Country Program Manager

POSITION TITLE:  Country Program Manager

DEPARTMENT OR COUNTRY PROGRAM:  Darfur, Sudan

RESPONSIBLE TO:  Country Director

STATUS:  Full-time

SUPERVISORY CAPACITY:  Sector Coordinators

DATE:  December 2014

APPLY BY:  January 16, 2015 (Position open until filled)

TO APPLY:  https://hire.jobvite.com/j?cj=o4bb0fwa&s=AlertNet 

DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION (Briefly describe your department’s/ country program’s core functions or mission)

The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 500,000 conflict-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. The program have grown to include more areas such as Alsalam and Bielel in South Darfur; and Elferdous, Alsalaya and El Daein localities including Adilla, East Darfur. The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

In conjunction with the Head Office in Khartoum, the field offices in Nyala, El Daein  and Adilla support the delivery of primary health care services at 28 rehabilitated community clinics which include Kalma camp, Gereida camp and Elneem camp in addition to reaching out with mobile clinic services to 5 remote communities in which health facilities have not yet been rehabilitated. Water and sanitation services, including the construction/rehabilitation of boreholes, water yards, household and institutional latrines and hygiene promotion, are also delivered in over 70 conflict-affected communities. Sector interventions in the communities in Health, Nutrition, WASH, NFI, Peace Building/Livelihoods and Food Security (seeds and tools)  support both resettling IDPs and their host populations.

With an annual budget of between ${esc.dollar}{esc.dollar}7-10m, the Sudan Program has some 10 expatriates and over 700 national staff some of who are seconded from the line Ministries of the Sudan government.

PRIMARY PURPOSE OF THE POSITION (A brief description of the overall purpose of the job; the rationale for why the job exists and how it contributes to ARC’s mission and strategic plan.)

This position will be based in Khartoum (60%) with regular field visits (40%) to strengthen ARC’s presence and participation in the humanitarian community at the state and federal levels, with particular emphasis on increasing ARC’s technical network and profile in Khartoum. In coordination with Sector Heads and the Country Health Director (CHD), the CPM will represent ARC in all relevant technical/sector coordination meetings in Khartoum and provide feedback/advice to field. CPM will be responsible for capacity building of national staff in proposal development, budgeting, compliance to the donor requirements and donor reporting.  In close consultations with the Country Director (CD) and the CHD, the CPM will lead initiatives on program expansion to new locations, including leading on discussions with relevant government authorities, potential donors and other stakeholders.

Responsible for ensuring quality grant management including monitoring burn rates, developing the grant management capacity of staff, ensuring compliance with donor and internal organization requirements, coordinating grant information management and ensuring timely, quality reporting.

The CPM is an ARC key contact for donors and thus responsible for coordination and communication of information about donor relationships. S/he functions as a key liaison and assists ARC staff to ensure quality proposal development

In close coordination with the CHD, the M&E Manager (MEM) and Financial Director (FD), the CPM will be the focal point for monitoring and reporting on grant management.

In close coordination with the M&E Manager, CHD, Sector Coordinators and their teams, the CPM will do final compilation; review/editing of all concept notes, proposals and reports to ensure quality control and compliance with ARC and donor requirements. This role includes doing final edits on technical agreements, HAC reports, all donor proposals and reports. It also includes regularly producing program summaries and information leaflets/brochure.

MAJOR AREAS OF ACCOUNTABILITY

PRIMARY DUTIES/RESPONSIBILITIES   (List the primary duties and responsibilities of the position as simply, yet completely as possible.  Include the average percentage of time spent on the duty/responsibility.  Generally there are no more than ten (10) major responsibilities.)

Strengthening ARC’s Networking and Coordination                                                     20%

• In coordination with the Country Health Director and Sector Heads, participate in all relevant technical coordination meetings in Khartoum and provide timely and quality feedback/advice to the field. This includes attending all monthly WASH, Health, Nutrition, NFIs, Food Security and Livelihoods (FSL), and Peace Building and other relevant sector coordination meetings in Khartoum.
•  Regularly attend NGO forum meetings with Country Director and represent ARC at such meetings whenever the Country Director is absent.
•  In coordination with the CHD and Sector Heads, strengthen ARC’s technical relationships with relevant line Ministries (Health, Water, Agriculture and others) at the federal level through regular meetings, consultations and updates on ARC programs.
• Facilitate clear and timely links between technical/coordination discussions in Khartoum and similar discussions in the field ensuring that ARC staff on both sides are better informed and adequately prepared to participate.                

Grant Management Systems and Donor Compliance                                                    20%

• Ensure full compliance with ARCs minimum operating standards for grant management including work with implementing partners.
• Organize and lead grant opening, mid-term review and closure meetings.
• Monitor and enable budget holders` utilization of ARC processes and tools to ensure achievement of targeted burn rates for all grants.
• Compile and analyze grant portfolio data using such approaches and tools as: detailed implementation plans; spending projections, burn rates; cost coverage; donor mapping; fund tracking, etc. and work with support departments to development HR plans and Procurement plans to ensure efficient programming.
• Coordinate grant management processes and requirements between staff in field offices, Khartoum and headquarters.
• Work with program and finance staff to produce budget realignment and grant C/NCE requests.
• Monitor expenditures to ensure compliance with contracts obligations and effective budget management practices.
• With the support of the Country Director and Finance Director, maintain a culture of accountability among budget holders.
• Provide technical support to assess donor eligibility/allow ability of planned expenditures and identify related compliance requirements.
• Maintain and manage the grant filing system (hard & soft )to ensure that it provides easy and immediate access to information.
• Maintain a grant management database and maintain a reporting tracking system to ensure that responsible staffs are aware of upcoming deadlines.
• Ensure quality of financial and narrative donor reports.
• Develop and maintain healthy, strong relationship with donors.
• Represent ARC as needed at donor and interagency meetings and working groups.
• Contribute to cross departmental activities such as development of country strategies, operational planning, etc.
• Manage contractual aspects of sub-grant/sub-contract relations with partners in Sudan program.
• Collaborate with headquarter M&E and other technical advisors to ensure quality programming.

Grant Proposals (Design and Writing)                                                              30%

• Track and relay funding opportunities to relevant staff in a timely manner.
• In coordination with the CD, CHD, State Program Managers (SPM), MEM, and Program Coordinators, lead the proposal development process.
• Ensure that information is provided in a timely fashion and relevant staffs are involved in the proposal development process.
• Verify completeness and of proposals and adherence to donor and ARC standards.
• Work with HQ Program Development Advisors and Technical leads on proposals.

Staff Capacity Building                                                                                                 10%

• Building capacity of national staff in developing proposals based on communities needs and donors requirements for the program’s sustainability, build their capacity on budgeting and donor reporting.
• Ensure budget holders, finance, and field staff have the knowledge and tools to comply with donor requirements and ARC grant management guidelines.
• Conduct regular visits to field offices and project sites to monitor performance and identify needs for ongoing capacity building in grant management.
• Conduct internal audits of grants processes and protocols to advise budget holders on compliance levels in the field bases.
• Develop and roll out donor compliance checklists as needed
• Conduct appraisals and identify training needs for direct reports

Program Accountability                                                                                               20%

• Assist in shaping the strategic direction of the ARC Sudan program, ensuring quality programs are designed and implemented. This includes participating in strategic program reviews, evaluations, revision of the Country Strategic Plan, etc.
• In close consultations with the Country Director develop and implement a program development strategy with specific emphasis on expanding ARC’s operations to other parts of the country. This role includes assisting with the pursuance of permanent registration with HAC and other government authorities, identifying and justifying potential areas for expansion within or outside of South and East Darfur within the ARC programming mandate, leading needs assessments in potential new areas, leading in developing and regularly updating a mapping of potential donors, etc.
• Advise the program team on areas (geographic and sector) for possible internal program enlargement/enrichment and changing approaches.
• In close coordination with the CD,CHF, SPM(s) and FD, closely monitor budget spending and facilitate monthly meetings/forums for explaining significant BVA variances and proposals for spending normalization.
• Draw up, share and regularly update schedules for all program reports. This includes sending timely reminders about all donor reports, local and HQ monthly reports, ARC Board reports, HAC reports, etc.
• In coordination with the CHD, M&E Manager and Sector Coordinators, conduct comprehensive reviews/edits on all program reports and other documents before submission to ensure quality control and conformity with ARC and donor needs.
• Lead the production and dissemination of quality program summaries, updates and brochures as may be required.                                                                  

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED (List the important technical and professional skills and knowledge required to do the job well.  Include years of experience required.)

• 7-10 years’ international experience, preferably in relief/development work with major responsibilities for program representation, program design and program accountability.
• Preferably a Masters’ degree in Public Health or Development Studies, Social Sciences, International Relations, etc. with a strong Public Health or WASH technical background.
• Excellent networking, coordination and public relations skills
• Advanced oral and written expressions with excellent analytical and English writing skills.
• Experience working with and coordinating with donors including USAID (OFDA), UNICEF, UNDP, UNFPA, WHO, WFP, pooled funds/CHF, and private foundations.
•  Experience and with working and coordinating with INGOs, national NGOs and government agencies and working with local partners.
• Experience working in Northern Sudan or similar environments preferred.

KEY BEHAVIORS & ABILITIES (List the key behaviors and abilities that relate to success on the job that are critical to achieving the position’s mission and goals.)

• Demonstrated communications and inter-personal skills.
• Knowledge of best practices in project design, implementation of qualitative and quantitative assessments in community settings.
• Working and living with multi-national staff.
• Willingness to travel to remote locations
• Proven organizational and coordination skills
• Team player
• Culturally sensitive