Deputy Head of Programmes – Programme Delivery

Job Description

JOB TITLE: Deputy Head of Programmes – Programme Delivery

REPORTS TO: Head of Programme

REPORTING TO POSTHOLDER: Programme support Manager, Programme Managers

LOCATION: Addis Ababa, with frequent field travel

DURATION & HOURS: Fixed term contract for three years with the possibility of extension and a probation period of 60 working days

Effective agriculture has the power to change lives. It underpins prosperity, food security and stability the world over. Farm Africa focuses on transforming agriculture and managing natural resources sustainably. We champion a holistic approach that boosts yield, protects the environment and connects smallholder farmers to thriving markets.

We work with different types of farmers in a range of regions. Their local situations vary, but the problems they face are all too familiar: lack of training and technology, inadequate inputs, no finance, vulnerability to climate change and poor links to markets.

We have an ambitious strategy to expand our work over the next five years. We’ll increase our impact, lift more communities out of poverty, work with more corporate partners who share our vision, open up more agricultural markets, provide more expertise, and make change happen.

Farm Africa has the ambition to be the leading European NGO specialising in Agriculture,
Natural Resource Management and Market Engagement. The Deputy Head of Programmes- programme delivery (DHoP-DEL) is a key role within the Ethiopia programme team, and will be responsible for supporting the Head of Programmes in the delivery and quality assurance of the Ethiopia country programmes, in line with our strategic goals, ensuring that we are the go-to NGO for donors and businesses looking to fund or partner projects within the scope of our approach.

Farm Africa Ethiopia's portfolio is split between ‘programmes’ (each with a budget >5M GBP) and ‘projects’ (each with a budget <5M GBP). DHoP-DEL will manage the pool of programme managers (up to 5) and a Programme support team leader and will oversee the projects/programmes’ excellent delivery, working closely with business development and other Farm Africa teams, maintaining strong relationships with implementing partners, donors, counterparts in government departments and other key projects stakeholders, overseeing the budget and activity plans, budget utilisation and quality of timing of activity implementations. The DHoP-DEL will also support smooth operations in Ethiopia by providing support to the Head of Programme, particularly in areas of progress tracking, budget monitoring, and lesson documentation.

1.     Management of Farm Africa Ethiopia portfolio of projects

The DHoP-DEL is responsible for ensuring that Farm Africa programmes and projects under her/his direct supervision are delivered to the highest quality standard, adhering to donor contract management and reporting, compliant with GoE regulations, and achieving maximum impact and value for money.

This will include the following responsibilities:

• Start-up coordination: following proposal approval, working closely with other relevant staff to oversee and ensure proper planning and coordination for timely project start-up, including ACSO requirements, launching, recruitment, logistics, inception and planning workshops, project documentation completion, and partner management.
• Project planning: supervise the development of accurate activity and expenditure plans, budgets, reports and associated project milestones to ensure timely delivery in line with contractual requirements – particularly ensuring the adherence to organisational project management and monitoring standards, periodic reporting, and donor requirements.
• Financial management: when budget revision is needed, in coordination with programme managers and finance team, coordinate and follow up the timely and realistic budget revisions; approve expenditure as per the delegation of authority limit of Farm Africa; monitor expenditure to ensure adherence to donor guidelines, FA grant management and financial guidelines; monitor allocations; ensure timely reporting of monthly and quarterly analysis of variances; oversight BMRs communications among programme and finance teams, and follow up appropriate spend rate (avoiding significant under and overspending) and follow up timely budget revision is undertaken when necessary; ensure that programme managers closely work with implementing partners  for effective budget utilisation. 
• Partner management: ensure smooth management of partner consortia through the development of robust Memorandum of Understandings (MoUs) and Fund Transfer Agreements (FTAs); organise regular meetings of consortia members; lead troubleshooting any operational glitches as they occur, reporting  to Head of Programme and present it at SMT as needed to facilitate devising of corrective actions and lesson drawing.
• Programme delivery and quality management: in close collaboration with programme managers,  oversight and follow up quality and timely delivery of project/programmes, making sure that delivery is as per project/programme plans; when delivery deviates from the plan, report such cases to Head of Programmes (HoP), and present at SMT if needed, and propose possible corrective measures; oversight timely undertaking of project performance reviews (monthly, quarterly and annual); in coordination with programme managers and MEL manager, undertake regular visits to project sites and offices, attend internal meetings for better learning and innovative solutions.
• Knowledge management: Ensure generation and appropriate documentation of knowledge products by bridging programme managers with MEL managers; identify cross-learning and synergies among programmes.
• Project close-out: Ensure project closeouts are undertaken as per the ACSOs requirements and on a timely basis.
• External representation: Deputise the Head of Programmes and represent Farm Africa in various external relationships, including government institutions, donors, and other stakeholders, as needed.

2.     People Management and Leadership

The Deputy Head of Programmes- Programme Delivery - Supporting the Head of Programme, will guide/coach the staff he/she line manages to deliver the expected functions, and provide capacity building as needed.

• High-quality line management: line manage the programme managers (up to 5) and programme support team leader, ensuring clear work plans and objectives are in place, holding regular meetings.
• High-quality recruitment: Support Human Resources team in the recruitment of high-quality new programme staff, in accordance with the staff profile required for each project..
• Performance management:  Undertake performance appraisal for the team he/she line manages; ensure that appraisal is conducted by all project staff; work closely with Human Resources department in all Human Resources matters that may arise, including discipline and performance issues with project staff.
• Gap filling: undertake additional assignments as per the Human Resources guideline, whenever gaps are identified and when urgent matters arise.

3.     Building project pipeline

• When required, work closely with the Head of Programmes and the Business Development/programme funding team to develop programme proposals for new funding opportunities, drawing lessons from project implementation for use in project/programme design.

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

Job Requirement

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

EXPERT. Deep expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.

GROUNDED. Positive change starts with Africa’s people, so our experts work closely with local communities, engaging them in every level of decision-making.

IMPACTFUL. We take a long-term view so we can deliver lasting changes for farmers and their families.

BOLD. We model innovative new approaches and are not afraid to challenge strategies that are failing.