Position: Program Manager Reports to: Country Director (CD) Base: Port-au-Prince, Haiti with frequent field travel Start Date: As soon as possible, no later than February 15, 2016 Duration: 1 year (with possibilities for renewal), probation up to 6 months Date of issue: 7 th December 2015 Background The Lutheran World Federation (LWF) started its Caribbean program in 1983 and has been registered in Haiti since 1995. The current strategy, covering the period 2015 2020 is entitled Building Resilience in Haitian Communities and focuses on the four strategic areas of intervention: Emergency-preparedness and response, Sustainable livelihoods, Human Rights / Rights-Based Approach and Organizational Effectiveness. The implementation is done with and through local civil society partners, and geographically, the work is concentrated in the Grand Anse and West departments. Diakonie Katastrophenhilfe (DKH) is in Haiti since 2007. The role of the office is to support local partners with the implementation and monitoring of humanitarian projects. The majority of the projects take place in the department of the South-East, with some others in the South and North-West. The main interventions in Haiti are about emergency preparedness and response planning, immediate response, food security and disaster risk reduction. In 2015, DKH and LWF decided to integrate their organizational structures in Haiti, to tackle the triple challenge of covering operational costs, reduced funding and increased needs in the country, and to take advantage of synergies and complementarities. While both organizations will continue to adhere to their respective mandates in Haiti, they operate in one office under a joint Country Director, governed by a Cooperation Agreement. Processes to harmonize procedures, regulations and standards are underway. An initial review of respective programs and partners has been launched, and the process of aligning strategies and programs will take place in 2016. In this context, DKH and LWF are looking for an experienced Program Manager.
Mandate A. Revisit, help develop and operationalize the country strategies. B. Lead the integration process of both project portfolios of DKH and LWF towards a streamlined and proficient integrated country program. C. Ensure successful implementation and quality assurance of all projects and program related activities. D. Identify and pursue funding opportunities to sustain the country program. Responsibilities A. Revisit, help develop and operationalize the country strategies Assist the Country Director in strategic planning processes in accordance with agreed DKH and LWF approaches Communicate, in collaboration with the Country Director, DKH and LWFs missions, purpose, strategic goals and programme objectives amongst all programme staff and partners to create mutual understanding and ownership Play a key role in monitoring of emerging socio-economic-politico developments and possible emergency situations Adapt the project implementation approaches to ensure strong results and successful achievements in line with the strategies B. Lead the integration process of both project portfolios of DKH and LWF towards a streamlined and proficient joint country program Explore complementarities and synergies of DKH and LWF on programmatic mandates, standards, regulations, approaches, PME, procedures, tools, reporting, donors, etc. Propose a strengthened and integrated model for program planning and implementation while capitalizing on the added-value that both organizations bring to the partnership. Implement gradually the integration of both programs. C. Ensure successful implementation and quality assurance of all projects and program related activities Capacity building and capacity assessment of partner organisations - Foster sustainable partnership with local NGOs - Initiate and oversee calls for concept papers, calls for proposals, capacity assessment and evaluation of proposals as needed
- Ensure preparation and revision of contract agreements - Provide guidance to program staff to support the implementing partners during all phases of the project cycle - Guide/coordinate the assessment of partner organizations and the jointly developed capacity building plan for partner organizations. - Develop and maintain a system for measuring implementing partner performance Project Management - Adhere to the strategic plans of DKH and LWF (and Act Alliance framework whenever relevant) and develop comprehensive and action plans - Be responsible for the planning and establishment of any new project interventions, both emergency and development activities - Oversee the elaboration of project proposals and required documentation packages - Ensure successful completion of all project implementation - Oversee the preparation and follow-up of time schedules and work plans of project activities to be implemented in coordination with the related program and field personnel - Identify gaps in the management of the projects and take actions for the improvement - Guide the programme staff for needs assessment and/or compilation of data necessary for elaboration of project proposals - Ensure the monitoring and evaluation of field work for the successful and smooth implementation of the projects Monitoring and Evaluation - Work towards the integration and implementation of an PM&E plan and instruments - Monitor the program activities - Provide support and guidance to the programme staff for quality planning, monitoring and evaluation of projects Human Resources - Supervise a small team of staff of up to 10 people - Promote an open, diverse and participatory work environment - Oversee the recruitment process and ensure that teams have qualified and performing staff members of the Program Department - Provide supportive and guidance supervision to program team members including staff orientation, coaching, training, development and performance appraisal Project Administration and Coordination - Oversee the quality of narrative project reports (including graphs, tables, photos) prepared by program staff and ensure timely submission - Ensure that program staff liaise with Admin/Finance Coordinators for timely funding transfers to partnership projects based on the progress achieved
- Ensure the coordination with partner organisations for project related correspondences, feedback and support, when needed - Ensure all project documentation, agreements, important correspondences are properly filed - Attend related meetings and coordination platforms in agreement with the CD D. Identify and pursue funding opportunities to sustain the country program Play a key role, in collaboration with the CD, in maintaining donor relationships and exploring new sources of funding Be responsible for local level communications related to program and funding, including institutional donors Be instrumental in securing funding for program implementation Maintain and update regularly the donor mapping for Haiti E. Others Accompany project visitors to the field when required, in consultation with the CD Attend trainings and workshops in agreement with CD Represent professionally DKH and LWF interests with implementing partners, government and donor entities in collaboration with the CD Respect the security plan and procedures and be a model for the team members Carry out any other tasks assigned by the CD Security Situation: The security situation in Haiti is becoming more tense around the presidential election period. The main incidents are due to increasing political demonstrations and social unrest rallies that sometimes turn violent and also road traffic accidents. Candidates may expect short periods of insecurity, periodic suspension or restrictions of movement mainly in Port-au-Prince and on the national roads. Minimum requested qualifications Masters Degree in relevant field Proven experience in program management, PMER and project financial management 5-7 years experience in managing staff and partners and commitment to team building and mentoring Minimum of 7 years experience working in the field with an INGO Proven experience in fundraising for international institutional agencies and managing budgets with divers donor basis Demonstrated understanding of key principles of international NGO and humanitarian core standards
Good understanding of humanitarian standards and methodology Good understanding of development approaches and principles Good understanding of partnership management Excellent written and spoken English and French Further appreciated competencies Experience working in Haiti Appreciative of multicultural environments, Willingness to engage in continuous learning and trainings Closing date: January 3, 2016 Contact: Please provide letter, CV and relevant documents by e-mail to jobs@diakonie-katastrophenhilfe.de For detailed information about the assignment, please contact daniela.simm@diakonie-katastrophenhilfe.de or caroline.tveoy@lutheranworld.org