Deputy Head of Programs Employment Opportunity – Catholic Relief Services (CRS)

 Deputy Head of Programs
Organization: Catholic
Relief Services (CRS)
Duty Station: Kampala,
Reports to: Head of Programs
About US:
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
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
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
Hold monthly BCR and detailed budget drill down
meetings with staff and ensure action items from previous month have been acted
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
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
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
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.
Partnership Management:
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.
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
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
Manages financial resources with integrity
Applies program quality standards to project
design and organizational learning
Supervision and Coaching/Mentoring
Agency-wide Competencies (for all
CRS Staff):
Serves with Integrity, Models Stewardship, Cultivates
Constructive Relationships, Promotes Learning
How to
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
Deadline: 1st
September 2016
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