Program Manager -Katsina at Medecins Du Monde

Essential duties

The Program Manager is in charge of the implementation, follow up and overall supervision of the integrated health program in Katsina as per MdM standard requirements and procedures.  She/he ensures compliance with donor contracts and guidelines and initiates proposals and reports. Finally, she/he ensures the follow-up of his budget lines, as well as a close collaboration with the logistic and administrative departments and good team spirit.

Program Management

• Ensure development and implementation of all MdM’s activities in Katsina in accordance with the proposal, the donor guidelines and MdM Standards.
• Contribute to needs assessments and context analysis for the Katsina region support and implement health surveillance system and give regular feedback on the contextual health situation and react to any change by proposing program adaptation to the coordination team if necessary (outbreaks, nutrition crisis, new needs arising, influx of IDPs, etc.).
• Supervise the facilities (MOH and MdMs) in regards of their different needs, especially considering assets, equipment, supply chain and operating aspects.
• Monitor the ongoing projects and supervise and monitor data collection processes and analyze the medical data on a monthly basis and set up corrective measures in case of need, with the support of the MEAL teams.
• Analyze monthly budget monitoring (forecasts, expenditure monitoring, purchasing plans, etc.) for each donor/project. Guarantee the general consistency of the use of budget lines for program activities, for an effective and efficient use of resources, including financial and human, and of all assets.
• Participate to the development of the health strategy for MdM in Katsina: sustainability of activities (transitional projects into MoH, exit strategy…), adaptability to the needs/context, project development…
• Ensure the quality and consistency of MdM program activities implemented according to the needs, MdM policies, the Fundamental Humanitarian Standard, including gender, age, diversity and minorities issues, national and international standards, and available funds.
• Make sure that activities are implemented in holistic and integrated way (especially for GBV, MHPSS and nutrition services) and are supervised by Officer team.
• Support the creation of specific tools in collaboration with the technical advisors, the deputy GenCo, medical coordinator and the medical referent at HQ.
• Ensure the establishment of the appropriate documentation and an effective archiving system of all processes and activities.
• Work in close collaboration with the technical program unit based in Abuja and with local partners (civil authorities, technical services, humanitarian partners, etc.) in the intervention areas. Guarantee the implementation of the recommendations of the Technical Advisors by monthly point and by a scheduled action plan to guarantee the effectiveness of the recommendations.
• Work closely with the local partners to ensure capacity building where necessary, compliance with MdM procedures and smooth integration of different types of assistance.
• Actively participate in the sector meetings to share information on MdM activities and plans, coordinate with sector partners, and ensure compliance with sectoral guidelines.

Ensure quality implementation and monitoring of the health programs

• Responsible with the medical supervisor, in each area in designing, planning and implementation of the project’s activities.
• Work closely with the technical cells to design, develop and review training manuals, training tools and supervision tools in line with national or international guidelines;
• Track the performance indicators defined, signals any difficulties encountered in project implementation; In the event of significant delays or inadequate quality in project implementation, s/he immediately informs the genco deputy, and proposes solutions for adjustments or improvements.
• Ensure the availability of the verification sources, data collection and reporting system. Develop and implement evaluation and reporting systems; supervise and monitor data collection processes, and together with the Meal officer, analyze the medical data on a regular basis and set up corrective measures in case of need;
• Provide the internal reports from the program teams for the health activities, including relevant program indicators, activities implemented, trainings given, assessments undertaken in the field and provide feedback and guidance to the teams And provide health data analysis to orient the field activities
• Prepare with the technical team/medical coordinator and MEAL team the monthly reports, respecting internal deadlines.

Team management

• Directly manage the medical supervisors of each facility
• Provide technical support to the medical supervisors and all medical teams.
• Recruit, integrate and provide hands on support to the medical teams in the field and ensure that all positions have a precise and relevant job description, that each member of the team fully understands the results expected from him (including individual action plans where necessary) and that he knows the criterias/targets to achieve.
• Carry out appraisals as per MdM standard requirements and procedures.
• Ensure all staff under your responsibility know and follow MDM policies and procedures related to his/her position.
• Organize weekly team meetings, briefings, and debriefings with the medical teams, as well as inter-service meetings especially with support services and document all the discussions held for further reference.
• Maintain good inter-team communications, engender good team dynamics, and take suitable action when problems occur.
• Support team members professionally and monitor and support stress management and liaise with the field HR in case of any support needed.
• Ensure that work is planned and organized to meet MdM needs in the most efficient way possible; ensure team members receive an appropriate workload and work in accordance with local labor laws, especially with regards to daily workers.
• Carry out performance reviews, give corrective feedback or capacity building as needed and take decisive action in case of poor performance.
• Plan and implement thematic specific trainings/capacity building/refreshers according to the identified needs for MdM/MoH medical staff, in line with budget lines and donor guidelines. Setup a formal training plan and ensure its follow up.
• Make sure that the midwives are trained to manage cases of Gender Based Violence with a focus on upholding a survivors’ rights to dignity and confidentiality.

Management of medical stock and logistic chain for medical purchase

• Establish, together with the Pharmacy Coordinator, the pharmacy team and the logistics an agenda regarding procurement processes and delivery of drugs to the clinics. Define in advance the drugs / consumables’ needs with the pharmacist and share the information to the pharmacy coordinator for the procurement process.
• Ensure the supervision of the clinic’s pharmacist (consumptions, orders & inventory) and ensure that supported health facilities receive drugs and consumables on time. Validate and cross check the consumption reports shared by the pharmacist on regular basis and discuss any discrepancies identified on regular basis.
• Ensure proper documentation and analysis of all pharmacy and medical stock reports.
• Ensure communication within medical team and pharmacy regarding stock analysis and needs.

Grant

• Contribute to writing proposals and donor report writing, respecting internal deadlines with Grant officer.
• Participate actively in grant opening meetings, program review meetings and closure and assessment meetings.
• Prepare reports for planned needs assessment in coordination with other program team members and submits to the medical coordinator.

Representation, coordination and communication.

• Participate in the writing of donor’s activity reports and proposals and represent / attend all relevant forums and medical meetings in Katsina especially the health and nutrition clusters and any relevant medical coordination mechanisms, during outbreaks notably.
• Participate to the writing of reports, factsheets, program reviews, lesson learnt, etc. and any feedback required by the mission’s coordination, HQ or the donors.
• Maintain relations with the administrative authorities and other stakeholders in the region and avoid overlaps.
• Maintain close and beneficial working relationships with all relevant stakeholders: donors, national and international organizations, UN agencies, local authorities, SMoH, community representatives and organize regular meetings with district authorities as well as with the community leaders to ensure accountability, foster appropriation, and maintain a full adherence to MdM medical programs and strategy.
• Respect and apply internal reporting requirements, and contribute to external reports, as well as ensure quality control and contribute to monthly sitrep.
• Ensure constant, transparent and proactive communication with the hierarchy and the office of the capital, as well as HQ when needed.

Other

• Strengthen compliance with standards and norms specific to MdM and the sector (Code of Conduct)
• Undertakes other related duties as may be reasonably assigned by the Line Manager.

Functional links

• Line manager:  Field Coordinator
• Functional link: Deputy General Coordinator and HQ Medical Referent

Background of the candidate

Skills required:

• Medical Doctor/Nurse/Midwife or any relevant experience in public health and project management
• Significant experience in similar positions
• Experience in supervising health facilities
• Experience in health system strengthening project
• Experience in program cycle management and budget follow up
• Experience in outbreak management and emergency response
• Ability to have a global overview of a program (not only on medical plan)
• Ability to analyze an epidemiological context and propose relevant interventions
• Ability to take quick decisions according to the context in coordination with the team
• Ability to manage and motivate a team
• Knowledge of the Katsina context

Personal skills required:

• Ability to manage a team and work in an international team
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Organizational skills 
• Good writing and communication skills
• Ability to manage priorities
• Team spirit
• Interest for Human Rights and International Humanitarian Law
• Respectful of the traditions and local culture
• Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)