Deputy Head of Mission for Programs

Deputy Head of Mission for Programs

Première Urgence Internationale

Yangon, Myanmar

RESPONSIBILITIES

Under the supervision of the Head of Mission, the Deputy Head of Mission for Programs (DHoMP) will lead the Program Department (technical coordinators, MEAL team) in order to coordinate the tactical and strategic programming aspects of the Mission for ensuring the implementation of high-quality programs and helping in strengthening the PUI Mission development. S/he will operate these duties in line with the global PUI’ strategic framework and the approved Country Strategy for Myanmar.

The DHoMP plays a key role in coordinating implementation strategy and supports operational management and integration of all technical areas. This includes the primary responsibilities of projects planning/design, programs quality assurance, donor compliance on reporting and documentation, but also to ensure timely, effective and compliant programming in accordance with internal and external principles and requirements.

As an implementing organization, PUI places great importance on operational results and impact of its programs. Thus, the DHoMP plays critical role in overseeing monitoring and evaluation, usually in collaboration with the Field Coordinator, and in collaboration with other external partners and stakeholders.

MAIN ACTIVITIES

PROGRAM DEVELOPMENT AND OVERSIGHT

  • In collaboration with Head of Mission (HoM), co-animate the country strategy design process for components related to the program;
  • S/he ensures that all programs are based on the identified needs and in line with PUI global strategy, as well as with national and international sectorial strategies and standards (including but not limited to: internal technical guidelines, sectorial guidelines, SHPERE standards, protection and gender mainstreaming);
  • S/he ensures that the changes in strategic documents of external stakeholders and partners (clusters, donors) are timely communicated to the relevant team members and reflected in the internal processes and work, if need be;
  • S/he ensures that PUI is aware of funding opportunities for Myanmar and strategies of major stakeholders. DHOMP will be responsible to coordinate various proposal writing according to country strategy and opportunities;
  • S/he ensures that project implementation is in accordance with PUI’s established plans, policies, procedures and core values;
  • S/he ensures appropriate program technical implementation framework/advisory support is available to field teams, and in line with organizational priorities;
  • S/he works closely with HoM, the technical coordinators, Field Coordinator and project managers to address all issues regarding the quality of programs implementation;
  • S/he oversees the design of programs and field-level monitoring for quality assurance;
  • S/he works with the Finance Coordinator, on a monthly basis, to analyze grant budget spending and identify spending trends in order to anticipate appropriate actions if significant risks are noted;
  • In close collaboration with Field Coordinator, DHoMP plans and actively participates in periodic programs review (kick-off meetings, project review meetings, closing-out meetings);
  • S/he is the main programmatic link between the Mission and PUI Headquarter Program Officer;
  • S/he keeps the Mission informed of the humanitarian context of the country and the region;
  • S/he maintains close contacts with humanitarian stakeholders in the country;
  • S/he ensures data collection and analysis is based on the humanitarian situation and the needs.

PROGRAM QUALITY AND MONITORING

  • S/he coordinates the design of a Quality Management Policy and ensure the quality management of the PUI’s program in Myanmar;
  • S/he ensures appropriate program technical implementation framework and that advisory support is available to the field teams and in line with organizational priorities;
  • S/he ensures that project teams are knowledgeable about PUI’s technical project implementation procedures as well as donor compliance requirements;
  • S/he oversees the design and implementation of effective work plans that allow for timely and ongoing progress review of all key outputs of the programs;
  • S/he ensures MEAL system and processes are in place for the ongoing projects, and oversees its functioning;
  • S/he ensures the connection and coordination between technical coordinators and advisors with their counterparts at the Headquarters level;
  • S/he ensures that the strategy of the Mission with regard to programs remain aligned with the technical requirements and standards of the Association;
  • In close coordination with Head of Mission, Field Coordinator, s/he initiates the launch of new assessments including overall planning and availability of tools;
  • S/he ensures the necessary resources to implement the program development and gradual improvement in the quality of implemented activities.

INTERNAL AND EXTERNAL COMPLIANCE, REPORTING, AND DOCUMENTATION

  • S/he ensures all narrative and financial reports related to the programs are submitted in a timely and compliant manner;
  • S/he ensures dissemination of information with regard to reporting deadlines, change in compliance requirements, and any other comments or findings from the donors/stakeholders to the relevant team members;
  • In collaboration with Field Coordinator, s/he supervises the proper maintenance of all files, records and documents relating to PUI program activities;
  • In collaboration with Field Coordinator, s/he ensures the quality of project proposals and reports against the internal and donors standards.

EXTERNAL REPRESENTATION AND COORDINATION WITH PARNTERS, STAKEHOLDERS AND OTHER ACTORS

  • In close collaboration with Head of Mission, s/he represents PUI in contacts with external partners, stakeholders and other actors on the matters related to implementation and quality of programs;
  • S/he acts as point of contact for all routine donor communication;
  • S/he coordinates the PUI attendance at technical meetings with donors, NGOs, UN agencies, governmental entities;
  • S/he links regularly with other humanitarian stakeholders and actors, and follows up any potential relevant collaboration;
  • S/he collaborates with relevant ministries and other organizations’ technical staff working in sectors of interest to PUI to build partnerships;
  • S/he participates in the coordination meetings, seminars, and other venues at central level and internationally as requested by the situation.

TEAM MANAGEMENT

  • S/he ensures the operational management of the team, including that proper coordination and supervision processes and instruments are in place;
  • S/he ensures the team adherence to PUI internal staff regulations, ethical frameworks, as well as the national laws;
  • S/he conducts performance appraisals for the directly managed team members, identifies the required improvement in skills, and ensures the action plans or that relevant trainings and/or mentoring is provided;
  • S/he identifies the needs in the capacity and competencies across the team, and supports the HR Department in development of relevant training needs plans;
  • S/he ensures the smooth and regular coordination happens between the technical program team and program implementation teams through meetings, ad hoc consultations, inclusion of the relevant team members in the decision making processes.

SECURITY AND SAFETY MANAGEMENT

  • S/he ensures that the team strictly adheres to the security and safety protocols validated at the Mission;
  • S/he remains informed about the context dynamics with regard to the security and safety, main actors, possible scenarios ahead;
  • S/he replaces Head of Mission (HoM) as overall responsible for security and safety of people and assets during the absences of HoM in the country that includes immediate management of security.

REQUIRED PROFILE

TRAINING

  • Bachelor’s degree in a field related to project management, international development and/or social sciences.

PROFESSIONAL EXPERIENCE

  • Experience managing multi-sectorial projects;
  • Minimum of 5 years’ experience in the areas of program development, project management, donor reporting and grant compliance;
  • Past track record in team management;
  • Past track record in security management.

KNOWLEDGE AND SKILLS

  • Strong knowledge of MEAL methodologies and cycle;
  • Knowledge of standards in one of the following sectors: health incl. mental health, nutrition, WaSH;
  • Good understanding of gender aspects of the program design and implementation;
  • Good understanding of protection mainstreaming;
  • Good training and mentoring skills;
  • Excellent planning and anticipation skills.

LANGUAGES

  • Excellent command in writing and editing documents in English.

OTHER

  • Demonstrates integrity and promotes the PUI mandate and values among the teams;
  • Fair treatment towards the team members;
  • Demonstrates high tolerance for change, complexity, unpredictability;
  • Proven team building, organization and communication skills;
  • Proven mentoring and capacity strengthening skills;
  • Ability to lead team and solve conflicts;
  • Strong skills in coordination and building synergies between the teams;
  • Ability to provide the required output in a timely and efficient manner;
  • Ability to work under pressure;
  • Team player.

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© EuroJobsites 2021

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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