Job Title: Deputy Head of Programs
Organization: Catholic Relief Services (CRS)
Duty Station: Kampala, Uganda
Reports to: Head of Programs
Catholic Relief Services (CRS) is an international non-profit organization which implements the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.
Job Summary: The Deputy Head of Programs is primarily responsible for assisting the Head of Programs (HOP) to ensure program quality of CRS Uganda programming. S/he will support the integration of lessons learned and promote adaptive management and a learning environment. The DHOP will work in collaboration with the Business Development Specialist to mobilize sector team leads to develop new projects in partnership with local implementing partners. S/he will ensure that CRS programming meets Government of Uganda (GOU) standards and adheres to CRS and international program quality standards. The DHOP will support sector team leads to ensure cross-cutting issues contributing to overall program quality are systematically incorporated into CRS Uganda approaches and systems. In addition, s/he will work with the Head of the Monitoring and Evaluation Department to ensure projects maintain high standards of monitoring and evaluation, accountability and learning and incorporate information and communications technology for development (ICT4D). S/he will work with the program team to manage up-to-date and accurate project tracking information on all projects, both internally and through the CRS tools: Global and Gateway. The DHOP will assist the project managers and sector team leads with financial tracking of all project activities and sit in on Budget Comparison Report (BCR) review sessions monthly to offer recommendations and ensure program and finance staff follow up on the previous month’s action points. The DHOP will ensure project managers within his/her unit are supporting grant management of local implementing partners. The DHOP will serve as Acting HOP, as requested and when necessary and support the development of technically sound proposals that respond to new funding opportunities and responsive to the needs of the poorest and most vulnerable populations in Uganda.
Key Duties and Responsibilities:
Project Management and Program Quality: Responsible for managing a portfolio of sector team leads, supervising their teams to:
· Develop realistic work plans that meet donor requirements.
· Prepare and 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.
· Actively participate effectively in sector and regional Working Groups, taking leadership positions as possible.
· Regularly hold team meetings with their staff (checking progress, reviewing detailed implementation/work plans, 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 Uganda library of current curriculum for all programming interventions, ensuring the curriculum is supported by GOU and CRS Agency standards and International Minimum Standards.
· Coordinates with the programs team to keep updated project tracking records and ensures appropriate information is uploaded onto Gateway (CRS on-line project database) on time and accurately.
· Ensure that programming activities effectively incorporate gender-sensitive programming, Integral Human Development framework, child protection and humanitarian accountability within activities.
· The incumbent will 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 a culture of shared learning through documentation of lessons learned, promising practices and other project documents which can be published or shared externally.
· Prepare and submit timely feedback to team on quality of narrative and financial reports and ensure recommendations are incorporated.
Coordination and Representation: In coordination with Sector Team Leads, coordinate hosting Regional Technical Advisors (RTA) and Senior Technical Advisors (STA) for technical assistance, respond to recommendations made and offer innovations where appropriate.
· Build and strengthen relationships with other Project Managers at other international NGOs to share ideas and ensure CRS programming initiatives are competitive.
· Initiate and nurture linkages with relevant government ministries, local government authorities, international and national non-governmental organizations and international organizations.
· Represent CRS Uganda in relevant national-level forums, conferences and working groups as appropriate.
· 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 and make timely adjustments through approved realignments as required.
· Sit in on BCR reviews for projects 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.
· Support Project Managers to respond to partner and CRS financial and compliance reporting and budget development. Mentor project managers in budgetary skill development.
HR Management and Supervision:
· Directly supervise Sector Team Leads as required. 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.
· Support the recruitment of CRS staff for projects and ensure adequate recruitment oversight for partner program staff in consultation with the implementing partner(s).
· Work in close coordination with the HOP, 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. With the HOP and Country Representative (CR), identify opportunities for staff to conduct TDYs or participate in learning or trainings outside of Uganda.
· Facilitate learning or mentoring sessions with staff
Strategic Issues and Growth:
· Assist with the development and achievement of CRS Uganda’s Strategic Program Plan.
· Actively 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 in collaboration with the HOP to proactive networking with other (I)NGOs, donors and stakeholders; participate in regular business development meetings as needed.
· Provide guidance and support to project managers/officers and Partner Directors.
· Assure the implementation of CRS partnership tools, such as the partnership scorecard.
· Work in close consultation with the Program Directors and Finance Department, lead the development of a partner capacity-building approach for the country program, assure implementation and monitor and report on progress.
· Ensure staff provide partners with substantive and timely feedback on reports and budget expenditure.
· Carry out field visits to solicit partner and community feedback on project progress and challenges, to address partner queries and to enable solve implementation issues.
Other: Carry out other duties as designated by the HOP.
Qualifications, Skills and Experience:
· The ideal candidate for the Catholic Relief Services (CRS) Deputy Head of Programs career opportunity should hold a Master’s Degree or equivalent experience in International Relations or Economics/Social Sciences or other relevant field;
· At least ten years of prior management experience of USG and other external donor funding, preferably managing a portfolio of at least $500,000 over a 12-month period, for humanitarian and development assistance, preferably with an international NGO;
· A minimum of eight years of progressive management responsibility, including supervising and mentoring multi-sectorial teams;
· Previous exposure and experience in managing and reporting against budgets and in narrative form required;
· Prior experience with gender and MEAL development and integration in programming;
· Proven leadership and inter-personal skills with ability to build and motivate diverse and talented teams;
· Previous experience with participatory methods and partnerships;
· Proven ability to think strategically;
· Demonstrated proactive nature in resolving problems and leading a productive, committed team;
· High degree of flexibility to work both in a team and independently;
· Cultural sensitivity, patience and flexibility;
· Demonstrated personal accountability and driven to serve others;
· Excellent English language oral and written communication skills;
· Previous experience working in a variety of developing environments required;
· Computer literacy i.e. proficiency in Microsoft Office suite (Word, Excel, PowerPoint and Outlook) required;
· Excellent, proactive communications and coordination skills essential;
· Willingness to work extended hours, dependent upon the task deadlines; Ability and willingness to travel regularly both nationally and internationally as needed.
Program Manager 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
· Supervision and Coaching/Mentoring Responsibilities
Agency-wide Competencies (for all CRS Staff): Serves with Integrity, Models Stewardship, Cultivates Constructive Relationships, Promotes Learning
How to Apply:
All suitably qualified and interested Ugandan candidates are encouraged to send their cover letters, CVs and three work references (names and contact information only) to firstname.lastname@example.org.
Deadline: 1st September 2016
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