on the movement planning of team and any necessary security assessments or reassessments of operational areas.
• Promote synergies and ensure the overall coherence and relevance of multi-sectoral response through internal referral and ensuring that an area based approach is followed, with clear synergies among activities and sectors.

Partnership and Localisation

• Work with the partnership team to identify appropriate partners for implementation of the sector response, including conducting capacity assessment and developing capacity strengthening plans based on gap assessments.
• Work with the partners to develop their program design and proposals, ensuring they align with SC strategy and award design.
• Overall responsible in the for review of Annex A and B, and take responsibility in submitting PAAs on time to EAO / CO Awards teams
• Ensure frequent review of partner progress against the budget and work plan, and support partners to alter activities/strategies in light of context changes or operational challenges.
  Review partner narrative and financial reporting as well as MEAL data, in line with CO internal deadline for MEAL, Finance and Awards Review Meetings

Needs Analysis, Programme Design

• Contribute to situation/response analysis, sector strategy documents and sector response plans as well as Programme design, working with the partner teams to ensure design is appropriate and implementable.
• Support the HoP in Scenario planning and trend analysis to capture the pressing needs of vulnerable children and families in the area of operation. Identify and support opportunities for assessments to inform responsive program design.
• Oversee and guide teams on technical assessments in coordination with other thematic areas and/or other external sector agencies, ensuring assessment findings are documented and that all assessments include a specific analysis of children's needs.
• Support the Technical Advisors in the development of project and donor proposals in close coordination with Supply Chain, Finance and Wards unit ensuring effective integration at design phase. The PM has the responsibility of working on budget development and work plan according to agreed Log Frame.
• Contribute to country and area level contingency and emergency preparedness plans and where possible, integrate contingency planning for Programme planning and proposal design.
  Support partners and direct teams to respond to new emergencies and spikes

Monitoring, Evaluation and Accountability

• Support the Technical Advisors and MEAL department to develop M&E and indicator tracking plans for all grants, input into the development and additional M&E tools as necessary to monitor project progress.
• Support Knowledge Management/MEAL to collect appropriate, timely and accurate data against agreed indicators to enable both internal and external reporting.
• Submit activity trackers on a monthly basis to MEAL and ensure that timely communication takes place on start up of activities to support MEAL planning cycles.
• Increase use of data from monitoring (including Quality Benchmarks), sharing with relevant colleagues and informing program revision and design .
• Ensure tracking of set indicators throughout the implementation cycle and regular reporting on impact, and in coordination with the Monitoring and Evaluation Manager, assist partners in developing appropriate strategies for monitoring and evaluating implemented activities.
• Provide feedback on TA/MEAL visit reports and implement action identified following the observation/reccomandation reported.
• Put in place accountability mechanisms, ensuring that feedback from children, communities, and all other relevant stakeholders is considered in programme design and throughout the project cycle
• Identify and increase opportunities for Child Participation in program implementation

Staff Management, Mentorship and Development

• Ensure appropriate staffing within the programme team and ensure that all programme staff understand and are able to perform their role.
• Establish performance management of all line managed staff through effective use of the Performance management system including the establishment of clear, measurable objectives, ongoing feedback, quarterly reviews and fair and unbiases evaluations.

Coordination

• Regularly coordinate and collaborate with other Programme Managers and Programme teams to strengthen programmatic synergies, integration and impact for children.
  Ensure external representation and coordination with relevant area level forum and local authorities.

QUALIFICATIONS AND EXPERIENCE

Essential

• Master's degree in Social Work, MHPSS, Human Rights, Law, International Relations, Development Studies, Business Management or similar. Additional years of experience can count in lieu of master's degree to complement an undergraduate degree in a relevant subject.
• At least 2 years' experience in project management and/or development programming in emergency context.
• Ability to identify the main needs in the context and relevant priorities of the humanitarian the given context to inform a holistic response for children.
• Excellent planning, management and coordination skills, with the ability to organize a demanding workload comprised of diverse and challenging tasks and responsibilities
• Experience of representation and public speaking
• Excellent interpersonal skills and ability to build relationships quickly with a wide variety of people
• Strong self-starter who takes initiative and proactively identify challenges and solutions
• Excellent team support and supervision skills.
• Proven coaching and capacity building skills
• Excellent oral and written communication skills.
• Excellent English language proficiency.
• Highly computer literate (i.e. Word, Excel, Outlook, Internet Explorer, financial systems)
• Politically and culturally sensitive with qualities of patience, tact and diplomacy
  Patient, adaptable, able to improvise, and communicate clearly and effectively under pressure

We Offer:

• Official employment in accordance with Ukrainian legislation
• International working conditions
• Working hours from 9 AM to 5 PM
• Medical insurance
• Life and health insurance
  Opportunities for training and professional development

Equal Opportunities

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Safety and Security

The post holder is required to carry out the duties in accordance with SCI Safety & Security policy and procedure

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the Post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.