Programme Operations Coordinator at Save The Children

Job ID: 230001PF

Child Safeguarding

• Level 3 - The responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose

• The Programme Operations Coordinator (POC) will support the Humanitarian Response teams to deliver quality implementation through facilitating periodic deep-dive meetings to review both programmes spending, phased budgets, field implementation and indicator performance.
• The POC will work closely with the project focal points, Sector Leads/Thematic Programme Managers, Awards Manager as well as the Field Manager (FM) to ensure that programme implementation receives the required management and operational support needed to increase humanitarian response efficiency and effectiveness throughout programme management cycle. 
• Support the FM and budget holders to ensure more than 10 active awards/projects are implemented on time, target and budget with quality and compliance by closely working with field teams to ensure adherence to organizational project management tools, systems, processes and procedures as well as internal and donor reporting standards. The position will also in addition carry out all other programme operations responsibilities as required.

Scope of Role:

• Reports to: Field Manager (HOPI) and works closely with Program managers and heads of support functions
• Staff directly reporting to this post: None
• Key/Major contacts: Project Coordinators (Focal points), Sector Leads, Program Managers and other function/unit managers (Awards, Finance, MEAL, HR, SST, Supply Chain etc).

Key Areas of Accountability
The POC will work collaboratively with minimal daily supervision to support the followings:
Programme Reporting support:

• The Programme Operations Coordinator (POC) will support the programme managers and Sector/Thematic Leads to ensure effective reporting, both internally and to donors including, Humanitarian Fund, SEMA reports as well as periodic programme updates.   
• The POC will coordinate with the Awards Management team, field teams and the MEAL team to ensure that all reports are completed on time, appropriately reviewed and comments addressed.
• The POC will provide support to field-based project focal points on report writing, and develop the capacity of staff for donor level writing.
• Develop in close collaboration with the Field Manager and Program Managers  timely situation reports and/or context overview in addition to the provision of a bi-weekly update on programme activities.
• Provide other project management updates and information as requested.

Support Proposal Development:

• Support as needed on proposals and concept development, working with the Sector/Thematic and Technical teams as needed.
• Support the proposal development team with adequate information on context overview and analysis, general humanitarian access/trends etc.
• Coordinate with the field team to ensure participation and representation of all support functions before and during proposal development.   

Programme Management and Implementation Support:

• Lead monthly pre-planning meetings focusing on flagging issues/challenges and developing mitigation measures that may likely cause delays in implementation.
• Organize, lead and facilitate weekly deep dive with clear actions 2 months before awards/projects end date.
• Work with the project focal points, Sector/Thematic Leads, Field Manager and MEAL team to ensure all regular award monitoring – including reviews of IPTT and BvAs on a periodic/monthly basis.
• Support the Field Manager facilitate the implementation and tracking of Emergency Preparedness Plan, KPIs, SCI HRP, CO Strategic Plan/Goals etc.     
• Ensure that field teams are aware of and implementing with agreed PMM and M&E tools to enable effective monitoring, reviewing and evaluating the effectiveness and quality of programming.
• Work with the Field Manager and Program Managers to ensure actions agreed in all project management meetings by the field team are effectively tracked and followed up.
• Lead the coordination and reporting of Humanitarian Fund implementation in Yobe state. Act as focal person for emergency responses.  
• Provide other programme operations support to the humanitarian teams as directed by your line manager.

Knowledge Management:

• Support teams in developing accessible and usable documents to support future proposal developments or capacity building of teams.
• Ensures effectiveness of how teams are sharing and storing documents, so that documentation is compliant with donor requirements and internal guidance.
• Contributes to knowledge management by supporting the documentation of best practices and lessons learnt sharing across field offices.

Representation Support:

• Act as the focal point for CO, member, donor and other external visits, ensuring that schedules/itinerary are drafted and shared to maximize time available during high-profile visits and ensure that internal plans are coordinated.
• As delegated and required participates in MoHA, SEMA, NIF, OCHA, INGOs meetings etc.   

Other:

• Carry out any other duties assigned by your Line Manager from time to time

Skills and Behaviours (Our Values in Practice)
Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

Qualifications and Experience
Must Desired:

• More than 5 years experience working across multi-sectoral (FSL, CP, Education, WASH, Nutrition and Health, Shelter etc) humanitarian responses.
• Sound experience in budget tracking, monitoring, analysis and management as well as strong project management skills and reporting.
• Ability to write clear, detailed and well-argued context analysis and project narrative reports.
• Excellent review and writing, editing, communication and interpersonal skills;
• Strong influence, analytical and negotiation skills required.
• Ability to write clear, detailed and well-argued context analysis and project narrative reports.
• Understands and respect the importance of confidentiality particularly in relations to management details.
• Ability multi task, track assignments and meet deadlines.
• A proactive and solution orientated approach: highlights challenges and offers appropriate solutions
• Attention to detail skills; intellectual curiosity and a strong willingness to learn.
• Strong interpersonal skills and self-awareness. Ability to develop and maintain productive relationships across a wide range of staff.
• A commitment to the values and principles of SCI.