Program Coordinator at International Rescue Committee

Scope

The Program Coordinator is responsible for the implementation of IRCs high quality, innovative programs in close coordination and collaboration with the field coordinators and program managers in the various program locations. The role has a particular focus on driving program implementation, leading the program managers in implementing high quality projects with particular attention to translating program quality standards into actions, enabling the program integration plans and supporting expansion into newly accessible geographic areas. S/he will ensure timely and effective planning, budgeting, program delivery, and coordination in all IRC program locations. The PC will provide a focus on outcomes, client responsiveness, and represent IRC programs to major stakeholders, relevant government authorities and other program partners in the field.

Responsibilities

Program Implementation

• Ensure effective grant start-up, progress towards program deliverables is systematically tracked using key indicators and actions are taken as a result of this monitoring.
• Lead the field team in annual program design review and planning process to develop annual work plans and budgets that meet the needs of both the beneficiaries and the donors.
• Ensure adherence of program implementation with donor and IRC policies.
• Lead in the development of programme work-plans with clear objectives and achievement benchmarks, long-term and short-term priorities, implementation plans, financial projections and tools for evaluation.
• Ensure the alignment of workplans with IRC and project plans and continuously review progress of IRC and partners implementation.
• Program Budget holder: Coordinate with the finance, grants and partnership department and support program managers to ensure sound budget development and spending oversight through the use of adequate financial management tools, including regular BVAs and spending plans review.
• Inventory management: Support the development of relevant tools to support requestion, utilization and report of supplies at different service delivery pints and ensure effective linkages with the inventory management system.
• Ensure effective forecasting and launch of procurement processes from programs team and ensure appropriate tracking of commodity utilization.
• Conduct supportive supervision of IRC programs ensuring effective utilization of resources (human, financial, equipment, infrastructure). Facilitate and actively participate in joint supervision visits with the technical coordinators, finance, grants, supply chain coordinators.
• Coordinate high-level reporting on program implementation win collaboration with the grant officers. Ensure that donor reports produced by the programs team effectively demonstrate the impact of IRC’s interventions.
• Ensure program coordination where there are cross-cutting themes and work together with the managers to effect this according to program work plans. Foster program integration among IRC sectors and with partners in line with programmatic needs and donor commitments.
• A member of the Emergency Team in the field and support scale up of interventions at the sudden onset humanitarian response and during the deployment phase.

Business Development

• Lead the field level proposal development process in conjunction with grants officers and conduct final review in collaboration with the operations, finance, and HR grants managers. Ensure high quality and accuracy of proposals coordinating and consolidating operational, technical and strategy input.
• Conduct engagement with key stakeholders, donors, and other funders in collaboration with the Field Coordinator and under guidance of the Senior coordinator for Program Implementation and the Senior Grants Coordinator.
• Represent the IRC Kenya with humanitarian donors including accompanying strategic donors on field site visits.

Partnerships

• Contribute to achievement of goals related to the SAP partnerships ambition including identification and onboarding of Strategic Partners
• Embody and model IRC values related to partnerships (partner as equals, partner first etc.) and lead this approach in implementation of IRC projects in the project locations.
• Enable development and maintenance of strategic partnerships with local organizations.
• Provide support to partnerships team to address any program implementation challenges in the field.
• Regularly report on progress on partner implementation and work with the field coordinator to clear any inter-departmental obstacles.

Representation and Advocacy

• In coordination with the Field Coordinator, actively develop and maintain effective working relationships with stakeholders including local communities, government actors, UN agencies, international and local NGOs, and other relevant actors.
• Liaise with county and governments, donors, NGOs, and other operational partners in the field via attendance at meetings, consultations, and other forums.
• In coordination with the Field Coordinator, organize for and facilitate donor and other stakeholder visits supporting staff in the smooth design and running of field visits including development of program updates.
• Identify areas of programming that need advocacy and share with the Advocacy department at IRC.

Monitoring, Evaluation, Accountability & Learning

• Facilitate internal and external monitoring of program implementation ensuring adherence to work plan, adaptation to evolving situation. Custodian for the implementation of follow up actions from field monitoring visits in conjunction with the program managers and field coordinator.
• Together with the program manager and M&E manager, support monthly program performance reviews and analysis ensuring translation to progress analysis and program adaptation.
• Provide inputs to regular data quality audits (DQAs) and joint monitoring visits with the MEAL team.
• Together with the technical and MEAL team align planned assessments with program needs.
• Contribute to the implementation, and analysis of all assessments and surveys.
• Lead in organizing and conducting sector specific integrated supportive supervision to all IRC project sites and health facilities.
• Review and adoption of data and inputs to the Annual Statistics activities
• Enhance the use of Program Indicator Dashboard (PID) and other MEAL-related technology for program implementation at the field level.
• Coordinate with the client responsiveness manager to ensure client feedback is reflected in program implementation and used strategically to adapt programming and organizational policies were applicable.

Staff Management and Development

• Coach direct reports with the aim of strengthening their program management capacity, exchanging knowledge within the team, and providing professional development guidance.
• Supervise and mentor direct report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented semi-annual performance reviews.
• Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
• Lead and model successful adherence to IRC’s Global HR Operating Policies and Procedures.

Country Program Management

• Actively participate in and contribute to strategy discussions, including SAP revision processes
• Stay updated on new IRC priorities, policies, or process updates and ensure Grants & Partnerships and MEAL units are informed of any changes.

Qualifications

• Master’s degree or equivalent experience in international development or related subject. Qualifications in IRC core sectors (Health, Nutrition, WASH, Food Security) will be preferred.
• At least 6 years of experience working in program management Demonstrated experience in program management, project design and use of project design tools.
• Experience managing programs in relevant technical area(s) that may include, health, reproduction health, Nutrition, Gender, protection, women empowerment, economic strengthening, and WASH.
• Should possess minimum 5 years experiences in humanitarian and development work including managing humanitarian relief and/or development programs in areas affected by large scale displacements due to conflict and chronic food and nutritional insecurity.
• Demonstrated experience in supervising and mentoring staff and with strong commitment to staff capacity development; Demonstrated qualities of leadership, sensitivity to cultural settings, communication skills, commitment, and sound judgment.
• Knowledge and experience of government systems
• Aptitude to adapt to a different context regarding security, culture, climate, or health issue, demonstrated by experience outside of country of origin.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines, and work independently and cooperatively with team members.
• Fluency in English in addition to superior writing/editing and budget skills
• Good communicator with strong organizational, time management and analytical leadership skills
• Excellent inter-personal, cultural, and diplomatic skills
• Working in a Non-governmental organization will be an added advantage.