Program Operations Lead – Southern & West Africa

Description

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Function

Program Operations Lead – Southern & West Africa will provide operational leadership and support to Heifer’s programs in Southern and West African country offices, to improve accountability, team unity, project planning, performance and delivery, reporting, project development and risk management, performance and evaluation. S/he will support the development and monitoring of 5P activities and implement country specific and cross region new business strategies, which align Heifer’s programmatic priorities with funder priorities. The Lead will work with the Southern African country program leaders to improve timely program reporting and achievements of country level KPIs, as well as partnership development and management, with the goal of moving families out of poverty. S/he will give end-to-end operational support in the effective administration of country programs in order to support Heifer’s mission and the signature programs which lead to this impact. The Program Operations Leads – Southern and West Africa will report to the Senior Director, Africa Programs – Operations.

Essential Character Traits

Detailed-oriented, drives results, action oriented, excellent and effective communication, resourcefulness, manages conflict, team player.

Responsibilities & Deliverables B. Program Excellence e.g. processes., reporting, budget monitoring, variance analysis, contract management, reforecasts (20%) D. Operational Excellence and Leadership (25%) E. Perform other job-related duties (5%) Minimum Requirements

• Strategy Implementation, Program Administration, Systems Strengthening & Coherence Building e.g. 5Ps, Country KPIs, Country Business Plans, Legal, Programme framework (30%)
• Support and ensure achievement and timely reporting of assigned country level KPIs.
• Work in tandem with the Regional Program leadership to provide leadership and support to the assigned Country Program teams in establishing policies and procedures in administration and management capacity-building.
• Ensure that the assigned country programs operations follow Heifer and local policies and procedures in a consistent manner.
• Development and implementation of strategies, standards, tools and best practice in Operational Quality, that effectively engage partners, donors, and governments.
• Ensure that communication with Heifer HQ stakeholders and assigned country programs teams is completed in a timely manner with deadlines met.
• Ensure that assigned country programs conduct an annual review of goods and service providers to ensure that decisions for meeting venues, service providers, lodging, etc., reflect a commitment to strong stewardship of resources and donor intent.
• Ensure that each assigned country maintains country level requirements for Heifer’s legal operation.
• Ensure close coordination with other relevant global, regional, and in-country initiatives.
• Provide support to all assigned country offices to develop annual budgets and workplans, consistent with project documents and donor contracts.
• Support assigned country program teams to plan and undertake corrective management actions arising out of budget monitoring reports.
• Ensure that assigned country program semester reforecasts are completed based on accomplished and planned activities.
• Provide support to assigned country programs to ensure that knowledge management and exchange is maintained and available to stakeholders.
• Development and implementation of strategies, standards, tools and best practice in Operational Quality, that effectively engage stakeholders.
• Develop strategies and promote innovations for continuously improving the effectiveness of assigned country programs.
• Provide advice to assigned country program teams, remotely and on-site, in strategic planning and how best to apply standards, best practices, partnership principles, tools and MEL, to ensure high quality impact.
• Monitor and provide feedback on Operation Quality.
• Ensure that quarterly budget monitoring and monthly variance analysis for assigned country program teams takes place and appropriate reports are prepared in advance of meetings and deadlines.
• Work with assigned country program signature program leadership to ensure quality delivery of Heifer’s model.
• Support Development of 5P activities and effective monitoring of the same.
• Review and provide feedback for regular quarterly, semi- and annual reports from the assigned country program teams and support them to comply with requirements of quality reporting and timeliness.
• Provide leadership in assigned country program audits and reviews.
• Manage and direct the country program progress reporting for assigned country programs so that high quality reports are completed, reviewed, and submitted within both Heifer and funder deadlines.
• Strategic Partnership Development and Engagement (Government, Private Sector, Technology) e.g. establishing policies and procedures in admin and management capacity building, annual review of goods and services, communications (20%)
• Provide support in ensuring compliance with Heifer and donor program and project guidelines and standards, including transparency, policy compliance, accountability to donors and external constituencies and stake holders.
• Support the excellent management of new partnerships and nurture existing ones in assigned country programs.
• Provide strategic support in the development and adoption of standardized approaches, practices, tools and measurements in partnership and capacity strengthening.
• In collaboration with regional and country business development leadership and stakeholders, identify and support the creation of strong interorganizational networks and efforts to strengthen the capacities of local partners to grow and develop the countries’ programs portfolios and fundraising work.
• Represent Heifer Africa in external professional forum and with donor agencies/partners in support of resource acquisition and capacity building.
• Ensure Organizational project start-up and close-out processes are followed.
• Provide support to all assigned country offices to develop annual budgets and workplans, consistent with project documents and donor contracts.
• Ensure that quarterly budget monitoring and monthly variance analysis for assigned country program teams takes place and appropriate reports are prepared in advance of meetings and deadlines.
• Support assigned country program teams to plan and undertake corrective management actions arising out of budget monitoring reports.
• Review donor reports from the Country Programs to ensure they comply with requirements in terms of quality and timelines and ensure these are of the highest standards.
• Support the development of the countries’ program framework for assigned country programs.
• Inspire and rally country program teams through modelling of shared leadership, participatory decision making, commitment to accountability and Heifer’s Cornerstones.
• May perform other job-related duties as assigned.
• Master’s Degree from a recognized university or equivalent in Social Sciences or Business Administration, plus 10 – 15 years of relevant experience with at least five (5) years in a supervisory capacity.
• Ability to manage large, complex programs in market systems and value chain development.
• Experience working with governments, private sector and local institutions.

Most Critical Proficiencies

• Good understanding of annual work planning and budgeting across complex programs
• Ability to use monitoring and evaluation data to ensure program targets are met.
• Maintain knowledge and sensitivity to issues associated with poverty, hunger and the environment.
• Ability to manage teams by addressing conflicts amongst diverse stakeholders.
• Excellent organizational skills.
• Experience in working with various commodities and value-chains.
• Strong communicator across different teams in a matrix reporting structure.
• Ability to transition projects to scale with a high degree of permanence of impact.
• Knowledge of development issues, trends, challenges and opportunities and implications to community development.
• Demonstrated knowledge of strategic planning processes.
• Demonstrated creativity, ability to think systematically, willingness and ability to incorporate innovative solutions.
• Excellent interpersonal and communication skills with the ability to work cooperatively, tactfully and diplomatically with culturally diverse groups of people.
• Excellent organizational and administrative skills including strong attention to detail.
• Knowledge of grant acquisition and management. 15) Strong English language skills – oral and written.

Essential Job Functions and Physical Demands

• Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
• Ability to maintain close relationships and work with team members from a distance and with limited opportunity for personal interaction.
• Willingness to assign and review the work of direct reports, including direct reports in supervisory roles.
• Ability to work in a flexible office environment, sitting and focusing for extended periods of time, as well as to efficiently perform tasks on the road and/or in remote conditions with limited resources.
• Ability to work under pressure, perform multiple tasks and manage consistently competing priorities.
• Excellent leadership qualities and communication skills with the ability to relate to individuals diplomatically and tactfully.
• Willingness and ability to travel extensively as needed, both locally and internationally.
• Proven team leadership and supervisory skills with the ability to train and work cooperatively with a diverse staff.
• Regularly conduct stakeholder analysis to strengthen partnerships and leveraging of resources.
• Constant face-to-face, telephone and electronic communication with colleagues and the general public to scale up country program visibility and publicity.
• May require constant sitting, working at a computer, focusing for extended periods of time and performing office work in the field and/or in remote conditions.
• Ability to work with sensitive information and maintain confidentiality.
• MS-Office: Word, Excel, PPT and Microsoft Project .