The Sustainable Development Foundation (SDF) is a non-governmental, voluntary, independent organization established in March 2015, officially registered at the Ministry of Social Affairs as per license (99). As SDF has been present in Yemen since 2015, it has experience implementing emergency child protection and education responses, including women and youth empowerment. SDF has experience in handling large grants from international donors, such as UNDP, UNHCR, OCHA, WHO, SCI, WFP and ZOA. The Foundation has excellent national-level relations and has experience in coordinating with both national and international NGOs. It has offices, staff and community-based committees in Hajjah, Sana'a, Marib, Ibb, Hudidah, Dhamar, Al-Bayda’a ,Almahweet, Aden and Hadramout as well as solid experiences engaging with local communities from whom it gained acceptance and with whom it has collaborated in the past. In addition to that, SDF creates livelihood opportunities and community-based protection committees. Last but not least, the foundation is mainly focused on Sustainable Development Goals and Humanitarian Response.
Posted vacancy: Program Director
Number of Vacancy: (1)
Employer: Sustainable Development Foundation (SDF) – Yemen.
Location: Main office
Position type: Full time – contract.
Position reporting to: Deputy Executive Manager
Starting Date: ASAP.
Post Date: December 6th 2020.
Closing Date : December 20th 2020.
The overall role of the Programs Director is to provide full support and guidance in the identification, formulation, implementation and completion of projects under SDF, with specific focus on the planning, implementation and monitoring of high-risk awards and operational issues to ensure the quality delivery of programmes across a complex, volatile, multi-location and multi-sector response that requires considerable investment and oversight from the central Programme Operations team.
The Program Director will act as focal point for a portfolio of specific awards and/or field sites as agreed with the Deputy Executive Manager and management ensuring that the relevant Field Managers and field teams are adequately supported to deliver high quality, timely interventions in line the with objectives of response strategy and in accordance with donor requirements. The Program Director may also be called upon request to support scale up in response to emergencies, assist in the design of emergency preparedness procedures, and to provide strategic planning support regarding the direction of the response in Yemen.
Program Director will also act as program operations manager when needed and when necessary.
The responsibilities listed may change and evolve in line with the situation on the ground. Budget holder responsibilities will be given as per the Scheme of Delegation.
KEY AREAS OF ACCOUNTABILITY:
Oversight and Management of Programme Operations and programme planning (50%)
Act as focal point for a designated portfolio of awards and/or field sites, supporting the relevant Field Managers and field teams to deliver high quality, timely interventions in line the objectives of response strategy and in accordance with donor requirements.
Within the designated portfolio/areas, ensure that the programs’ managers do:
o Follow adequate planning processes (Projects’ Work Plan, procurement plan, recruitment plan, MEAL plan, budget phasing etc.)
o Blockages between the field offices in the governorates and SDF head office departmental functions are identified and resolved to ensure effective and efficient delivery of programmes
o Appropriate spend and budget utilization; supporting to modify budget, activities and work plan where necessary and compliant.
o Revise and support the finalization of donor reports and projects’ managers reports.
Leadership of the program’s management as:
- Support the development of an organizational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for the beneficiaries.
- Help /design and implement a coherent programs’ organizational structure that is consistent with our practices and appropriate to program needs.
- Help /establish, maintain, and improve active and regular working relationships with: host government authorities, donors, partners including major institutional donors, and local and international NGOs.
- Oversee, as necessary, the field level programme proposal processes and preparation of timely and high-quality progress reports, program reports, and donor reports, coordinating with the relevant SDF teams
- Support with the development and implementation of contingency and business continuity planning (scenarios, triggers and response) within the designated portfolio/areas or as requested by the line manager or by the management.
- Ensure that SDF work is coordinated with efforts of other agencies and government authorities, representing the organisation in coordination for as requested by line manager or by the management.
- Ensure programmes are implemented in response to the communities, values and strategic plan and following SDF compliance policies and procedures. This includes working with government and national NGO-partners to strengthen national capacity
- Provide technical advice on the development of systems, processes and mechanisms to support programme planning and implementation;
- Ensure Liaise with external counterparts and implementing partners as well as SDF field-based colleagues to ensure effective and efficient project management, implementation and monitoring;
- Ensure the implementation of a sound risk management approach and the integration of cross-cutting issues;
- Ensure effective results and financial reporting, and communications of results to partners and donor, as well as overall visibility;
- To continuously improve the integrity, professional standard and capacities of the individuals involved in the management and implementation of the projects
- Authorize the start of the project officially.
- Approve the PWP (project work plan) before the launching of the Project.
- Support programme development, coordination, partnership building and resource mobilization;
- Overall program budget responsibility through ensuring good program financial management by developing implementation plans, making budgetary decisions, monitoring implementation of activities versus spend rates, reviewing all field support requirements and costings, and ensuring that donor budget is adhered to, and modified as necessary.
- Conduct regular meetings with the program teams at all levels for monitoring progress on, and linking with the projects’ managers in providing technical leadership and guidance to program/projects staff.
- Review /following up weekly plans from the programs’ managers, projects’ managers and field managers.
- Review /following up monthly plans as per the work plan and discussing the monthly BVAs reports with its subsequent actions with the related departments and submit analytical report.
- Make sure of the BVAs meeting output/action points on time and sharing such output with line manager and SDF management.
- Attend all required meetings with donors or with SDF.
- Provide act/support for the line manager as required
- Support in program proposals preparations.
- Prepare programs’ managers JDs then to be reviewed by the line manager.
- Essential participant with the projects’ kicks off meeting preparation and delivery.
- Essential participant in Close out projects and work with departments and offices to ensure projects are closed out properly, on time and captured all pending issues and activities in the final closing reports-technical and financial.
- Close follow up and supervision for the clusters’ coordination with periodic reports on the suggestions and progress on the cluster coordination updates.
- Submit monthly program/progress report to management for all programs.
- Make sure of the ERP system implementation, projects’ inputs and progress follow up via the ERP.
- Provide program performance issues identified through management information and KPI results.
- Setting KPIs for programs’ managers and providing the support to do for all projects staff.
- Doing programs’ managers regular performance evaluation during the probationary period and/or when necessary.
Staff Management, Mentorship, and Development – Program Operations
- Ensure appropriate staffing within Program Operations, including field offices staff
- Ensure that all staff understand and are able to perform their role in an emergency.
- Manage Program Implementation team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
- Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
- Incorporate staff development strategies and Performance Management Systems into team building process.
- Establish result-based system and follow up.
Manage the performance of all staff in the Program Operations work area through:
- Effective use of the Performance Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans
· Any other related task assigned by management.
Operational improvement & systems strengthening (30%):
- Focuses on tighter integration, closely knit communications and more control over program resources and priorities.
- Approve all necessary change management plans and actions needed to mitigate problems/issues related to the project implementation.
- Conduct projects evaluation whenever he/she sees fit.
- Within the designated portfolio, identify and escalate systemic issues, constraints and risks to programme progress and quality to the relevant field office teams via the line manager and ensure follow up to resolve issues with field teams
- Support the development of field office capacity building plans / field-level operational improvement plans, identifying the necessary actions, resources (staff, advisors, funding), and drive their implementation at field level through supporting the Field Managers as necessary to implement plans, monitoring progress
- Provide strategic leadership and vision to attain programme goals and objectives through the development, implementation, reviews, presentation and management of all aspects of this large programme.
- Make sure that very high support and act with finance and internal audit findings is given.
- Make sure that priorities to donor requests, emails, and reports is there and meeting all internal and external deadlines.
Emergency preparedness & response (10%):
- Support scale up to respond to emergencies within the designated portfolio/areas or as requested by the by line manager or by the management., as per SDF categorization requirements, in line with global emergency goals and benchmarks as well as organizational plans and policies
- Support with the plan and implementation of scale down /transition post response within the designated portfolio/areas or as requested by line manager or by the management.
- Working with the related departments’ Managers, assist in the design of emergency preparedness procedures ensuring Field Office readiness to respond to emergencies within the designated portfolio/areas or as requested by line manager or by the management.
Capacity Building (10%):
- Provide strategic planning and capacity building support to field teams, particularly the Field Managers and projects’ managers.
- Identify, and where applicable provide, learning and training opportunities for SDF staff and partners and work as a mentor for less experienced staff
Comply with SDF policies and practice with respect to beneficiaries, code of conduct, health and safety, equal opportunities and other relevant policies and procedures
BEHAVIOURS (Values in Practice)
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling SDF 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.
· sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
· Widely share their personal vision for SDF, engages and motivates others.
· Future orientated, thinks strategically and on a global scale.
· Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
· Values diversity, see it as a source of competitive strength
· Approachable, good listener, easy to talk to.
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks.
· honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS AND EXPERIENCE
· Relevant educational background with a Master’s degree
· Substantial at least “6” years management experience in an NGO environment, including significant field operations experience running both emergency and development programs
· Robust experience of NGO emergency program cycle management, and with experience of working within a complex and matrix organization structure.
· Substantial experience in logistics/supply chain including procurement.
· Significant knowledge of international humanitarian systems, institutions and donors (including UNICEF, WFP, WHO, UNHCR, OCHA, and international donors) and of procedures, accountability frameworks and best practices in emergency management.
· Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
· Solid project management skills related to organizational development projects and international, cross-functional teams with a proven history of delivering results.
· Ability to analyze information, evaluate options and to think and plan strategically
· An in-depth understanding of national and international development issues in particular in relation to different beneficiaries.
· Previous experience of managing and developing a diverse team and the ability to lead, motivate and develop others
· Demonstrated credibility with colleagues and stakeholders at all levels of an organization
· Excellent interpersonal, communication and presentation skills
· Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies
· Commitment to and understanding of SDF aims, values and principles including rights-based approaches
· Fluency in written and spoken English
· Experience working in Yemen environment north and south.
· Solid experience in two or more of the SDF priority sectors
· Knowledge of SDF systems and ways of working
· Fluency in Arabic