Interim Senior Program Coordinator
Kigali | Kigali
TERMS OF REFERENCE
Name: Interim Senior Program Coordinator
Department: International Programs
Project Name: Rwanda Program
Funding Source: BPRM, UNHCR, UNFPA, WFP
Location: Kigali, Rwanda
Date: May 2016
The assignment consists in assuming the interim of the Senior Program Coordinator (SPC) during a period of 8-12 weeks to provide leadership and support to the program function for the ARC Rwanda country program.
Scope of Work (Include specific activities):
The Interim SPC shall assume all responsibilities of the SPC when required as per the job description of the position (see annex 1), with a particular focus on the grants management and program management functions.
In addition, the Interim SPC shall deliver the following outputs:
Program management, monitoring and evaluation
Supervise the writing process of different reports in collaboration with the Program Quality Manager and technical team:
Monthly Management Report sent to ARC Headquarters the 3rd Wednesday of each month;
Monthly calls held with HQ Grants Officer the 4th Monday of each month to discuss monthly report.
BPRM final report due to HQ 15 August 2016 and 30 September 2016 to donor;
UNHCR Quarter 2 report due to HQ by 7 July 2016 and to the donor 15 July;
Immigration Final-term report due by July 2016;
NEC (WFP/PLAN) interim report to HQ on June 5 and to donor on June 10.
International Program (IP) monthly dashboard documents and self-assessment dashboard to be shared with HQ on the first Friday of each month;
Weekly PD updates sent out to HQ each Monday;
UNFPA Interim report deadline is July 07 at HQ and July 15 to Donor.
Any other report as may be required;
Follow-up closely the progress of the Pharmaceutical working group and support the implementation of the recommendations in collaboration with the Operations & Logistics Manager;
Attend different technical meetings with UNHCR and other partners if required and replace the Country Director if needed in the bi-weekly High Level meeting with MIDIMAR and UNHCR;
Send meeting minutes to HQ within 48 hours of the meeting
Chair the program team meeting every two weeks;
Monitor progress of actions points related to program management in the country strategy;
- Closely monitor the grants portfolio of ARC with particular attention on monitoring activity work plans and implementation rates with each budget holders and project coordinators. Particular attention required to grants ending in the assignment period or with delayed implementation:
- BPRM grant (closing);
- WFP grant (extension to negotiate) ;
- UNHCR grant (accelerate implementation);
- Work closely with Finance and Operations & Logistics to update Budget VS Actuals (BvAs) analysis on monthly basis, disseminate the information and organize monitoring meetings regularly with budget holders and project coordinators to insure appropriate spending rates on all grants;
- Support Operations & Logistics to ensure appropriate procurement planning in accordance with grants spending plans;
- Coordinate and plan actions to insure timely adjustment of action plans to guarantee predictable implementation and spending rates;
- Provide leadership to insure strong coordination between sites and department to have performing grants management;
Program design and development
- Work with ARC HQ and ARC Rwanda team to support the funding request process with for BPRM 2016-17, responding to any issues coming from the donor, revising the proposal and budget if necessary and providing any support required to help secure this funding;
- Provide support to finalize a Project Partnership Agreement amendment with UNHCR to include additional funding in Health and Livelihoods;
Work closely and provide guidance the PD interns and collaborate with HQ PD team to support the development of the new project proposals and concept notes in the pipeline:
Food security zones;
Coordinate the Start-up phase of the Coding School project in collaboration with Program team members involved in the project;
Human Resource Management
- Provide supervision and support to program team members including the Program Quality Manager, the Site Managers, Technical Advisors and Program Development Interns;
- Provide support to the HR department in any ongoing recruitment processes if needed;
Approximately from May 16th to July 8th, 2016 with a possibility of extension. End date will depend on return on duty of SPC.
NB: Since the exact length of the mandate is unknown and the deliverables important in numbers, the consultant will establish priorities & timeline with the Country Director at the beginning of the mandate.
POSITION TITLE: Senior Program Coordinator (SPC)
DEPARTMENT OR COUNTRY PROGRAM: Rwanda
RESPONSIBLE TO: Country Director
STATUS: Full time
SUPERVISORY CAPACITY: Management and supervision of all programs within the country.
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
The overall goal of ARC’s program in Rwanda is to improve life’s conditions and capabilities of the displaced refugee population from eastern DRC by ensuring the provision of basic services (adequate health care, shelter, water, sanitation & hygiene, gender based violence prevention and detection, HIV/AIDS prevention & treatment) and enabling economic recovery in four refugee camps located in Byumba (Gihembe camp), Kibuye (Kiziba camp), Gatsibo (Nyabiheke camp) and Nyamagabe ( Kigeme) in Rwanda.
PRIMARY PURPOSE OF THE POSITION
ARC is looking for an experienced, result driven, innovative and highly conscientious individual to manage and coordinate ARC’s program in Rwanda. The SPC will provide leadership to improve the quality of programming, implement an effective Results Based Management system and contribute to expand and diversify ARC’s mission and activities in Rwanda through strategic and innovative program development.
Within a matrix management structure, the SPC will report to the Country Director and will directly supervise Camp Managers, who are responsible for the day-to-day management of all activities in the different refugee camps in the country. The SPC will work in close coordination with other departments and management staff to provide outstanding support to the field operations and to collaborate with Head Quarters on program related issues. The SPC will supervise the program team staff in order to achieve results and insure quality of delivery.
The successful candidate will be a self motivated, client oriented project manager with strong proposal writing skills who can help ARC Rwanda to navigate towards a period of change in program orientation, contributing significantly to diversification of funding and expansion of activities. This is a Kigali based position with frequent travel to field sites (50% of time).
MAJOR AREAS OF ACCOUNTABILITY/**PRIMARY DUTIES/RESPONSIBILITIES**
Program Management, Monitoring and Evaluation (50%)
- Provide leadership to the whole project management cycle including project planning, implementation and control.
- Lead the development of clear objectives and achievement benchmarks for all program activities and put in place best practices in project/program management throughout the organization.
- Compile an overall program work plan and ensure Camp Managers implement their respective components according to agreed schedules and targets.
- Closely monitor program implementation and budget utilization/ burn rates and ensure that program and spending targets are met, working with Camp Managers on monthly spending plans based on budget vs. actual analyses.
- Monitor compliance with donor regulations and ARC policies, in the course of program implementation and build capacity of staff in this area as needed.
- Ensure regular communication between the program teams and the technical support units, especially with regards to follow-up on procurement requisitions.
- Ensure timely production of high quality donor reports.
- In coordination with the Monitoring and Evaluation Officer, provide leadership in developing and managing a strong results based monitoring system.
- Ensure that an evidence based evaluation system is in place and used to learn & inform on outcomes and impacts.
Program design and Development (30%)
- Be the main focal point for program development, including liaising with donors, and ensure the production of high quality and innovative proposals in a results based framework and according to donor requirements.
- Provide leadership in program design and in shaping the strategic direction and growth of the Rwanda program.
- Assist in the identification of funding opportunities and developing relationships with donors.
- Co-lead with Finance Controller and Program Managers/Camp Managers the development of budget proposals for each project/program ensuring donor and HQ requirements are fully met.
- Lead the development of new sector activities and support the enhancement and expansion of existing sectors with a strong emphasis on building livelihood, resilience and self-reliance of the refugees and their host communities.
- Maximize the efficient use of resources and efficacy in meeting the needs of beneficiaries.
- Lead the data collection process necessary to design and develop evidence based programs.
- Prepare submission of proposals to ARC HQ, for review, and ensure that proposals are submitted to donors in a timely manner by the appropriate HQ or field contact.
- Help ARC departments to coordinate and ensure programmatic linkages at every step of the program design and implementation stages.
- Assist the Rwanda team to enhance ownership and abilities of local/national staff to do strong programming to increasingly empower them.
Human Resources Management (10 %)
- Manage relevant staff and conduct training and performance management activities, as necessary.
- Identify and advocate for capacity building opportunities for program staff.
- In coordination with the Country Director, Camp Managers and HR, support the recruitment of new program staff as and when required.
Representation and Coordination (10%)
- Represent ARC in meetings with local authorities, donors, and other members of the humanitarian community.
- Attend cluster meetings, as appropriate and other coordination forums, to coordinate and prevent duplication with UN bodies, international, and national organizations.
- Assist the Country Director with strategic planning, representation and developing and implementing a clear country-level plan.
- Contribute to production of communication opportunities and tools to increase visibility of ARC-Rwanda among donors, government counterparts, partner organizations, ARC-HQ and other audiences as appropriate.
Any other duties as required.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
- Minimum of 5 years of management experience with humanitarian or development programs at the international level in diverse settings including working with displaced and refugee populations in various countries;
- Masters degree in a related fill required (Project Management, Public Administration, Sociology, Economy, Development Studies, Business, etc.).
- Previous grants management and project budget development experience.
- Advanced project management skills and knowledge;
- Knowledge of current thinking and theory on economic recovery and development in post-conflict settings;
- Previous work experience and knowledge of best practices in Livelihood programming required;
- Basic programming experience and knowledge in at least some of the following sectors: GBV, Health, HIV/AIDS, Nutrition, Shelter and Infrastructure, Camp Management, WASH.
- Advanced skills and experience in designing and managing a strong result based monitoring and evaluation system;
- Experience working with donors (OFDA, USAID, UNHCR, BPRM, international and national NGOs, and government agencies).
KEY BEHAVIORS & ABILITIES
- Innovative, Self-motivated, Result based, Client oriented;
- Strong work ethics;
- Advanced planning skills and ability to meet deadlines in a rapid pace environment without compromising on quality;
- Strong staff supervision and team capacity building skills;
- Excellent leadership, interpersonal and intercultural skills.
- Fluency in written and spoken English. Knowledge of French is an advantage.
- Strong computer literacy (Microsoft Office, SPSS, STATA or other data management apps, GIS etc.).
- Organization: ARC - American Refugee commitee
- Location: Kigali | Kigali
- Grade: Mid/Senior
- Closing Date: 2016-05-14