Position Area Manager Grade D2 Department Programs and Operations (Field Based) Date January 2016

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1 Job Description Position Area Manager Grade D2 Department Programs and Operations (Field Based) Date January 2016 & Location Duration 3 year fixed term contract Reports to Operations Manager (position): Purpose: How does this post support Plan s strategy and mission? Founded 75 years ago, Plan International is one of the oldest and largest children's development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty particularly those who are excluded or marginalized. We deliver high quality programs that deliver long lasting benefits and work in partnership with others. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations and is an equal opportunity employer. This job role is responsible for the overall leadership and management of the relevant Program Unit operations and oversight of all programs implemented within their area of responsibility. The incumbent will ensure programs are effectively implemented as prescribed according to the Country Strategic Plan (CSP) and in line with Plan s vision, mission and values. This role will be located at a Hub, ostensibly Nairobi, Kilifi and Kisumu. Outside of management of the PU s in the area, the Area Manager is also responsible for furthering links to other Counties in the region where no PU s for Plan exist in the form of representation to County government, communities, civil society actors and pursuing business opportunities. The Area Manager (AM) will also have oversight to ensure that all projects are implemented in line with donor contracts and guidelines and according to monthly project activity plans and budget. This will also occur for oversight of all Sponsorship, Operations and Finance monthly activity plans. S/he will be the principle on the ground representative of Plan Kenya in the County(s) of operation, and will ensure Plan s visibility and participation within the County and area of operation by facilitating appropriate collaboration, networks and partnerships. The role will support staff capacity development through coaching and mentoring. The Area Manager (AM) is also tasked with security management and risk mitigation management using tools prescribed by Plan Kenya. 1

2 Dimensions of Role: Overall managerial accountability for Program Unit performance and impact including safety and security, correct application of Plan Kenya policies and procedures, HR, programme and all aspects of programme support. Ensure that strategic objectives for the Plan Kenya Country Office as outlined in the CSP and through global plan initiatives adopted by Plan Kenya are achieved through high quality programming. The incumbent will also be responsible for establishing and developing relationships with other Counties within an extended area of operations with a view to increasing business operations and supporting most marginalized communities. S/he will uphold Plan's Core Values, promote our mission and vision, programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights. Typical Responsibilities - Key End Results of Position Finance, Compliance and Risk Management: The incumbent will have oversight of the relevant Program Unit s budgets. S/he will approve local purchases and procurement processes; track monthly donor and sponsorship activity budgets and report on any variances to relevant project/program managers and the Country Office Finance Manager. The incumbent is also responsible for the organizational assets/resources assigned to the Program Units. Tracking Program Unit budgets to ensure efficiency, timely and quality project investments. Ensure existence and compliance of controls for risk reduction and management Ensure Program Unit complies with Plan s corporate governance systems and procedures as well as government laws/regulations as relates to operations of NGO/Civil Societies Leading audit management responses and corrective action plans in the area of operations. Administration and Logistics: Ensure timely procurement of goods and services at the Program Unit level. Lead and advise on the appointment of the Program Unit procurement committee members, ensure their induction and performance at all times. Manage performance work of the committee to ensure timely delivery of the procurement services entrusted to them. Coordinate with the Logistics and Administration manager at the Kenya Country Office (KCO) level to ensure availability of credible supplier database at all times. Coordinate with the procurement coordinator and KCO Administration and Logistics manager for the development of supplier performance management tools. Ensure PU suppliers are frequently performance managed. Monitor to ensure compliance with the Plan and donor procurement and Logistics procedures. Ensure Program Unit resources such as assets are properly managed and accounted for following the laid down procedures at all times. Advise on the Program Unit asset disposal and liaise with Administration & Logistics Manager for disposal support Collaborate closely with the Operations Manager and Logistics and Admin Manager for procurement support and guidance. Provide oversight for the development and implementation of the PU procurement plans. Put mechanism in place for the frequent review of the procurement plans and ensure the plans effectively support the PU procurement processes. Human Resources: S/he will supervise approximately 5 staff directly in the Hub. These include the Senior Accountant, (has a direct technical reporting line to the Finance Manager); IT Coordinator (has a direct technical 2

3 reporting line to the ITM), Procurement Coordinator (has a direct technical reporting line to the Administration and Logistics. and approximately 20 staff or more dependent of budget) indirectly. S/he has a delegated authority as defined by Plan s duty matrix. In both the Hub and non-hub the AM will have supervision over the Sponsorship Coordinator (has a direct technical reporting line to the Sponsorship Manager); the Office Coordinator (has a direct technical reporting line to the Logistics and Administration Manager; the Project Implementation Manager (has a direct reporting line to a Programme Manager). The AM will have oversight of Project Managers based in their area of operations. The AM will be responsible for inputting into appraisals alongside the technical lead. Facilitate team building and cohesion and ensure all staff are clear on their individual contribution to the overall program goal. Manage staff performance and deal with any unsatisfactory performance proactively. Ensure all staff have updated JDs at all times and the right people are in the right places. Provide mentorship and coaching and foster career development. Sponsorship: Timely management oversight of all sponsorship processes according to guidelines and regulations in close coordination with the Sponsorship Manager. Ensure timely and well managed sponsorship production and communication processes at the Program Unit level. Actively support key Program Unit sponsorship staff to ensure high quality and timely products. Ensure that the Sponsorship Commitments are being carried out as per the approvals of the Sponsorship Manager. Leadership and Representation: Provide visionary leadership, coaching for results and support to the Program Unit teams/members in the management of projects, financial resources, individual staff development and in the management of their performance. Lead relationships and represent the Program Unit with all senior County government authorities and departments and establish and maintain strong networks and partnerships at sub-county and county levels to ensure Plan s profile is held in high esteem. Ensure close cooperation with donors, INGOs and local NGOs operating in the area and develop programming ties. Champion and facilitate change initiatives to enable organizational effectiveness and efficiency. Support Plan s advocacy efforts and initiatives at the county and sub-county level Plan and provide oversight for all visitors to the Program Unit and area of operations Champion modelling and innovation in order to scale up successful interventions Develop and manage key stakeholder relationships. Liaise with external stake holders i.e. governments, implementing partners, Civil Society Organizations, NGOs, private sector as well as network including in non PU areas, identify opportunities and develop new business strategies for the area/region. Programme: Provide assistance into quality proposal designs, concepts, reports and all documentation required and ensure timely submission of requests and finalized county and sub-county reports. Support the PIMs to ensure timely and effective implementation of the Programme Unit projects according to approved project outlines, donor contracts and approved monthly activity and budget plans. 3

4 Work with senior management to ensure adequate resource mobilization, appropriate allocation and management. Provides leadership to Programme Unit staff and communities in planning for and responding to emergencies and disasters. Ensure all staff are familiar and understand Plan rights based approaches and conceptual and actual objectives of all interventions and initiatives Ensure correct and appropriate branding and media coverage at all times in programming, while working in contact with the Communications Manager and other relevant senior staff. Security: Develop plans in association with the Safety and Security Manager and execute all security plans and proactively manage mitigation measures Ensure the safety and security of Plan staff and assets within the Program Unit at all times. Contribute to the development, revision and update of the Plan-Kenya security procedures and guidelines. Security management Dealing with Problems: Managing a diverse number of staff with their various job roles and the conflicts arising therein. Managing community/staff conflicts Managing community/plan Policy problems Managing inter I(NGO)s/civil society challenges Negotiating with government and partners/collaborators to ensure smooth program implementation and PU operations Managing staff performance, attitudes and behaviours Ensuring management of quality, compliant and timely Program and Grant performance (including managing different donor requirements) Managing the inherent risks associated with procurement and finance management Communications and Working Relationships: The incumbent is expected to: Maintain a high level of intra and external communication/contact at the County and sub county level. This is to facilitate the implementation of all Plan Kenya programmes, sponsorship initiatives, and campaigns appropriately and with local buy-in. A medium level of external communication with the INGO/LNGO, CBOs partners in the county. A low level of internal communication with Plan National Offices (programs, sponsorship, exclusion or the regular communications) Facilitate and provide high quality communication materials as requested Knowledge, Skills, Behaviours, and Experience Required to Achieve Role s Objectives: Behaviours: Giving Direction Builds confidence persuades and influences others towards a point of view or a course of action. Nurturing & developing others - motivates, coaches and manages both program and administrative/program support teams 4

5 Strives for high performance & improvement - Promotes high performance by all staff by giving direction, motivating, monitoring results, recognizes good performance and addresses poor performance. Teamwork positively promotes team effort through shared successes and participatory management and decision making. Positive Disposition Builds relationships and related to people in a friendly, open and accepting manner Integrity acts with high degree of integrity and professionalism. Appreciates and promotes cultural diversity, innovation and learning Communicates clearly and effectively Skills and personal attributes: Excellent grasp of programming concepts Strong analytical skills (including thorough understanding of M&E) Demonstrated high level skills in representation, influencing, written and oral communications Excellent organizational and coordination skills Management of intra and interpersonal conflict skills Ability to work under pressure Responsive, pro-active and able to multi-task Education Qualification & Experience: A Minimum of Bachelor s degree in business administration and/or development studies or a related field. Master s degree in above an advantage. At least 5 years experience in a management position in development work with experience in rights based programming and community development. Experience in partnership building, advocacy and networking with government, INGOs and CBOs; Experience in program design, budgeting and budget management. Sound experience in people management, negotiation and planning. Experience in financial management and interpretation of financial reports. Good understanding and management of Logistics and Procurement management function and contracts. Values Commitment to Plan International Kenya s values Physical Environment and Demands: Typically office environment with field visit demands. Level of Contact with Children: High level: Frequent interaction with children with frequent visits to the field to support program implementation This job description can be reviewed and changed if need be by the management. Organization chart of your department. Country Director Operations Manager Area Manager 5

6 Signatures: Signature of Employee & Date Signature of Supervisor & Date ***** END OF JOB DESCRIPTION***** 6