Job Purpose The Plan & Program Manager reports to CEO and oversees the coordination and administration of all aspects of an ongoing program including planning, Delivery, Reporting and Monitoring & Evaluation of program activities.
Primary Duties and Responsibilities
The Plan & Program Manager performs a wide range of duties including all of the following:
Plan the program
Prepare and Present funding proposal to partners and donor organizations for the activities of HFE (The Main Hospitals, Outreach, Centers, College and Desta Mender) for the continuous delivery of services.
To ensure that all activities of HFE are fully funded by partners/donors for their annual operations, capital expenditures and other activities.
To follow up and prepare reminders to partners and donors to transfer approved funds to the organization’s bank account as scheduled.
To identify and solicit sponsors for the midwives students under training at the Hamlin Midwifery College and the deployment of midwives
Plan the delivery of the overall program and its activities in accordance with the mission and the goals of the organization
Develop new initiatives to support the strategic direction of the organization and design new projects in line with the strategic plan of Hamlin Fistula Ethiopia
Develop and implement long-term goals and objectives to achieve the successful outcome of the program
Develop an operating plan to support the programs of HFE
Assist the Finance Office in the development of annual budget
Delivery of the program
Liaise with other managers to ensure the effective and efficient program delivery
To recommend budgets for different activities to the Unit Heads
To cooperate with the Accounts Unit to ensure that information related to income and expenses properly managed and recorded with respect to various projects
Should support the different units who are responsible for delivery of the programmes
To network regularly with other NGO involved in health and maternal health to insure our organization has information on activities of others in this field and report back regularly to the CEO and the Medical Director.
Reporting on the program
Write reports on the program for management and for funders
Prepares projects financial reports monthly or quarterly in accordance with the agreements with donors & partners
Communicate with funders as outlined in funding agreements
Ensure that the program operate within the approved budget
To assign project numbers to each relevant activity for the organization that requires the tracking of expenses
Report evaluation findings to the Management Teams and recommend changes to enhance the program, as appropriate
To Submit periodic technical performance and financial reports to partners and donors as per grant/donation agreements
Monitoring & Evaluation
Develop a program evaluation framework to assess the strengths of the program and to identify areas for improvement
Establish a monitoring & evaluation system fit for purpose of HFE.
Monitor and certify all budgeted program expenditures
To gather output data and statistics related to indicators that may be used to measure progresses of projects
Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework
To oversee the proper keeping of systematic records and filing on all matters related to HFE projects and programs with earmarked funds.
The Plan & Program Manager is also expected to perform other related works as directed by CEO
Note: Grade 3
Job Requirement
University degree in Business Administration or Management, project management or related field of studies
Knowledge, skills and abilities
Knowledge of program management
Knowledge of client groups and/or issues related to the program area
Proficiency in the use of computers for:
Word processing
Simple accounting
Databases & Spreadsheets
E-mail &Internet
Personal characteristics The Plan & Program Manager should demonstrate competence in some or all of the following:
Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Experience
10 years of experiences in combined managerial and project management and related positions
Working Conditions
Plan & Program Managers usually work in an office environment but the mission of the organization may sometimes take them to nonstandard workplaces.
Plan & Program Managers work a standard work week but may be required to work some evenings and weekends to monitor program activities.