Programs and Operations Manager
INTERSOS
Total years of experience :16 years, 3 Months
The responsibilities include two main components: the global supervision of Tripoli and Akkar bases and their daily operational functioning and the direct management of the projects in the North.
Base Management
• responsible for the whole coordination and supervision of the support functions (admin/finance, Logistic and procurement, human resources and security) at base level, in coordination with relevant departments at coordination level.
• Ensures harmonization of activities across projects, support and oversight.
• Responsible for the premises’ management
• Analysing and updating the security situation in North, in close coordination with the Liaison Officer and Head of Mission.
• Ensures regular update of the Comprehensive Planning Process (CPP) as requested by the Head of Mission.
Project Management:(GAC and ECHO funded projects)
• Manages the project in line with the project documents.
• Prepares, manages and regularly updates the project activities work plan and related financial plan,
• Ensures timely and quality implementation in compliance with the defined project strategy as well as INTERSOS and donor guidelines.
• Prepares periodic project narrative and financial reports according to INTERSOS and donor requirements.
• Ensures purchases of goods, services, supplies are in line with the relevant INTERSOS procurement guidelines and procurement plan
• Budget management (produce financial planning, verifications of expenses, approve cost allocation, and BVA)
Coordination and representation
• Establishes and managing relations pertaining to programs and operations in the area, with relevant stakeholders, local authorities, relevant donors and institutions.
• Responsible for the partnership planning
• Proactively participates and represents INTERSOS in relevant working groups (i.e., inter-agency and other relevant working groups) at the regional level
• Proactively engages in bi-lateral meetings with other INGOs and NGOs active in relevant sectors and geographical areas
Working in the endline assessment and final evaluation of “Strengthening access to protection, participation and services for women refugees, IDPs and host communities” Madad Program- an EUTF MADAD funded project project, with responsibility of data collection, analysis data and writing reports for Iraq
• Participate and support in the development of the evaluation framework and tools, as may be required by the Lead Evaluator.
• Conduct qualitative field and secondary research (i.e., key informant interviews; and document reviews) and analysis on issues and themes related to the project.
• Responsible for (remote) qualitative data collection.
• Submit clear summative notes with quotes in English for all interviews, as well as voice recordings (if permitted by interviewee).
• Analysis of qualitative data for the relevant country, as per the Consultant’s responsibilities, and as per the evaluation questions listed above and as stipulated in the project TOR or agreed with the Lead Evaluator.
• Write-up of first substantial draft of final country report for all sections that fall within the Consultant’s areas of responsibility.
• Addressing the clients’ comments on the final report which relate to the Consultant’s areas of responsibility.
• Attend and participate in meetings and discussions with Assignment team and the Customer, as may be required by either the Customer or the Company.
• Lead and manage programs department in Jordan country office.
• Effectively manage and lead projects Managers to deliver multiple donor programs that cover a combination of Humanitarian and Development interventions (emergency and long-term livelihoods, Protection, Education etc.)
• Closely monitor existing partners with regular field visits and follow up.
• Regular updates to Plan IH and the relevant National Offices (NOs) on any issues relating to the programs (Operational or financial)
• Attend relevant program coordination and interagency meetings.
• Lead coordination and communication with donors.
• Develop, review, and manage grants contracts with donors and partnership agreement with implementing partners.
• Manage existing budgets and funding pipelines.
• Work with CD, managers and technical to strengthen, refine and define the Country Strategy which incorporate both long term development goals and requirements to meet humanitarian needs.
• Assist in the recruitment of the national project managers and train accordingly.
• Jointly with the Head of Mission, develop a strategy for in-country engagement with donors.
• Lead on program implementation ensuring compliance with donor requirements and Plan Inc. procedures and policies.
• Review program related Standard Operating Procedures (SOPs)and procedures, identifying gaps, and setting benchmarks to ensure effective program implementation, communication, monitoring and reporting.
• Develop pipeline of funding proposals in collaboration with NOs and the head of mission.
• Lead proposal development process in coordination with NOs and Head of Mission
• Maintain relationships with key Government Ministries and main stakeholders.
• Identify potential INGO, national and local partners in-country.
• Establish an effective monitoring system to ensure programs are delivered and impact and learning is recorded.
• Ensure all programming has a strong gender focus and that in particular the needs of adolescent girls are considered.
• Ensure accountability and feedback mechanisms are a core aspect of the program cycle.
• Manage and work with local partners to support capacity development and program quality.
• Being part of Country Management Team (CMT)/ senior management team (SMT).
• Coordinate to support departments (Logs, HR, Finance, and IT) to ensure the program receive the necessary support.
Responsible of an ECHO funded consortium consists of Save the Children Jordan, INTERSOS, and Tdh-L)
•Coordinate with consortium partners, provide direction and feedback to the consortium steering committee, and ensure partners are duly reporting to SCJ as per agreed standard.
•Supervision the activities implemented by the consortium members, and guarantee that they are in line with the procedures established by bilateral MoU.
•Manage the relation and information flows between key stakeholders.
•Establish mechanisms for knowledge sharing and learning between projects and programs within the consortium and with other parties beyond the consortium.
•Lead the preparation and implementation of the overall consortium implementation strategy and work plan in line with the proposal.
•Work with relevant project staff to identify any implementation -related technical issues/challenges.
•Prepare periodical project narrative and financial progress report.
•Facilitate coordination meeting between the consortium steering committee members; for project progress monitoring.
•Monitor budget regularly with the finance manager and ensures that the consortium partners are adopting the compliance and financial procedures of the donor.
•In conjunction with financial, logistic and program managers, oversee internal and external audits and mid-term evaluation, ensuring that any agreed recommendations are implemented and adopted within the project implementation period.
•Coordinate the implementation of the communication strategies from consortium partners.
To produce the listed reports to a high standard of quality. The main actions to support of the consultancy include liaison with partners to ensure compliance with deadlines, sharing of tools and templates as required. Close review of partners’ inputs and provision of feedback to obtain needed information, production of overall MADAD/RDPP reports to donor standards, and revision of reports pending CoP/DRD comments.
The outputs are as follows:
•Quarter information note (QIN) reports for EUTF-MADAD.
•Final narrative report for phase I for RDPP.
•Final narrative report, for EUTF- MADAD
•MOPIC reporting
•JORISS reporting
Responsible of regional consortium in Jordan and Lebanon, including: DRC, ACTED, CARE, SCJ, Oxfam, and Makhzoumi Foundation)- Funded by Trust Fund -MADAD in Jordan and Lebanon, co-funded by RDPP and DFAT in Lebanon
Program Management (Lebanon and Jordan focused)
•Support the technical leads in ensuring that the activities are synergized, organized and managed optimally in order to pursue opportunities while at the same time operate in compliance with donor requirements and relevant guidelines
•Work closely with technical leads to ensure program implementation stays on track by identifying and resolving issues and obstacles early.
•Lead the work planning process with partners and coordinate between partners to ensure complimentary activities and sequencing among activities and between projects
•Frequently revise the work plan ensuring proper sequencing of activities and timelines match donor and other project commitments
•Oversee activities between result areas to ensure that they are integrated and synergistic
•Work closely with the CoP and in coordination with the technical leads to elaborate and harmonize tools, SOP, guidelines and conceptual frameworks to guide the implementation
•Maintain positive and productive relationships with consortium partners and ensure they have the necessary capacity and support to complete their responsibilities in compliance with donor rules and regulations
•Support the CoP in developing project management tools (weekly/monthly action plans, reporting format, monitoring tools)
Coordination/external relations (Lebanon and Jordan focused)
•In coordination with the CoP lead technical management unit meetings
•Assist with the coordination of visits of donors, and/or partners related to the project
•Support and hold accountable the work of service providers and subcontractors procured by the CMU directly under the overall scope of work of the consortium
Reporting (Lebanon and Jordan focused)
•Monitor program implementation and ensure regular reporting by consortium partners
•Compile and edit inputs from consortium partners into reports to the donor and consolidate and draft intermediate (if required) and final donor reports
•Establish and maintain clear lines of communication with project staff
•Ensure the DRC Grant Management System(GMS) is regularly updated and maintained
Monitoring, Evaluation and Learning (MEL) (Jordan and Lebanon focused)
•Develop and manage an indicator-tracking tool for Jordan and Lebanon.
•Conduct site monitoring visits for each partner to guarantee SOPs and guidelines are followed and issues are addressed
Operations (Lebanon and Jordan focused)
•Strengthen coordination and linkages between the different program departments and with operations when needed
•Assist in the finance and procurement aspect of the projects in all phases particularly at proposal writing stage, while submitting intermediate and final reports, during audit or verifications and in compliance with donor's and organizational rules and regulations
(work on a co-funded regional project by EU and ASFARI FOUNDATION, implemented in Jordan, Lebanon, Iraq, and Syria for Syrian refugees)
•Make sure the project implemented within time and budget in all countries of action.
•Set-up action plan for each country to close project on time including plans for activities, handover process, and documentations.
•Follow-up and support the project team to ensure finalize all activities by the end of the project
•Manage budget and monitor expenses for all donors.
•Field monitoring visits to Lebanon, Iraq, and Jordan.
•Communicate, follow up, guidance, and close support with partners in Lebanon, Iraq and Syria. Monitor and support partners to close up the project including financial and operational closure Maintain good communication channels with all involved parties in four countries.
•Donor reporting (progress report, final report) to all project donors.
•Follow up and manage, in person and /or remotely, project team in Jordan, Lebanon, Iraq, and Syria. Follow up the external final evaluation consultant and revise final evaluation report.
•Close the project and hand out all documentations.
Working on a regional project - funded by EU- to identify the lessons learned and good practice of the action in three countries “Jordan, Egypt, and OPT. “
•Identify the scope of subjects and target audiences of lessons learned.
•Define the approach for the lessons learned.
•Produce tools needed for the implementation of the lessons learned.
•Implement all activities linked to Lessons learned process (data collection, focus groups, interviews, workshops, case studies, project document review)
•Preparation of final and summer report on lessons learned.
•Produce monthly work plan based on work planning.
•Participate to the implementation of the national workshops (Jordan, Egypt, and oPt.) to disseminate lessons learned and seek for recommendations from stakeholders.
•Participate to the implementation of the regional workshop to disseminate lessons learned.
•Finalize the lessons learned report.
and implement project activities; co-ordinate between the project’s various stakeholders in line with the strategic direction of the overall project.
•Implement the project monitoring system and ensure the continuous monitoring of activities.
•Manage the project’s financial, logistical and material resources.
•Develop and implement formal partnership agreements.
•Lead strategic and operational meetings of HI team with project partners.
•Coordinate the work of HI field officer and partner’s staff.
•Develop, implement and monitor formal partnership agreement with project partners.
•Develop and implement data collection tools and mechanisms for HI and partners on activity implementation.
•Submit periodic internal project activity updates (activity and budget follow up).
•Prepare formal activity reports for donor according to defined schedules and requirements.
Working in Za’atri Camp for Syrian refugees in Jordan; with the following tasks:
•Supervise the overall smooth functioning of MdM medical activities in the primary health care centers.
•supervise activities are carried out as planned in the different health centers regarding working hours, overall clinic patient flow.
•Supervise, in coordination with Medical Referent/Medical Coordinator Assistant that responsible personnel are reporting in a daily, weekly and monthly basis to Amman in order to ensure proper supply of drugs, medical and logistics supplies at clinic level.
•Attend relevant coordination meetings on behalf of MdM in his field of work, In line with Coordination team.
•Lead regular clinic meetings to discuss ongoing issues and update when necessary staff.
•Liaise with Medical Department whenever support/discussion is needed in order to agree on the planning of activities, priorities and share of tasks.
•Supervise all staff at clinic level are performing their duties, through the staff rooster planned in combination with medical department.
•Conduct yearly evaluations of clinic staff.
Duties
•Management of Field Officers’ teams.
•Coordination of the Field’s activities with other department.
•Plan and Monitor Sealing-off kits, ECA distribution under coordination the Program Team.
•Planning and collaborating on Impact Surveys.
•On charge of on-job training for the FO.
•Carry out staff appraisal for each of his/her team member.
•Conduct and proposes needs assessments in new areas.
•Make sure identification of potential project beneficiaries done according to the project criteria.
•Establish good relations with local CBOs and local authorities to get a clear understanding of the communities.
•Make sure beneficiaries’ information collected properly following PU-AMI specific templates.
•Support M&E Teams and Data-entry officer in the provision of accurate and reliable information.
•Supervise FO’s visits to beneficiaries on a daily basis.
•Participate in the planning and implementation of the activities ‘impact survey with M&E.
•Ensure quality field-level monitoring as well as quality of all field works implemented within the scope of the project.
Working in Learning Environment: Technical Support (LETS) program funded by USAID, and targeting public schools in Jordan, and the daily tasks include:
•Analyze an existing situation, describing the wanted situation and support the people involved.
•Coaching and supporting trainees in their development.
•Lead a training sessions.
•Provide performance feedback to all school’s staff.
•Facilitate training for new hired employee using the provided curriculum.
•Prepare training materials and manuals.
•Content development for all workshops, based on the rules and guidance from USAID.
•Conduct Focus Groups, one-to- one interview for collecting and analyzing data
Working in a project aimed to support Iraqi refugees in Jordan and include them in public schools, using the benefit of technology to build their capacities and train them on how to use technology in order to support them to interact with community and with their families outside Jordan. Recreational activities, workshops and summer camps were the main activities implemented to increase the social cohesion between Iraqi and Jordanian students in schools