POSITION: PROGRAM COORDINATOR – WERISE AND PATHWAYS
Organisation Context:
CARE is a leading humanitarian
organization dedicated to fighting poverty and social injustice with a special
emphasis on women and girls. CARE Tanzania is part of CARE International,
whose vision is to seek a world of hope, tolerance, and social justice, where
poverty has been overcome and people live in dignity and
security. CARE International is a global force and a partner of
choice within a worldwide movement dedicated to ending poverty. We
are known everywhere for our unshakable commitment to the dignity of
people. CARE Tanzania and partners contribute to the empowerment of the
most marginalized and vulnerable rural women and girls to exercise their
rights.
Job Summary
The Program Coordinator (PC) will
provide overall leadership and coordination for ensuring the accomplishment of
the objectives of Pathways and WE-RISE Program Initiatives under his/her
responsibility. The position will be responsible for providing strategic
decisions on scaling up or sustaining key program initiative results, assist
Assistant Program Coordinators/Program Managers (PMs) assigned to the program
initiative(s) for effective implementation of their respective activities. In
consultation with the supervisor and in collaboration with the program
initiative staff the PC ensures PMs develops Annual Performance Agreement and
Assessment (APAA) and budgets. Through working with respective PMs the PC
facilitates recruitment of qualified staff and ensures that a functional
Monitoring, Evaluation and Learning plan is in place. The PC promotes
highest level of staff performance and that ensures all supervisors provide
coaching, mentoring and counselling to the staff. Establishes and maintains
effective working relationships with key government partners, donors and NGOs
working in the same geographic areas. It also involves creating and
strengthening relationships with partners currently receiving financial support
from Pathways and WE-RISE donors especially those implementing complementary
activities.
The PC is also responsible in identifying
funding opportunities for ongoing and new program initiatives and to initiate
and participate in the design of programs and program initiatives. Further, he
is responsible for creating, fostering and maintaining country specific and
global partnerships that support the program. This position requires
facilitating development of quality proposals and timely approval of Civil
Society Organizations (CSO – partners) proposals and coordinating transparent
system of disbursement of grants accordingly. The coordinator represents the
program initiatives in various internal and external partners and stakeholders
meetings.
S/he is expected to maintain
effective working relationships with other CARE staff working with other CARE
program initiatives and impact groups. S/he is also expected to coordinate and
maintain linkages with the Pathways core team from CARE USA, creating a
feedback system and seeing to it that technical advice and other support is
followed through.
Key Responsibilities and Tasks
Job Responsibility #1:
Staff and Performance Management
|
20% of time
|
§
Supervises leads, orients, trains, coaches,
supports and ensures high morale of subordinates including Program Initiative
Managers, Project Accountant, Program Quality & Learning Officer, and technical
officers for Pathways and WE-RISE.
§
Builds the technical and managerial capacity of
Pathways and WE-RISE staff in planning and implementing program initiatives
effectively and efficiently;
§
Recommends or initiates personnel actions such
as promotions, transfers, terminations, and disciplinary actions including
performance improvement plans for Pathways and WE-RISE Staff;
§
Promotes and models a working style based on
strict adherence to the organizational core values;
§
Completes all performance management activities
for Pathways and WE-RISE including: performance planning, monitoring, and
annual performance agreements and assessments, Personal activity reports and
provides ongoing feedback to staff.
§
Identifies capacity and skills gaps for managers
and technical staff for Pathways and WE-RISE and facilitates staff capacity
building initiatives using processes such as staff performance appraisal
assessment and talent management assessment. This includes finding ways
to motivate staff.
§ Takes
responsibility for new hire staff orientation.
§ ensure
an equitable spread of work amongst staff
Job Responsibility #2:
Program Initiative Planning and Implementation
|
20% of time
|
§
Ensure quality and accountability for
delivering program and project outcomes
§
With the program initiative team, the PC
analyzes past experiences to systematize and incorporate lessons learned into
the planning process;
§
Based on past accomplishments and achievements
adjusts program targets, strategies, resources and delegation of
responsibilities to ensure appropriate progress toward program initiative
objectives;
§
Shares draft plans with program initiative’s
management team, staff and partners involved in the implementation and
incorporate their input into the plan;
§
Submits annual plans as per established
schedules to all relevant stakeholders.
§
Organizes the implementation process of all set
targets planned for each program initiative with respective supervisors,
experts and other concerned staff working within program departments/section;
§
Ensures that all staff have updated monthly and
quarterly implementation plans;
§
Periodically visits field activities and provide
formal and informal feedback to the staff in terms of adequate and inadequate
progress as well as recommendations for improved performance;
§
Maintains ongoing communication with program
initiative’s stakeholders regarding program progress and challenges;
§
Continuously assesses program initiative’s
context, assumptions and changes in the working environment to ensure that the
focus, strategies and activities remain relevant and to proposed adjustments
when needed.
§
Manage and understand risks and offer problem
solving advice to senior managers
§
Coordinates work plans from various program
initiatives to ensure smooth implementation to achieve quality results.
§
The PC collaborates with Program managers to
make strategic decisions and defines strategies to execute the decisions
reached.
Job Responsibility #3:
Program Initiative Budget and Resource Management
|
20 % of time
|
§
In collaboration with finance staff prepares
annual budgets based on Pathways and WE-RISE program initiative’s proposal and
ensures compliance with donor requirements;
§ Ensure
adherence to CARE’s financial and administration (including property and
procurement) policies and procedures.
§ Create
understanding among his/her staff on the financial and procurement procedures,
regulations and the respective donor requirements, and monitors
compliance.
§ Facilitate
preparation of Pathways and WE-RISE annual program initiative’s budget and
regular cash flows.
§ Manage
Pathways and WE-RISE program initiative’s funds and ensures efficient utilization
of funds for maximum impact.
§
Monitor monthly budget burn rates and make
adjustments in implementation or budget re-alignments when needed.
§ Collaborate
with finance personnel and other relevant staff (e.g. Sub-Grants Manager or
Officer) to produce quality, accurate and timely financial reports per donor
requirements.
§
Create enabling environment for smooth Internal
and External Audit(s) and monitor and facilitate responsiveness to audit
findings and recommendations.
§
If applicable, monitor contractual obligations
for match/cost share requirements, including expenditure reporting.
§
Ensure effective close-out of program initiative
grant/contract per CARE Tanzania’s Program Initiative Close-out Checklist.
§
If applicable, facilitate program initiative’s
sub-grant procedures and processes to be in compliance with CARE USA’s
Sub-grant Management Policy.
Job Responsibility #4:
Program Initiative Monitoring, Evaluation, Learning and Reporting
|
15% of time
|
§
Testing and adapting, in collaboration with
other program team of staff and partners, the Pathways and WE-RISE program’s
theory of change;
§
The PC ensures that Pathways and WE-RISE
Programs Initiatives include an appropriate log-frame and baseline design;
§
Develop and implement the Pathways and WE-RISE
program initiative’s impact measurement system that includes: collection of
baseline and periodic data for tracking program initiative performance and
decision making;
§
Write quarterly, semi-annual and annual quality
program progress reports for Pathways and WE-RISE;
§
Plans and facilitates Pathways and WE-RISE
annual program review meeting to assess progress, adjust plans, and
draw/disseminate lessons learned;
§
In collaboration with project managers,
coordinates the implementation of program mid-term and final evaluations.
§ Visiting
project sites with responsible managers and technical officer to track
progress, encourage recording of achievements and advise on ways to address
challenges.
§ Facilitate
documentation of achievements, lessons learned, and promising practices.
Assist staff to prepare human interest stories.
§ Organise
and conduct reflective learning forums (meetings, workshops, etc) internally
and externally with Pathways and WE-RISE program initiative stakeholders
including government.
§ Facilitate
forward accountability mechanisms to monitor our program quality and impact
with those we work with.
§
Keep up to date with developments in assigned
technical/functional area, including best practice examples and ensure ongoing
personal development and learning.
§
ensure information requirements are met
for all relevant stakeholders including preparation of ad-hoc reports when
requested by donor
§
Job Responsibility #5:
Program Initiative Development: Identifying funding opportunities for the
program as well as initiating and participating in the design of
program initiatives
|
10% of time
|
§
The position plays a role of Identifying future
funding opportunities for agriculture and food security programs.
§
Liaise with the CO management to work on concept
notes and program and program initiative design related to agriculture, food
security and climate change through operationalizing key approaches to Women
and Girls empowerment.
§
Take part in exploring strategic funding
opportunities and proactively climate smart agriculture/ Initiative
ideas/concepts to NRCC TU Director.
§
Build CARE and partner staff capacities
especially in planning and conducting underlying causes of poverty and
vulnerability assessment to the impact group/sub-population and devise
strategies to address them.
§ Advise
on the need for any additional specialist input and oversee contracting and
management of such input.
Job Responsibility #6:
Networking, Learning and
Representation
|
10% of time
|
§
Establishes and maintain communication
mechanisms with government, community partners and other stakeholders in the
agriculture and food security sector;
§
Makes formal presentations to the counterparts
about program initiative’s progress, challenges, lessons learned and needed
adjustments;
§
Shares good practices with other actors in
country and internationally, and ensures ongoing personal development and
learning;
§
Develops strong team spirit among staff under
Pathways and WE-RISE Program Initiatives.
§
Develop and strengthen partnerships with AACES
partners and Gates grantees and actively participate in coordination and
program development events as advised by respective donors
Job Responsibility #7:
Promote Gender Equality (including)
|
All the time
|
§ Practice
a behaviour that is consistent with CARE’s core values and promotion of gender
and diversity goals.
§
Plays a leadership role in identifying and
implementing initiatives that enhance CARE’s commitment to gender and
diversity.
Job Responsibility #8:
Perform Other Duties as Assigned (including)
|
5% of time
|
§ Implement
and ensure staff safety and security procedures are followed and provide
guidance to staff as required.
§
When applicable, participate in emergency
response and recovery efforts in the event of an emergency in his/her program
area.
§
Potential Member of the Country Office
Leadership Team (CLT) or any other team created in the Country Office as
informed.
Competencies
·
Excellence: Sets high standards of
performance for self and/or others; successfully completes assignments; sets
standards of excellence rather than having standards imposed; ensures
interactions and transactions are ethical and convey integrity.
·
Integrity: Maintains social, ethical, and
organizational norms; firmly adheres to codes of conduct and ethical
principles inherent to CARE.
·
Respect: Behaves in a manner that
reflects a true belief in and appreciation for the dignity and potential of all
human beings. Gaining other people’s confidence and setting an environment of
trust and openness.
·
Diversity: Promotes, values and respects
each individual’s unique qualities, background, race, culture, age, gender,
disability, values, lifestyle, perspectives or interests; creates and maintains
a work environment that promotes diversity.
·
Communicating with Impact: Diplomatically,
logically and clearly conveying information and ideas through a variety of
media to individuals or groups in a manner that engages the recipient / audience
and helps them understand and retain their message.
·
Managing Performance: Establishes a
culture which encourages CARE Tanzania employees and their units to take
responsibility for achievement of high-level organizational performance by
constant improvement in business processes, skills, behaviors and
contributions; working with managers to set ‘smart’ objectives consisting of
clear milestones; Identify development needs; Providing constructive and
continuous feedback by managers.
·
Facilitating Change: Supports and manages
the change process at CARE-Tanzania by developing a culture affirmative of
change; encouraging others to seek and act upon opportunities for different and
innovative approaches to addressing problems and opportunities; critically
analyzing evolving and fluid situations; facilitating the implementation and
acceptance of change within the workplace; actively engaging with resistance to
change.
·
Strengthening Partnership: Identifying
and utilizing opportunities within and outside of CARE Tanzania to develop
effective strategic relationships between one’s area and other
areas/departments/units or external organizations to achieve CARE’s objectives.
·
Strategic Decision Making: Establishes
and supports a course of action to achieve CARE’s long-range goals after
developing alternatives based on logical assumptions, contextual and systems
analysis, resources, constraints, and organizational values.
·
Coaching: Sets challenging performance
expectations while clearly communicating confidence in the individual's ability
to excel; addresses performance gaps; rewards and celebrates accomplishments.
·
Management Excellence: Makes the
connection between values and performance. Influences the performance of
others, and ultimately, the performance of the organization. Sets direction,
coaches & develops, promotes staff wellness & safety, practices &
promotes compliance, models gender equity & diversity, communicates
effectively.
·
Building Commitment: Uses appropriate
interpersonal styles and techniques to gain acceptance of ideas or
plans; modifies
one’s own behavior to accommodate tasks, situations, and individuals involved.
·
Developing Teams: Using appropriate
methods and a flexible interpersonal style to help build a cohesive team;
facilitates the completion of team goals.
·
Initiating Action: Takes prompt action to
accomplish objectives; takes decisive action to achieve goals in times of
uncertainty or in fluid contexts; is proactive;
·
Delegating Responsibility: Allocates
decision-making authority and/or responsibility as appropriate to maximize the
organization’s and individuals’ effectiveness; inspires collective ownership of
decisions and required actions.
Qualifications (Know-How)
Education/Training
Required
§
A Bachelor Degree in Agriculture/Natural
Resource Management or equivalent is required;
·
Extensive program knowledge with training in
Project Management and other relevant skills
Desired:
·
Masters in Agriculture/Natural Resources
Management or equivalent is an asset;
Experience
Required
·
A minimum of 5 years experience working at
senior level in international NGO is desired;
Desired
§
Five years experience in coordinating / managing
programs
§ Knowledge
on finance, community development, project planning and management,
administration
Technical Skills
Required:
·
Project
finance management experience (administering program budgets, proficiency in
project finance reporting
·
Grants
management experience, including the awarding, administration and monitoring of
small and medium-sized grants to local partners;
·
An approach to
mirror our core values: commitment, accountability, respect, effectiveness and
diversity;
·
Ability to
work and communicate with a range of stakeholders including policymakers and
government officials, NGOs, the media, community representatives;
·
Able to
provide technical assistance in the area of gender and women’s empowerment to
ensure that programmatic strategies are addressing unequal power relations;
·
Strong ability
to engage with communities and capability;
·
Proficient in
Computer with knowledge in Microsoft Office Suite, Internet usage;
·
Ensuring that
gender and power dynamics related to communication are taken into
consideration;
·
Ability to
thrive in team environments, with a strong understanding of diversity and other
cultures
·
Excellent
written and oral communication skills, with a fluent writing style and good
knowledge and practical use of both English and Kiswahili
Our diversity is our strength; we encourage people from all
backgrounds and experiences, particularly women, to apply
MODE OF APPLICATION: Apply through hrm@co.care.org to Country Director by 20
January 2014 with a motivation letter, a detailed Curriculum Vitae and 3
Referees.
PROGRAM COORDINATOR – WERISE AND PATHWAYS
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