HSNP Program Manager - Samburu at National Drought Management Authority

Position Summary/ Purpose

The Program Manager will be required to coordinate and support the implementation of Programme operations in the County according to the design and approved plans of the Programme by:

• Being the HSNP focal person at the County level while representing NDMA.
• Diligently and faithfully and to the best of his/her ability perform his/her duties in accordance with existing Authority’s Regulations, Policies and Procedures.
• Keeping a strong liaison with the County Drought Coordinator on a day-to-day basis and report to him/her the issues of concern especially the ones related to the cash transfers to beneficiaries and seek his/her advice in resolving them.
• Building a strong relationship with all stakeholders in the County to make sure that the programme has ownership of the local stakeholders and that the stakeholders are kept informed of the programme design, implementation and other aspects.

Key Responsibilities;

Duties and responsibilities will entail: -

• Provide key inputs to the County Drought Coordinator and KSEIP-HSNP Operations Manager for capturing the issues specific to your County in the planning and implementation of HSNP Operations;
• Lead on planning and implementation of all operations of HSNP in the County.
• Conduct County Technical Coordination Group (CTCG) meeting with the PSP (Equity Bank), every week, to provide key inputs for decisions on HSNP Cash Transfer issues especially the beneficiary cases and also seek feedback from the representative of the payment service provider.
• Identify key issues arising in the course of implementation of the programme and take remedial actions with the approval of the County Drought Coordinator
• Act as HSNP focal person at the County level while representing NDMA.
• In consultation with the CDC, proactively engage with stakeholders, including County level Central Government representatives, the County Government and other local stakeholders in order to build support for the programme.
•  Facilitate the implementation of HSNP communication strategy to ensure that all beneficiaries are aware of the programme and able to engage with it effectively.
• Monitor the performance of Programme officers in making sure that the SMS/Voice messages that are delivered to Chiefs, Assistant Chiefs, Payment Agents and others for payments, are also communicated to the people in their locations and sub-locations by the respective Chiefs and Assistant Chiefs through Barazas.
• Make sure that the payment lists are shared with the programme officers before every payment and monitor the performance of Programme officers in making sure that the lists are also distributed amongst the Chiefs and Assistant Chiefs. Also, to make sure that the lists are posted outside the offices of Chiefs and Assistant Chiefs. People should be made aware of these lists and helped by Chiefs and Assistant Chiefs for confirmation of their names. The lists should also be read out to the people during the Barazas before every payment is made.
•  Randomly also monitor these Barazas on your own, in addition to indirectly monitoring them through performance monitoring of work of Programme officers.
• Lead on implementation of communication and mobilization campaigns in the County for all operations of HSNP in coordination with the communication specialist of KSEIP-PMU, CDC, County government and other relevant stakeholders especially for identification of missed out households, registration of missed out households in the Programme, National ID registrations, Bank Account opening, Bank Account Card distribution, cash transfers, case management, capacity building and any other activity.
• Undertake communications activities within the County to:
• Ensure that all programme officers, chiefs, agents and beneficiaries are aware of programme processes so that they can effectively participate; and
• Build support for the programme across the County.
• Make sure that the programme officers are processing their cases on a day to day basis
•  Make sure that the programme officers are collecting the case management forms and swapping memory cards for ID copies with the chiefs, every two weeks.
• Make sure that all the cases that are processed by the programme officers are accompanied with the scanned copies of the case management forms and ID copies of the case applicants.
• Make sure that the programme officers are making case approval recommendations by adding specific comments to each case, for your assistance and record.
• Review all the case management forms and verify them against the household registration, payment and historical case management information from the KSEIP-HSNP MIS, ID and case management form, scanned as part of the case. Any cases that are incomplete or incorrectly filled up and processed form approval by the programme officers, should be rejected/returned for completion/correction with comments. Approved ones with comments will be passed on to Case Management team at Nairobi for further review and final approvals/rejections.
•  Approve/reject Case Management requests (Update and Complaints cases) processed by the programme officers on a day to day basis and add specific comments to each case while approving/rejecting;
•  Also, review and approve/reject, all the complaints that are registered in the system through SMS, web form, complaint form, telegram, CMS, helpline and other channels
•  Manage the MIS reporting and operational interface(s) of HSNP in the County, especially for case management and to monitor the data patterns from the dashboards on registration, payments and CMS;
• Investigate and resolve updates and complaints at the County level, together/in consultation with the PSP (Equity Bank.)
• Track outstanding cases to ensure that they are resolved
•  Report as necessary on the status of cases to HSNP HQ PMU and county/subcounty stakeholders as appropriate.
•  Lead effective troubleshooting in liaison with the HSNP HQ PMU, mobilizing the necessary additional resources for effective implementation.
• Engage and work with relevant institutions like the KNCHR, the office of the Ombudsman and others to address beneficiary rights issues.
• Participate in facilitating acquisition of National IDs by programme beneficiaries through engagement with the County Registration staff of NRB and also make sure that the programme officers are doing this at their levels;
• Generate reports as required by CDC and/or KSEP-HSNP OM. dd)Develop and implement a detailed County registration plan in close coordination with the CDC and HSNP-Pos, in accordance with the guidance received from KSEIP-HSNP OM.
• Facilitate HSNP-Pos in developing and implementing a registration training plan for enumerators and their team supervisors in their sub-counties.
•  In consultation with HSNP-Pos, facilitate development of communication training plans for Chiefs, school teachers and others in their sub-counties.
• Coordinate with Program officers for implementation of advance communication for registration and other operations as per the operational plan.
• Provide regular technical assistance on registration to Programme officers and registration staff of the County.
• Randomly monitor the registration activities in the field especially communication, data enumeration and validation.
• Make sure that all the team supervisors are regularly shadowing the enumeration activities and programme officers are monitoring the work of registration staff.
• Address issues of households on registration including missed out complaints, incorrect/incomplete data collection, biased data collection, fake data collection etc.
• Continuously identify trends of enumeration patterns, over productivity of enumerators, under productivity of enumerators and errors for a monthly meeting with sub-county programme officers.
• Make sure that the programme officers are monitoring the work of validation officers and re-enumeration of selected households of enumeration team members is done regularly.
• Make recommendations on removing and replacing the enumerators that are unable to collect data correctly. The decision making on enumeration data acceptance and replacement of enumerators will be taken in consultation with the CDC, KSEIP-HSNP OM and NDMA HR Manager.
• Manage and resolve issues of serious nature involving politics, complaints, grievances, staff behavior, resource issues, productivity issues and any other issues of significance. pp)In consultation with other NSNP programme stakeholders, make sure that the programme officers carry out the community-based validation process with the help from Chiefs, Assistant Chiefs, village elders and others to validate beneficiaries for HSNP and other NSNP CTs.
• Randomly monitor field activities involving interaction with the beneficiaries for collecting their complaints and updates around HSNP operations. The randomized sampling of the beneficiaries will be facilitated by M&E and MIS specialists at KSEIP-PMU.
• Identify any issues arising with the implementation of HSNP and lead effective troubleshooting in liaison with the KSEIP-HSNP OM.
• Be responsible for following HSNP security guidelines with respect to project staff and assets.
• Supervise and coordinate work of Pos, HSNP team.
• Make sure that the programme officers work from their sub-county offices and not from the county office of NDMA.
• Randomly monitor the sub-county offices of programme officers to make sure that they are implementing their ToRs in letter and spirit. Also make sure that the beneficiaries are helped in their offices and cases are regularly and timely logged and processed by the programme officers.
• Regularly share minutes of all CTCG meetings with CDC and HSNP NTCG through Operations Manager;
• Facilitate CDC office in procurement of goods/services for HSNP operations in line with the procurement guidelines.
• Manage all programme officers in the county for delivery on their expected ToRs, their capacity building, technical assistance and performance reporting.
• Approve PO logistical support, travel, allowances, etc.
• Identify key issues arising in the course of implementation of the programme and take remedial action. bbb) Act as HSNP operational point of contact at the county level.
• Act as Secretary to the County Technical Coordination Group.
• Convene other HSNP related meetings with stake holders as necessary. eee) Along with the CDC, proactively engage with stakeholders, including Central Government representatives, the County Government and other local stakeholders in order to build support for the programme.
• Report and provide timely advice on security issues and incidents.
• File regular progress reports on all project activities to KSEIP-HSNP OM, CDC and NDMA HR; monthly, quarterly, half yearly and annually.
• Perform any other relevant duties as assigned by the CDC and KSEIPHSNP OM.
• The HSNP-CPM in the county will be equipped with a computer/laptop/tablet with access to HSNP MIS operational and reporting interface, especially designed for the position under a secure login.
• The mobility of HSNP-CPM will be ensured through appropriate provision.

Qualifications

For appointment to this grade, a candidate must have:

• Bachelor’s degree in Social Sciences, Statistics and Economics or other equivalent qualifications from recognized institutions.
• A Master’s degree in Social Sciences will be an added advantage.
• Minimum of 5 years’ experience in social protection and/or cash transfers or other relevant experience.
• Proficiency in English, Swahili and a local language.
• Must be Computer literate with proficiency in the use of Microsoft Office suite.