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JOB SUMMARY:
Under direct supervision of the Educate A Child project Senior Program Manager, the EAC Project Field Office Project Manager is responsible for the operational management of EAC project in one of the field offices indicated above. S/he ensures effective project implementations whilst addressing the long-term designated goals and objectives of Save the Children, its donors, and the target population. The Project Manager is responsible for budget management of EAC award for which he/she is the designated sub budget holder. The EAC Project Manager is also responsible for partner management, which includes development through capacity building and support, of partners working on the project under supervision, documentation, monitoring and reporting of progresses of project activities. S/he will also serve as the technical person concerning EAC project at the field-office location, providing technical guidance and capacity building support to field staff as necessary, including guidance on appropriately integrating EAC project into education projects where and as relevant. S/he will be responsible to document implementation lessons, best practices and innovations so as to inform the successful implementation of EAC project activities.
KEY AREAS OF ACCOUNTABILITY:
Project oversight and management
Develop feasible project implementation plans, including project budget. Responsible for the development of the work plan, procurement plan, and phased budgets for EAC project in the operational area.Ensure EAC project is implemented in ways that are responsive to the communities and children, in line with Save the Children principles, values and strategic plan and Save the Children compliance procedures.Initiate and facilitate changes and improvements on implementation approaches and strategies for EAC project.Manage all activities, resources and assets for EAC project under supervision.Identify critical issues in the implementation of EAC project and take the necessary actions to address problems and constraints in consultation with the EAC project Senior Program Manager and other EAC project technical staffs at country office level.Prepare periodic reports on the implementation of project activities as per the requirements of SCI, regional MOUs and specific project donors.Facilitate and ensure the involvement of children as primary stakeholders in all project work.Serve as key technical expert in EAC project in the geographic location and contribute to knowledge sharing as well as capacity building of other staff as relevant.In consultation and coordination with the Communications and Campaigns team, develop /support the development of EAC project related communication materials and briefs as necessary.Supports the FOM/POM in the drafting of an MOU with the relevant regional partners, follows up on the review and revision processes, as well as finalization and signing.Liaises with the relevant sector offices at the location as it relates to the EAC project under supervision.Leads project activity and budget revisions, prepares justification for request of amendments in keeping with donor regulations and procedures, closely working with the relevant award team to ensure timely action.Works closely with the Support Services – Finance/Logs to provide them with advanced plans so that they can efficiently carry out their job.In Monthly meetings with the POM, provides up to date information on the progress of the project and flags any concerns in a timely manner.Ensure that strategies for phasing out are taken care of during implementation; lead and support phase out/close out plans as necessary.
Budget management
Serve as sub budget holder for designated EAC project.Prepare annual and quarterly project Program Operation Plan (POP) based on approved Detailed Implementation Plan (DIPs).Prepare and compile annual plans, budgets, quarterly and annual reports for EAC project of the region based on donors and partners requirement. Follow up on the efficient and effective project budget utilization and expenditure of the EAC project.Facilitate periodic project budget transfers to the implementing partners.Make periodic programme and budget revisions as required for EAC project.Review and verify financial reports.Ensure effective and efficient utilization of project budget and other resources for intended purpose; follow up on budget utilization and project expenditure.Ensure that partner finance planning and reports are in line with the project agreement and requirements from donors and governments; support partners as necessary to ensure proper financial management, utilization and reporting.Facilitate communication and interaction between implementing partners and SC Grant Compliance and Reporting Analysts.Ensure that plans are implemented as per agreed and approved budgets.Manage budgets, including phasing of budgets as per work plans, monthly review of spend reports, identification of errors and required actions to address them.Prepares timely reports, including review and verification of both narrative and financial reports from partner implemented project activities and confirmation of accuracy and consistency between narrative and financial reports.Delivers reports to the EAC project leads at country office.Closely work with the Awards Team to efficiently monitor and track burn rates, reporting and financial compliance issues.
Monitoring, evaluation and quality assurance
In coordination with and support from relevant MEAL staff, design results based monitoring and evaluation process for projects under supervision.Monitor and systematically document project results jointly with partners.Monitor and systematically document implementation lessons, best practices and innovations for EAC project under supervision; and ensure that such information is communicated to country office project team.Plan and facilitate regularly schedule reviews of projects with partners and stakeholders.Ensure the proper utilization and use of monitoring and evaluation systems put in place.Regularly follow-up and monitor Education programmes to ensure proper and efficient implementationPrepare and compile quarterly, biannual and annual reports for EAC project based on SC country office, donor and partners requirement.Monitor outcomes and compile challenges and lessons learned from the implementation of EAC project, developing strategic insights to enable leadership decisions.Undertake situation analysis of children and establish baseline data for impact monitoring, as well as for use in for new business developments.Facilitate mid-term, terminal and other review and evaluation of EAC project through participatory process.Facilitates visits to donors, members and others as necessary.
Partnership management and capacity building
Maintain regular communication with and updating of key regional government stakeholders to enhance solid partnership and active engagement of government in the EAC project.Represent the SC’s EAC project in all relevant forums at field office level.Work closely with partners as necessary in the course of project planning, implementation of project activities, preparation of project implementation plans and action plans, preparation of periodic and project completion reports, preparation of annual and quarterly project budgets, project budget revision, and the likes.Ensure that partnerships are maintained and functioning properly as per signed contract agreement.Maintain regular communication and interaction with partners to facilitate and promote learning and information sharing between partners and SC.In coordination and collaboration with the grants and compliance team, ensure that proper assessment of financial, procurement, and other relevant operations system are conducted for each partner and issues are identified (for subsequent capacity building and monitoring). Ensure that EAC project has approved government agreements and adhere to government reporting requirements in a timely manner.Provide technical support to partners in the course of project implementation.Identify critical issues in the implementation of the project and take the necessary actions to address problems and constraints.Undertakes regular supportive supervision and (joint) monitoring to ensure proper and efficient implementation of the project; support partners at the project sites and prepare reports for documentation and follow-up actions.Work strategically with partners in networking and reviewing EAC project implementation by exchange visit and sharing experiences in the field.Ensure that all relevant partnership documents are centrally maintained both in hard and electronic copies.
Humanitarian Response Management
Be familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for humanitarian response.Support activities to improve Education organizational readiness to respond to emergencies in line with global SCI humanitarian goals and benchmarks.As needed, mount appropriate and timely response to Education in emergencies, consistent with established benchmarks, plans and organizational policies and in close cooperation with incoming surge teams.
Documentation, Learning and Advocacy
Prepare quarterly, biannual and annual reports,Ensures proper documentation of experience, lessons and innovations (including pictures and video documentation) in the course of project implementation.Organizes and properly maintains database and information related to EAC project.Facilitate and participate in studies and reviews related to EAC project.Facilitate and ensure dissemination of information and study/reviews.Provides information/inputs to be used for SC information and communication materials.Carry out evidence based advocacy on EAC project in collaboration with other sub-sectors to improve policy and practice that benefits children and boosts reputation of Save the Children.Manage knowledge and experiences from the learning process and replicate good practices.
Collaboration and Networking
Facilitates and enhances SC’s active involvement in networks and forums.Facilitates the establishment of links and good relationships with partner authorities.Work in close collaboration with EAC project team members and partners to plan the training programs, logistics and all activities related to training and management.Work closely with Save the children technical and project staff.
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