Program Cluster Manager – SEC

Our Client Heifer International is a global non-profit, humanitarian development organization founded by Dan West in 1944 dedicated to ending hunger and poverty and caring for the Earth by empowering smallholder farm families around the globe to become self-reliant and attain sustainable livelihood through economically viable animal agricultural enterprise. The global headquarters is located at 1 World Avenue, Little Rock Arkansas, USA. Heifer International has been working in Tanzania since 1974. Heifer International currently supports a wide portfolio of livestock development projects in 39 countries in Africa, the Americas, Asia and Central and Eastern Europe.  Heifer International Tanzania is one of the country branch offices.                                   

In light of this, Heifer International Tanzania is seeking to recruit one candidate for an anticipated major donor funded project in Tanzania.

POSITION TITLE: Program Cluster Manager – SEC

DUTY STATION:  Dar es Salaam

 [Describe overview of job mission

GENERAL POSITION SUMMARY: To manage and direct the overall program including all projects, budget and other assets, personnel partnership, advocacy, fund raising and reporting. Facilitate the development of implementation plans and budgets, allocation of appropriate resources to accomplish plans, ensuring that an appropriate monitoring and evaluation system is in place to track progress and deviations of project implementation. Facilitate smooth flow of information to and from all partners and donors. Ensure timely submission of reports to the right quarters. Ensure networking, liaison and representation. Ensure personal and professional development.

DETAILED RESPOSNSIBILITIES AND DUTIES

·         Manage the Heifer international Tanzania human, financial and material resources within a defined geographical area

·         Build and maintain strategic partnership with other development agents in the area

·         Ensure that the capacity of partner is built for efficient program delivery

·         Ensure smooth flow of information between the zone and partner institutions

·         Mentor and coach field development officers in their day to day interaction with project implementing partners

·         Ensure compliance to all engagements/agreements with all donors and partners

·         Lobbying and advocacy and resource mobilization within the geographic area

·         Ensure compliance of policies and procedures by staff

·         Monitors and evaluates activities to ensure that the mission of Heifer is achieved

·         Regularly assesses capacity of resources of the area to meet planned objectives

 Program and Project Management (Planning, Coordinating and Implementation):

·         Ensure that Program and project activities are implemented in accordance Heifer Tanzania’s procedures, principles and operational guidelines and in the general agreement with development partners.

·         Lead regular scheduled meetings with all staff in the Program Cluster

·         Coordinate the preparation, review and approval of operational project plans

·         Participates in the formulation of strategic and policy decisions related to the design, development, implementation and evaluation of all Peace Building Programs.

·         Work with funded organizations to develop detailed implementation plans and set operational and performance benchmarks;

·         Use feedback from monitoring and evaluation to work with organizations to strengthen program interventions;

·         Coordinate planning and execution of yearly calendars of activities (including extension follow-up) and budgets for the Program projects, in keeping with established HPI Tanzania procedures and development objectives.

·         Coordinate and supervise the training, extension and other program projects development activities as assigned.

·         Be keen on the successful start-up and execution of all program project activities assigned to staff and the planning and evaluation of all activities of new and old groups.

·         Coordinate the identification and recommendation for HPI Tanzania assistance, potential groups and institutions that meet HPI requirements (e.g. Cornerstones) for sustainable development.

·         Fully implement the agreed recommendations of internal (e.g. program evaluation, internal audit) and external evaluations as may be required.

Budgeting and Financial Control Project Management:

·         Implement the budgetary guidelines and financial routines and other compliances for the project under his/her responsibility

·         In collaboration with the  Senior  Finance and Administration Manager , to oversee use of  project funds and implementation of  financial controls

·         Monitors all project related financial transactions and expenditures to assure that the program and project activities are implemented within the approved budget.

·         Ensures that the program and projects receive the necessary professional, administrative, financial and other support for successful implementation of activities according to approved plans and schedules.

·         Prepare and submit Program and projects budgets and financial documents in accordance to the schedules, formats, annual dates and deadlines

·         Continuously evaluates the cost efficiency of the Program and project activities in the program zone and suggests changes and/or improvements as required.

·         In collaboration with Monitoring and Evaluation Manager, ensures monitoring and evaluation system is in place and functional that fulfills demands of specific projects and wider program

·         Work with Program Finance Officers to ensure all relevant operational financial procedures are followed

·         In collaboration with Monitoring and Evaluation Manager, ensures monitoring and evaluation system is fully implemented

·         Ensure that staff assist program project holder groups in budget and grant preparations for the consideration of HPI and other potential donors.

·         Work with the Country Director and other authorities of HPI to identify grant possibilities and other development opportunities; prepare and submit required documentation to the appropriate sources.

·         Implement the Program project budgets along the established HPI budgetary and financial policies and along the terms contained in the letter of agreement.

·         Carry out regular checks on the accounts of program project holder groups to ascertain that funds disbursed to them are used on approved budget items and in keeping with other budgetary requirements.

·         Fully implement the agreed recommendations of internal and external audit.

·         Prepare all required reports (technical, financial and general reports) on all program projects activities and others that are assigned to him/her from time to time.

 Human Resource Management

·         Promote delegation  to and empowerment of Field Development Officer

·         Provide advice, coaching, counsel and steering to all staff in the Cluster in collaboration with country Director

·         Provide regular support and supervision to staff under direct line management.

·         Coordinate and approve the formulation of individual work plans (with agreed indicators of achievement) based on project work plans and/or job descriptions.

·         Ensure regularly scheduled supervision and performance management meetings.

·         Coordinate and promote capacity building for technical staff and collaborator and delegates tasks for the efficiency, effectiveness and impact of the program projects.

·         Compiling of briefing packs (country Information) and briefing schedules for departing field staff

·         Coordinate briefings, debriefings and selection of field personnel

·         Liaison with HR department on routine human resource issues

·         Collecting & filing of relevant information, such as the security and evacuation guidelines

·         Collaborate with Country Director and HR unit to ensure up to date human resource forecasts are disseminated

·         To undertake monitoring and field staff and implementing partners supervisory visits to field project communities on behalf of Country Director

·         As a key member of the Senior Management Committee participates in the management of sensitive staff issues as and when deemed necessary.

·         Mentor and coach field development officers in their day to day interaction with project implementing partners

Monitoring and Evaluation and Report Writing

·         Develop and promote and document best practice examples and ensure documentation of experience and lessons learned.

·         Prepare and submit progress reports on program and project activities in the Cluster

·         Represent the Country Director at meetings and events in the program Zone.

·         Keep track of donor contract submission dates and deadlines and ensure the field are fulfilling their proposal and reporting responsibilities

·         Follow up management of reporting deadlines

·         Enhance existing systems, policies and procedures to manage and monitor the ongoing performance of programs and grantees;

·         Conduct pre- monitoring visits to assess the suitability of proposed projects and conduct assessments of partners.

·         Ensure the implementation of passing on the gift (POG) contracts within the groups to ensure that HPI assistance to each group has impact within the group's local community.

·         Ascertain that the "community controlled" POG arrangements of HPI Tanzania are fully implemented. POG contracts MUST be signed at the time of placement.

·         Fully implement the agreed recommendations of internal and external program evaluations

·         Prepare all required reports (technical, financial and general reports) on all program projects activities and others that are assigned to him/her from time to time in compliance with the timetable prescribed by the employer.

Resource Mobilization and Advocacy

·         Facilitate the identification of funding opportunities and developing winning grassroots development project proposals for funding

·         Represents and handle matters of interest to HPI Tanzania with the public, donors, volunteers, collaborators and partners with courtesy and tact

·         Engage in advocacy towards influencing pro-poor agricultural and other favorable socioeconomic policies

Networking, Liaison and Representation

·         Manage and maintain strategic networks/partnerships

·         Under the direction of with the Country Director maintain formal and informal communication mechanisms with government representatives, community partners and other stakeholders at the Cluster

·         Maintains a flow routine and other information from Cluster to Country Director through the Deputy Country Director.

·         Develop and promote best practice examples and ensure documentation of experience and lessons learned.

·         Support the Country Director to hosting Program and Project visitors to Program Cluster from government offices, other public or private bodies as well as donors

·         Support development of systems and ground rules for interactions among partners to ensure collaboration among program implementers is highly productive and efficient

·         Work closely with the Deputy Country Director to establish strategic partnerships that can enhance the programming and sustain the project;

·         Deliver formal and informal presentations on program and project activities in the Program Cluster

·         Represent the Country Director at meetings and events in the Program Cluster.

·         Maintain regular contact with other NGOs, donors, and governmental officials, including participating in coordination forums.

 Communication with / from the Field

·         Communicate directly with all Program Cluster Staff

·         Maintain field contact by coordinating and disseminating incoming/outgoing communications

·         Dissemination of incoming correspondence to the relevant departments and/or persons

·         Preparation and sending of correspondence (letters, e-mail, reports & fax etc.)

·         Provide information in public as requested required and approved by Country director

·         Responsible for identifying and recommending for HPI Tanzania assistance, potential groups and institutions that meet HPI requirements (e.g. Cornerstones) for sustainable development.

Personal and Professional Development

·         Continually update his/her administrative, intra- and inter-organizational skills to enhance the overall success of the Program.

·         Continually update his/her technical and managerial competency in all aspects of the program and development project management.

OTHERS

·         Carry out other duties that may from time to time be assigned to him/her by the Country Director, in the interest of HPI Tanzania and Heifer International in general.

QUALIFICATION, EXPERIENCE AND COMPETENCIES

·         Msc in Community Economic Development/ National Development and Project Planning

·         Msc  Veterinary Medicine (Pharmacology) / Animal Production

·         A minimum of ten (10) years experience primarily working in at community based development

·         Experience in donor relations, strategy and proposal development.

·         Ability to plan and ensure the implementation of projects, management and report on resources effectively.

·         Ability to travel within the country and possibly internationally.

·         Managing and executing multiple tasks.

Application procedure.

Only email application with the position title placed in the subject line is accepted .Please send your application to recruitment@hrsolutions.co.tz  please note that the application deadline is 15^th December 2014 and only SHORTLISTED CANDIDATES WILL BE CONTACTED.

Please include

1.        Cover letter

2.        Curriculum vitae with name and telephone contacts of three referees.

3.        Copies of relevant certificates

4.       Salary history.