I. Summary of Job Description:
This SSM post holder is responsible for all activities focused on strengthening MoFPDA’s capacity in conflict prevention and response. This includes, in consultation with MoPDFA. He/she will lead the administration of the tools, and identification of priority support areas to inform planning. Based on this plan the position holder will manage the capacity development support to MoFPDA’s and related structures up to the community level under Component 1 of the SIPED II Project. In addition, in coordination with Pact Finance, Grants, HR and Admin functions, s/he will be directly responsible for supervising Component 1 Project Officers, sub-contractors or consultants to ensure that they are implementing their project responsibilities in effective and timely manners. Finally, the SSM will (depending on the timing of on-boarding) lead the development, implementation and monitoring of organizational capacity development programs for PDC and the five local CSOs under Component 2.
S/he will be involved in coordinating support interventions, monitoring progress against work and capacity development plans and ensuring documentation of progress and key learning as it relates to the systems strengthening component of the project. S/he will directly report to the DCOP and will be required to coordinate activities with the input of the other relevant SIPED II team members. The post holder will be supported by two systems strengthening officers.
II. Specific duties and responsibilities.
Responsibility #1: Staff management, under the guidance of the DCoP:
Provide regular and as needed supervision, guidance, mentoring, to direct subordinates to ensure:
Efficient, effective and professional individual and team work performance.
Continuous personal and professional development.
A pleasant and peaceful work environment.
A strong and cohesive SIPED II team.
Ensure that:
Subordinates play active and creative roles in preparing, updating, submitting on time and implementing individual work plans (IOP).
Subordinate IOPs are linked directly and logically to the project work plan and respective job descriptions.
Subordinates receive periodic performance reviews according to Pact institutional policies and practices.
Responsibility #2: Program Management, under the guidance of the DCOP:
Build and maintain strong and collaborative working relationships with MoFPDA (in particular) and other relevant federal, regional, and local government and civil society Component 1 stakeholders, and local sub-contractor partners.
Ensure that Component 1 activities are well designed, planned, executed and monitored with active participation from relevant government and civil society stakeholders. Subject to discussion and agreement with MoFPDA, these may include:
Facilitating inclusive participation in planning and feedback processes.
Leading the planning and facilitation of MoFPDA’s organizational capacity self-assessment and the development of a draft capacity strengthening plan (CSP) for approval by senior MoFPDA, USAID and Pact leadership that includes specific proposals for SIPED II support.
Developing, executing and monitoring specific implementation modalities for the elements of the CSP to be supported by SIPED II, such as material development, training, mentoring and workshop facilitation.
Facilitating the planning and execution of intra-MoFPDA and inter-ministerial coordination meetings.
Guiding, supervising and monitoring the planning, and implementation of regional, zonal, woreda, community and university level strategies, approaches, activities and monitoring and evaluation.
Defining, guiding, supervising and monitoring the relationship development, work and outputs of local consultants.
Ensure that Pact’s partnership and capacity-development approaches are integrated into all Component 1 activities.
Responsibility #3: Sub-contractor and consultant management, in consultation with the Senior Grants, Contract and Finance Manager:
Ensure that all administrative and legal processes and requirements for the sub-contracting of implementing partners to implement Component 1 are completed efficiently, effectively and in a timely manner. These may include:
Planning and implementation of pre-award assessments and the development and implementation of CSPs.
Drafting, negotiating and finalizing of sub-contract documentation, including scopes of work and budgets.
Reviewing and recommending approval of proposed key personnel and consultants.
Reviewing and recommending approval of requests for advance payments, funds transfers etc.
Facilitating the on-time submission, review and finalization of sub-contract deliverables, including narrative and financial reports, success stories etc.
Ensure that all administrative and legal processes and requirements for the contracting of local consultants to implement Component 1 are completed efficiently, effectively and in a timely manner. These may include:
Drafting, negotiating and finalizing of documentation required for recruitment and hiring, including scopes of work, advertisements, sole source requests, budgets etc.
Leading the review, ranking and selection of consultant candidates.
Reviewing and recommending approval of requests for advance for advance and final payments.
Facilitating the on-time submission, review and finalization of sub-contract deliverables, billing documentation and payments.
Responsibility #4: Coordination and linkages, under the guidance of the DCOP:
Establish, support and maintain linkages between Pact SIPED II team, Component 1 and 2 sub-contractors, the SIPED II Advisory Board, MoFPDA leadership and conflict prevention and response structures, relevant federal and regional technical working groups and other relevant actors.
Through these linkages, ensure that relevant information and documentation is shared on a timely basis; opportunities for collaboration are identified and exploited, best practice and lessons learned are shared and applied; and activity planning, implementation and monitoring are coordinated.
Facilitate networking and forums between community, local government and regional government stakeholders to enhance local-regional linkages, and support coordination and information exchange among local and regional government levels.
Responsibility #5: Planning, Monitoring & Reporting, in close collaboration with the MERL Manager:
Ensure that the Component 1 Team participates effectively and efficiently in all SIPED II planning and budgeting exercises.
Ensure that all Component 1 actors understand SIPED II’s MERL processes and deliverables and the required responsibilities in data collection, collation, compilation and reporting .
In close coordination with the MERL Manager, closely monitor Pact and partner level activities.
Ensure that the Component 1 Team maintains proper records of all activities, processes and outputs and participates in all SIPED II report preparation processes and the preparation of timely high quality qualitative and quantitative reports and success stories.
Contribute to compilation and sharing under SIPED II’s ‘Telling our Stories’ initiative
Responsibility #6: Other related activities and support:
Accomplish other duties assigned by immediate supervisor.
III. QUALIFICATIONS AND COMPETENCIES
Education:
B.A/M.A degree in Management, economics, development studies or related social science fields
Experience:
Minimum of 6 years of relevant work experience in the area of capacity building of civil society and/or government.
Demonstrated experience working with local NGOs.
Demonstrated experience working with government structures.
Must have project and staff management experience (minimum of 3 years).
Technical Skills:
Excellent facilitation skills.
Excellent in interpersonal skills/relationship-building.
Excellent problem solving and analytical skills.
Responsiveness and flexibility.
Ability to work in multicultural and diversified environments.
Proven integrity and good human relations.
Fluency in spoken and written English.
Ability to undertake frequent field visits.
Values:
Respect, discretion, loyalty, neutrality, integrity, humility, accountability, courage, excellence, customer focus, stress tolerance, interpersonal skill, collaboration, information monitoring, flexibility, trustworthiness, reliability