Programme Manager – Jordan

Job title: Head of Program Department: Program

Contract type: Fixed term – 12 months, subject to extension based on performance and financing.

Professional family: program

Reports to:

Director, ActionAid Arab Region

Location:

Amman with frequent trips to the region

Direct reports:

Program Manager (x2), PQMEAL Coordinator

Role overview:

The Programme Manager is responsible for the overall development and implementation of ActionAid Arab Region (AAAR) programmes based on the AAAR Strategy Paper and ActionAid International (AAI) Strategy Implementation Framework. He/she leads the programme unit and is responsible for overall grant management to ensure that all programmes are implemented in accordance with donor and ActionAid partner contracts and AAAR policies and procedures.

The Programme Manager is also responsible for fundraising for AAAR programmes, working closely with a range of stakeholders including relevant AAAR staff, local partners, ActionAid affiliates, the AAI fundraising team, short-term consultants and the AAAR Regional Director.

The Program Manager is an integral part of the Senior Management Team (SMT) and is therefore jointly responsible for the overall management and continuous strategy development of AAAR.

Responsibilities

Key responsibilities

Main activities

Program/strategy development and fundraising

• Work closely with the Regional Director to ensure that the AAAR fundraising strategy is updated and implemented.

• Lead the development of concept notes and program proposals aligned with AAAR strategic priorities, in close coordination with AAAR staff, local partners, and AA affiliates.

• Maintain, develop and foster new strategic relationships with relevant donors, ActionAid partners, international non-governmental organisations and other key stakeholders.

• In close collaboration with the Regional Director, ensure that the AAAR Strategy Paper is updated in line with regional requirements and AAI’s strategic framework, such as the Strategic Implementation Framework (SIF) 2.

• Lead the fundraising function with associated program and fundraising staff.

Funding management

• Overall responsibility for the administration of grants related to AAAR programs

• Overall responsibility for compliance with funder contracts and AAAR policies, e.g. ensuring program/project managers organize grant opening meetings with key stakeholders and induction meetings with partners and relevant AAAR staff.

• Overall responsibility for timely submission of documentation in accordance with donor grant compliance requirements and high quality written and financial reports to AA affiliates.

• Ensure timely communication with donors and ActionAid partners who act as donor managers.

• Ensure close coordination with the Head of Finance and Administration on grant management.

Program implementation

• Overall, he is responsible for ensuring that the planning of programme activities is carried out in close cooperation with local partners, technical staff and other key stakeholders.

• Overall responsibility for ensuring the development of Memorandums of Understanding with local partners that reflect mutually agreed roles and responsibilities in relation to relevant programmes.

• Overall responsibility for ensuring the development of agreed capacity support plans for partners.

• Overall responsibility for the development of a MEAL framework to guide program staff.

•Overall responsible for ensuring development of MEAL plans in close coordination with Programme/Project Managers, Technical Staff, MEAL Focal and local partners, e.g. baseline surveys, regular monitoring, support and learning visits, annual partner review meetings.

• Overall, he is responsible for ensuring that the program team works in accordance with AAAR partnership policies and guidelines – and therefore ensures close collaboration with local partners, including coordinating technical support.

• Ensure that the right systems, tools and mechanisms are in place to implement the programmes effectively.

• Overall responsible for timely submission of quality reports.

Financial management of the program

• Overall responsibility for managing expenditure and disbursement of funds allocated to the Programme Department.

• Review program expenditures by program staff to ensure compliance with the Financial Policies and Procedures Manual (FPPM).

• Accurately monitor and advise on program and project expenditure and deviation reporting according to organizational processes and procedures.

• Ensure that program managers are well prepared and actively participate in the monthly budget meetings. ;

• Work closely with the finance team on budgeting processes, financial reporting and all other relevant matters.

Depiction

• Represent ActionAid in meetings with donors, government agencies, clusters and the ActionAid Programme Working Group.

• Attend/delegate to attend key UN niche meetings at local and national levels and strategically engage in key networks, forums and meetings at national and international levels.

Communication & Campaigns

• Overall responsibility for the development and implementation of a communications plan that ensures AAAR’s strategic visibility.

• Overall responsibility for the development and implementation of a campaign plan consisting of relevant campaign components from each programme and others such as Rights for Justice.

• Ensure that both the communications and campaign plan are well aligned with the programs.

• Provide close supervision and support to the Communications and Campaign Coordinator.

• Ensure AAAR seeks strategic partners in our campaign efforts.

Annual planning and budgeting

• Ensure that AAAR develops and submits annual plans to AAI as required.

• Ensure the development of budgets in close cooperation with program managers and HOFA.

• Support reporting requirements under the ActionAid Global Federation Accountability and Performance Framework.

Human resources management

• Direct supervision of program/project managers and communications and campaign coordinators.

• Arrange weekly meetings with program managers and communications and campaign coordinators to coordinate efficient workflow.

• Ensure that job descriptions are updated as needed in collaboration with Human Resources.

• Participate in the recruitment of relevant team members.

• Ensure the development of individual performance management systems (KPIs) for program managers and communications and campaign coordinators.

• Ensure that regular annual and semi-annual employee appraisals are conducted in accordance with the AAAR HROD policy.

• Coordinate capacity building processes for team members.

• Ensure the team has a clear and meaningful understanding of the approach to achieve the intended results.

• Support and supervise program managers in managing technical staff and interns.

Miscellaneous

• Ensure compliance with AAAR’s values, principles and human rights-based approach.

• Ensure compliance with AAAR policies and procedures.

• Ensure compliance with AA’s humanitarian signature.

• Ensuring compliance with humanitarian standards, e.g. CHS, etc.

Typical human resources management responsibilities

Approximate number of people cared for: 3-5 people in total

Matrix Manager – (Projects/dotted line) NA

Team leader Yes

What is the global scope of work? Active in:

Home country No

Geographical region Yes

Responsibilities: Financial management

Financial (limits/assignments) Super budget holder for all programs within the approved budget.

Direct departmental budget:

Organization-wide expenses

Important relationships for finding solutions

Internal (to ActionAid or the team) External

SMT members, program managers, technical staff;

Relevant ActionAid International programme and policy teams

Relevant ActionAid partners, media, government, donors and international organisations

Person specification

Training & Certifications

• At least a Bachelor’s degree in social sciences, development studies, political science; Master’s degree or international studies are desirable

Important experiences

• At least 5 years of experience in managing development and poverty reduction programmes; international experience is desirable

• Experience working at senior management level. Experience as HoP or similar roles is an advantage.

• Experience working in humanitarian contexts

• Experience in fundraising work with institutional/government and corporate donors

• Experience working in a multicultural context and collaborating

• Experience in leading diverse teams in different cultures

• ActionAid is an equal opportunities organisation. Female candidates who meet the minimum qualifications and experience required are encouraged to apply.

Language skills

• Good knowledge of English and Arabic is an advantage.

Basic knowledge

• Strategic planning and management

• Background in one of AAM’s program areas focusing on women’s rights, governance, youth empowerment and resilience

• Human rights-based approach to development

• Capacity development for employees and partners

• Networking and collaboration

• Corporate management

• Programme reviews, monitoring and evaluation

• In-depth understanding of programming issues and policy work at state, national and international levels

• Understanding of gender issues in the development context and demonstrable commitment to promoting gender equality within the organization and in program work

Basic skills

• Human resources management skills

• Analytical skills

• Critical thinking

• Monitoring and evaluation

• Budgeting and financial management skills

• Program management skills

• Donor relations and development of funding proposals

• Good communication skills

• Networking and stakeholder management skills

This job description covers the primary responsibilities and conveys the spirit of the type of tasks that employees are expected to proactively perform. Additional responsibilities may be assigned as needed, depending on organizational needs.

It is the responsibility of every employee to contribute to AAI’s mission and uphold AAI’s values, which are: Mutual respect, equality and justice, honesty and transparency, solidarity with the poor, courage of conviction, independence, modesty