Deputy Head of Programs

1) Job Summary

The Deputy Head of Programs (DHOP) is responsible for assisting the Head of Programs (HOP) to manage the quality of CRS Kenya programming, making sure they incorporate lessons learned from previous projects, meet Government of Kenya (GOK) standards, and adhere to CRS and international program standards. The DHOP will oversee a portfolio of projects; the actual projects supervised are under discussion and subject to change, depending on the country program portfolio.

In addition, s/he will be responsible for supervising the MEAL managers to ensure projects maintain high standards of M&E, accountability, and learning, and incorporate ICT4D. S/he will work with the project team to manage up-to-date and accurate project tracking information on all programming projects, both internally and through the CRS tools: Global and Gateway. The DHOP will assist HOP with financial tracking of all project activities and sit in on BCR review sessions monthly to offer recommendations and ensure PMs, POs, and Finance staff follow up on the previous month’s action points. The DHOP will ensure Project Managers within his/her unit are supporting Sub-Recipient Policy roll-out. The DHOP will serve as Acting Head of Programs, as requested and when necessary.

2. Specific Job Responsibilities

Project Management and Program Quality

• Responsible for managing a portfolio of Managers, supervising their teams to:
  • Develop realistic work plans that meet donor requirements.
  • Submit all donor narrative and financial reports on time, ensuring targets are met on time and financial expenditure according to donor guidelines and within budget.
  • Communicate and coordinate with donors and partners in a professional manner guided by CRS Partnership Principles.
  • Participate effectively in UN and other Working Groups, taking leadership positions as possible.
  • Regularly hold Project Management Team (PMT) meetings with their staff (checking progress, reviewing detailed implementation/workplans, reviewing budget expenditure, and checking that MEAL systems are in place and functioning).
  • Hold monthly BCR and detailed budget drill down meetings with staff and ensure action items from previous month have been acted upon.
• Responsible for managing the CRS Kenya library of current curriculum for all programming interventions, ensuring the curriculum is supported by GoK and CRS Agency standards and International Minimum Standards.
• Coordinating with the project team to keep updated project tracking records and ensuring appropriate information is uploaded onto Gateway on time and accurately.
• Responsible to ensure that all projects under his/her portfolio have undergo/went a SMILER M&E coaching in coordination with the MEAL unit.
• Ensure that programming activities effectively incorporate gender-sensitive programming, Integral Human Development, child protection, and humanitarian accountability within activities.
• Prioritize community participation throughout the programming process and ensure interventions address community-identified priority needs.
• Ensure regular monitoring visits are made to project sites to review progress with project staff and coordinate with partners and other stakeholders. Address issues that arise in coordination with team. Travel per month is based on project needs but is estimated at 25-30% per month.
• Support culture of shared learning through documentation of lessons learned, promising practices, and other project documents which can be published or shared externally.
• Provide timely feedback to team on quality of narrative and financial reports and ensure recommendations are incorporated.

Coordination and Representation

• In coordination with Project Managers, hosting EARO and HQ Technical Advisors to check quality of CRS Kenya program initiatives, respond to recommendations made, and offer innovations where appropriate.
• Foster linkages and develop relationships with other Project Managers at other (I)NGOs to share ideas and ensure CRS programming initiatives are competitive.
• Initiate and nurture linkages with relevant government ministries, international and national non-governmental organizations, and international organizations.
• Represent CRS Kenya/Somalia in relevant national-level forums, conferences, and working groups.
• Regularly report progress on activities to HOP through a variety of communication mechanisms, keeping communication professional and results-driven and maintaining proactive communication in all areas of responsibility. Success of the position will depend on the level of communication and coordination and organization skill of the individual holding the position.
  Program Compliance/Financial Management
• Ensure all budgets within portfolio are managed according to donor and CRS guidelines.
• Ensure budgets are not underspent. Make adjustments through approved realignments on time as required.
• Sit in on BCR reviews for projects within portfolio and track follow-up on the actions noted monthly.
• Ensure Sub Recipient and CRS financial policies are adhered to for all staff supervised.
• Ensure close collaboration with compliance, finance, and operations teams during audits for program activities. Follow up on recommendations reported.
• Assist Project Managers to respond to partner and CRS financial and compliance reporting and budget development. Mentor project managers in budgetary skill development.
  HR Management & Supervision
• Directly supervise Program Managers, Senior Project Officers, and MEAL staff, as required (to be determined). Note that portfolio of projects supervised are subject to change.
• Ensure all project staff is managed according to CRS Performance Management System. Ensure appropriate technical skills and capacity are available to meet project needs.
• Oversee recruitment of CRS staff for projects, collaborate with CRS HR, and ensure adequate recruitment oversight for partner program staff in consultation with the implementing partner(s) to projects.
• Hold regular staff meetings to foster strong teamwork, creative problem solving, communication, and holistic thinking.
• Assist with CRS and partner staff learning, training, and development. Identify opportunities for staff to conduct TDYs or participate in learning or trainings outside of Kenya are pursued in coordination with the HOP and Country Representative.
• Facilitate learning or mentoring sessions with staff.
• Conduct all activities through a Justice Lens.
  Strategic Issues & Growth
• Assist with the development and support to achievement of CRS/KE’s Strategic Program Plan.
• Contribute to the development and review of CRS proposals. Ensure gender and MEAL proposal requirements are met on time during proposal production process. Participate in internal review committees for proposals as requested.
• Contribute to proactive networking with other (I)NGOs, donors, and stakeholders; participate in regular business development coordination meetings.
  Partnership Management
• Provide guidance and support to project managers/officers and Partner Directors.
• Identify and respond to partners’ needs for training, technical assistance, and capacity strengthening. This may include, but is not limited to, organizing, developing, and/or facilitating trainings on program / financial / compliance management.
• Organize regular review meetings with partners, according to all relevant Sub-Recipient policy guidelines.
• Ensure staff provide partners substantive and timely feedback on reports and budget expenditure.
• Undertake field visits to partners’ project sites to solicit partner and community feedback on project progress and challenges, to address partner queries, and to enable solve implementation issues.
• May be requested to facilitate partner trainings or workshops.

Safety & Security

• Monitor security environment for all CRS Kenya operating areas.
• Participate in relevant meetings and forums related to security.
• Monitor and track security alerts, trends, and information from relevant sources, (INSO, USG, UN) and provide alerts and precautions as necessary.

Other

• Carry out other duties as designated by the Head of Programs.

3. Competencies

Agency-wide Competencies (for all CRS Staff)

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Job specific Competencies

These are rooted in the mission, values, and principles of CRS and used by each program manager to fulfill his or her responsibilities and to achieve the desired results.

• Sets clear goals and manages toward them
• Collaborates effectively with staff and stakeholders
• Manages financial resources with integrity
• Applies program quality standards to project design and organizational learning

4. Key Working Relationships

Internal: Country Representative, Head of Programs, Operations, MEAL unit, Business Development Manager, Program/Project Managers (PMs) and Officers, Regional technical staff, CRS KE Program Team

External: Implementing partners, faith and non-faith based local NGOs, local government representatives, donors, UN agencies

5. Qualifications and Skills

Required

• Master’s Degree or equivalent experience in International Relations or Economics/Social Sciences or other relevant field;
• Minimum 5 years of progressive management responsibility - should include livelihoods, agribusiness, microfinance, or MEAL;
• Prior management experience of USG, or other external donor funding;
• Prior experience managing and reporting against budgets and in narrative form required;
• Proven leadership and inter-personal skills with ability to build and motivate diverse and talented teams;
• Experience with participatory methods and partnerships;
• Proven ability to think strategically;
• Demonstrated proactive nature in resolving problems and leading a productive, committed team;
• Flexibility to work both in a team and independently;
• Cultural sensitivity, patience and flexibility;
• Demonstrated personal accountability and driven to serve others;
• Ability and willingness to travel regularly both nationally and internationally as needed;
• Excellent English language oral and written communication skills;
• Experience working in a variety of developing environments required;
• Proficiency in Microsoft Office suite, including Word, Excel, PowerPoint and Outlook required;
• Excellent, proactive communications and coordination skills essential.
  Preferred
• Managing budget portfolio of at least 500,000 USD over a 12-month period.
• Willingness to work extended hours, dependent upon the task deadlines.
• Understanding of and experience with faith-based organizations, local church structures, and accompaniment and capacity-building principles in local partnerships;
• Prior experience with gender and MEAL development and integration in programming

6. Disclaimer Clause

This job description is not an exhaustive list of the skills, effort, duties and responsibilities associated with the position.

The following statement/declaration shall be included on all job applications:

“I understand that CRS takes all allegations of abuse and exploitation seriously. Abuse or exploitation of children or vulnerable adults is grounds for immediate dismissal.”

HOW TO APPLY:

Written applications indicating the reference number of position applied for and CV including day-time contact phone numbers, as well as names and contact information of three references should reach the below-mentioned by Close of Business January 4, 2016;

Human Resources Manager

Catholic Relief Services – Kenya Program

E-mail: hr@ke.earo.crs.org

Please indicate the Reference Number (Ref: 2014/38) on the ‘email subject. Only Shortlisted candidates will be contacted.

Note: Catholic Relief Services (CRS) does not charge any fees from applicants for any recruitment. Further, CRS has not retained any agent in connection with this recruitment