Operations Programs Support Manager at Heshima Kenya

Primary Responsibilities:

Program Planning and Management

· Provide technical support to program managers and coordinate with the other heads of functions in development of annual project description and aligned budgets, monthly, quarterly and annual work plans as well as procurement plan(s)

· Lead and coordinate the program managers, M&E and finance functions in development of annual Operational plan, before September of each year and submit the same to the CD for review and submission to the Board of Directors for Approval

· Leads in the development of concept notes and full proposal development for all programs ensuring they meet set donor requirements and standards before submission to the Country Director for final review and submission to donors.

· Closely monitor approved individual programs and project budgets to ensure timely and efficient investment

· Strictly ensure proper adherence to conventional internal controls and segregation of duties within the various functions

Policies and procedures

· The OPSM will coordinate with relevant heads of departments and ensure systems and processes are in place to comply with HK operational policies and procedures, standards and legal requirements in the areas of finance, administration & logistics, ICT, security and disaster preparedness.

· Partake in enhancing existing operational policies, procedures, systems, structures and standards as well as development of the same as may be required from time to time

· Ensure compliance to donor/partnerships requirements per the signed LOAs

· In liaison with the Country Director and Director of Financial Operations to determine individual program scope and annual budgets in line with Heshima Kenya strategic plan and make communications on the same to the programs managers for implementation

Risk Management:

· Lead program managers and other functions in development of disaster preparedness plan and periodic review of the same as will be required from time to time

· The OPSM will ensure systems and processes are in place to identify and manage program risks including developing, updating and reviewing the program and other functions risk registers in line with the Heshima Kenya related to the same policy.

· With support from other heads of functions, OPSM will ensure all operational risks are adequately identified, assessed, mitigated and reported through the risk registers to the appropriate offices for any further action(s).

· Strategic planning: contributes to the strategic development and management of the Heshima Kenya Operation Office by developing policies, guidelines, tools, and processes to ensure optimal practice in program operations and further develop all program support needs to support the Organizations Strategic Plan.

· Ensure efficient and effective functioning of all program operations, including organizing program meetings, documenting the proceedings, ensure timely management of information and performance management issues related to all the program

Support to programs

· Oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures e.g. procurements, storage, transportation and distribution of program items by working closely with the support functions of finance, procurement, human resources and administration for effectiveness and efficiency in delivery of program strategic objectives and annual targets.

· The OSPM will be responsible for development of terms of reference for all program evaluation and research work to be undertaken by consultants and submits to the CD for approval

· Supports the M&E coordinator in developing and setting up effective programs monitoring and evaluation systems, research and setting up the appropriate structures to support in improving program quality, efficiency, effectiveness and sustainability.

· Support the M&E function in establishment of an effective data management system and ensure proper management of data by all programs for timely program delivery and reporting

· Provides oversight in ensuring compliance and coherence of Heshima Kenya’s Child Protection Policy at all times to safeguard and protect children from all forms of abuse and ensures that all child protection issues are effectively handled; communicate relevant and urgent details to focal staff and any emergency cases to the Country Director.

· Take lead in Coordinating program activities towards achieving expected results in accordance with monthly, quarterly and annual the work plans in line with set organization standards and donor requirements.

· OPSM will be responsible for coordination of partnerships and networks at the programs/project implementation level

· Lead in organizing Heshima Kenya Outreach activities and visibility at the community level

· Participate in partner and donor meetings, support donor outreach as may be designated by the CD

· Support in strengthening Heshima Kenya’s referral network.

Reporting

· Ensures timely preparations of monthly, quarterly, and annual program progress reports as well as inputting ultimate quality before submission to the Country Director. This entails respecting the deadlines set in the program calendar.

Staff Supervision and Coordination

· Responsible for day today supervision and coordination of all program managers and supporting them in supervising their teams

· Responsible for day today conflict resolution among the program staff

· Provides coaching and mentorship to all programs staff for effective and efficient delivery of program objectives

· Sets and approves performance based Annual Individual Accountability Plan with each program manager and monitors compliance of the same throughout the year. S/he will also guide the program managers in development of the Annual Accountability Plans for their supervisee and ensures filling of the same with HRO

· Undertakes bi-annual and annual performance appraisals for her/his supervisees on timely manner and submits copies of the same to HRO for filing

· Provides support to the program managers in conducting mid-year and annual appraisals for their teams and ensures timely submission of the same for filling with HRO

· Supports individual program managers and their supervisees to improve on their performance by setting performance improvement plan as may be required from time to time for indivdiaul cases

· Undertakes any other roles as may be assigned by the supervisor

Required skills, experience and academic qualification

The successful candidate will be expected to have a minimum of the following

• Masters degree in project planning and management/business administration /any other social science discipline
• First Degree in Social Sciences, Economics, , Political Science
• Over 5 years’ experience in Project Cycle Management Processes (project planning, implementation and management)
• Strong skills in providing operational support across all functions in an organization
• Strong skills and experience in strategic planning and management
• Practical understanding of various community participatory methodologies
• Clear understanding of budgeting process and project budget management
• Over 6 years’ experience working at senior management level in Non - profit Organizations
• Proven and sound people management skills including team building skills, performance management, conflict resolution and management, coaching and mentoring
• Strong leadership and relationship building skills
• Stong communication and administrative skills
• Good interpersonal relation and persuasive skills
• Strong skills in proposal development and report writing
• Monitoring and evaluation skills including setting up monitoring and evaluation systems
• Good understanding of donor relations and current trends in non-profit Organizations
• Good in negotiations
• Kenyan Citizen with proven record of integrity and performance.