- Job closed -


Programme Manager
DFID
Vacancy Announcement

Department for International Development
Sudan – Khartoum

 SALARY: $ 2,611 per month
 Grade Level: B1
 Duty Station: Khartoum
 Duration: 1 Year Contract
 Closing Date: 27 March 2018

Role:
The role of the Programme Manager is to lead on the management of the delivery of high quality and timely programme management support and advice to enable effective and efficient programme delivery.
This Job Description is a guide, is not intended to be comprehensive, and staff should be willing to work on any issue cross-office as directed by their Line Manager and/or Senior Responsible Officers.

The job holder will work on programmes and/or policy areas defined by the Team Leader and in agreement with the Line Manager. These will be reflected in the job holder's PMF objectives. A sufficient level of 'stretch' will ensure continual learning and development.

The role may require job holder to line manage and support programme officers and programme assistants, including provide coaching and mentoring support.
All Line management responsibilities must be in compliance with the performance procedures & regular, structured 1-2-1s with performance feedback.

Effective and regular communication is essential to ensure clarity of task management and to avoid duplication. An ability to build productive working relationships and manage a wide range of stakeholders from diverse backgrounds is also essential. A sound knowledge and experience of DFID's Smart rules, programme and financial management systems and processes, a good knowledge of corporate work procedures including the State of Assurance is required. It will also be essential to have a good understanding of DFID Sudan's Business Plan and how this links to the UK aid Strategy.

The role requires the job holder to work with initiative and confidence in making decisions, and who can work at pace under the pressure of tight deadlines. The job holder will need to be proactive and demonstrate strong problem solving skills. Strong organisation skills, flexibility and capability to work on a broad range of topics simultaneously are also key requirements of the role. Responsibilities Within the defined area of work, responsibilities cover five main areas below. The job holder will also be expected to extend support to other team members and/or to cover for their absence as needed.

The Programme Manager's main responsibilities include:

1. Programme Management

This area of work requires effective delivery & management of key tasks around the programme cycle, in compliance with DFID’s Programme Management rules (‘Smart Rules’):

  • Manage effective relationships with project partners professionally and ensure programmes are being managed, implemented and reported to DFID requirements. This will include informing / updating partners of relevant DFID policies, being the main point of contact for the partner, providing feedback on the quality of their reports and at times motivating improved performance highlighting any gaps between commitments and actual delivery.
  • Lead the development, management and monitoring of new & existing programme Delivery Plans. Ensuring they are reviewed at least quarterly, by the programme team and SROs. Feed into corporate reporting, review & update due diligence actions and updating the record of key decisions and documents.
  • Review narrative and financial reports from implementing partners, focusing on achievement of results, value for money in line with the TORS/ Logframe outputs, delivery of VFM, management of fiduciary risks and budget execution against agreed workplan. Coordinate feedback from the adviser and SRO and ensure the partner satisfactorily responds to all technical, programme management and financial issues raised within the agreed timeframe. Provide recommendation to the SRO on actions to be taken, including approving payments.
  • Lead on the Annual Review (AR) & Project Completion (PCR) processes with the lead adviser and the SRO. Ensure robust processes are in place and managed, with planned timelines that are communicated to ensure deadlines are met. Ensure Head of Office has sufficient time to reviews and comment on Project reviews prior to approving the final draft. Manage and monitor agreed recommendations of annual reviews to enhance delivery.
  • Lead on ensuring a consistent and rigorous approach to monitoring programme activities including spot checks at point of delivery, drawing on experts as required.
  • Ensure all relevant programme documents are filed correctly in the electronic filing system (Quest) to meet transparency requirements.
  • Contribute to the development of Business Cases backend and logframes with a focus on risk management, value for money, commercial, financial management, monitoring and evaluation and programme governance. Undertake and lead on Due Diligence assessments for all proposed partners in the delivery chain (if required) and act on the results.
  • Manage the programme closure process with the programme team, including final reporting, financial statements and final audit, and informing decisions on assets disposal is completed within the 3 month closure process & approved by the SRO.
  • Draft and/or Quality assure all Memoranda of Understanding, Accountable Grants and other funding mechanism (ensuring there is some consideration given to including clauses on ‘Payment By Results’) before they are approved by the SRO / Head of Office. And ensure publication of business cases and key project documents are completed in line with DFID’s transparency commitments


2. Financial Management
This area of work focuses on effective financial management throughout the programme cycle, in compliance with Smart Rules:

  • Lead on providing accurate financial and programme data on ARIES to ensure monthly forecasting figures are accurate and realistic. This includes working closely with spending partners to create realistic spending profiles over the financial year. Respond to Cabinet monthly returns by the given deadline and engage their support as required.
  • Lead on the financial analysis of reports (planned vs actual expenditure and its relation to activities completed/progress achieved) highlighting and issues of concern with Team Leader and Senior Programme Manager as well as with relevant SRO. Follow-up with the partner on any clarifications if required.
  • Ensure spending targets/deadlines are met whilst ensuring money is spent only on evidence of need.
  • Ensure financial aspects are considered in all programme management discussions and the impact on spend of any changes to delivery, including robust contingency plans to deal with emerging over and under spends.
  • Ensure downstream delivery partners and funding flows are clearly defined and undertake periodic “follow the money” exercises that ensure delivery partners know how DFID money is being spent for all programmes.
  • Lead on all procurement processes (direct and indirect) including the development of the CPD Contract Development Plan (CDP) in consultation with the lead adviser, SRO and the Departmental Procurement Officer (DPO)
  • Ensure that audits take place, reports are received and audit queries and findings investigated. Take immediate remedial action – including consideration of withholding future payment - when audits are not received
  • Work with partners to manage programme finances in order to maximise value for money. Continually seek efficiency savings and work with partners to promote the importance of value of money.
  • Ensure “DFID’s zero tolerance “policy on fraud and corruption and report suspicions /allegations immediately to Counter-Fraud Unit and the local Fraud Liaison Officer.
  • Ensure assets inventories are maintained and regularly updated, and asset security and disposal plans are in place in line with DFID policies


3. Risk:

  • Ensure Risk registers are developed (using the DFID Sudan risk matrix template) and maintained in programme delivery Plans and reviewed for programme. Apply risk management strategies to all programmes ensuring appropriate action is taken to mitigate against risks. Ensure materialised risks are escalated and discussed with SROs, Team Leader or Head of Office as appropriate.
  • Schedule, plan and undertake visits to review programmes in coordination with partners and the programme team and draft back to office reports of key points and actions. Draft ToRs for visits and ensure all visit approval processes are followed (including gaining travel permits) and that there is timely completion of Flap sheets and TRA’s.


4. Policy (for all PM)

  • Contribute to policy discussions, carrying out any research and developing assessments as required.
  • Support delivery of corporate objectives for the wider British Embassy in Khartoum.
  • Support office strategic priorities through membership in at least one working group (e.g migration, youth, digital, VfM, anti-corruption and fraud, commercial).
  • Draft/ contribute to briefings as required and formal letters on behalf of senior staff.
  • Contributing to "new" SO/policy/programme priorities and ways of working through e.g. leading or participating in a thematic Working Group, supporting delivery of regular communications material, etc


5. Administrative (for all PM).

  • Oversee the delivery of returns to corporate requests through well manage processes, to ensure returns are of high quality and requirements are fulfilled within set deadlines.
  • Lead on the development of communications materials for the team, programme and projects.
  • Support the team and the wider office with administrative tasks as necessary.
  • Respond to enquiries from partners and HQ within 5 working days & respond to programme reporting within 2 weeks of receipts.
  • Provide support to the B2/ C1 as necessary in responding to corporate requests.
  • Contribute to the coordination of corporate business including leading on aspects of Communications, Parliamentary Questions, and letters from the public, high level briefing / submissions and ad hoc requests.


Learning and development

DFID is committed to being to be a learning organisation that values staff and their skills and where line managers nurture talent and improve performance. Our learning and development strategy includes ensuring staffs has the appropriate training to meet the requirements for the post as well as continuously learning and developing new skills to further enhance their capability and careers.

The post requires the job holder to:

  • Maintain up to date knowledge of DFID rules and procedures ('Smart Rules').
  • Complete all mandatory corporate training.
  • Complete DFID's internal finance, procurement, project management i.e. ARIES on-line module.
  • Gain familiarity with the new Aid Management Platform (AMP) is the new DFID programme management tool.
  • Develop knowledge of & experience in contract management.
  • Develop knowledge & understanding of the DFID Programme Management competency framework.
  • Line Management essentials (or alternative)


Requirements of the post.

  • Excellent project management skills, with a focus on delivering results.
  • Effective engagement and management (including line management) of a wide range of people from diverse backgrounds.
  • Excellent verbal and written English.
  • Proven financial management capabilities.
  • Ability to take initiative and manage own workload.
  • Effective time management skills.
  • Communication experience is strongly desirable but not essential.
    DFID competences are required in seven key areas for grade B1.
  • Seeing the Big Picture.
  • Delivering at Pace.
  • Leading and Communicating.
  • Delivering Value for Money.
  • Collaborating and Partnering


The full Job Description and Application Form can be found at:

    https://www.gov.uk/world/organisations/dfid-sudan/about/recruitment
 

DFID is committed to equal opportunities in its staffing policy and does not discriminate on the grounds of race, gender, age, religion, sexual orientation or disability. Selection will be on merit.


Important – HOW TO APPLY!!

• The candidate must complete and send the application form to: AfricaHRHubRecruit@DFID.GOV.UK with a copy of their most recent CV. The subject line MUST read "SUD/004".

• Failure to follow the outlined procedure might result in the application not being considered. The closing date for the vacancy is cop 27 March 2018. If no response has been received after 2 weeks from closing date, consider the application as unsuccessful.

• If you experience any problems with your application, request the application pack from the same email address listed above.
 









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