Closing
date: 14 May 2016
date: 14 May 2016
TERMS
OF REFERENCE
OF REFERENCE
Name: Interim Senior
Program Coordinator
Program Coordinator
Department: International
Programs
Programs
Project
Name:
Rwanda Program
Name:
Rwanda Program
Funding
Source:
BPRM, UNHCR, UNFPA, WFP
Source:
BPRM, UNHCR, UNFPA, WFP
Location: Kigali, Rwanda
Date: May 2016
Main
Objectives:
Objectives:
The
assignment consists in assuming the interim of the Senior Program Coordinator
(SPC) during a period of 8-12 weeks to provide leadership and support to the
program function for the ARC Rwanda country program.
assignment consists in assuming the interim of the Senior Program Coordinator
(SPC) during a period of 8-12 weeks to provide leadership and support to the
program function for the ARC Rwanda country program.
Scope
of Work (Include specific activities):
of Work (Include specific activities):
The
Interim SPC shall assume all responsibilities of the SPC when required as per
the job description of the position (see annex 1), with a particular focus on
the grants management and program management functions.
Interim SPC shall assume all responsibilities of the SPC when required as per
the job description of the position (see annex 1), with a particular focus on
the grants management and program management functions.
In
addition, the Interim SPC shall deliver the following outputs:
addition, the Interim SPC shall deliver the following outputs:
Program
management, monitoring and evaluation
management, monitoring and evaluation
- Supervise
the writing process of different reports in collaboration with the Program
Quality Manager and technical team: - Monthly
Management Report sent to ARC Headquarters the 3rd Wednesday of each
month; - Monthly
calls held with HQ Grants Officer the 4th Monday of each month
to discuss monthly report. - BPRM
final report due to HQ 15 August 2016 and 30 September 2016 to donor; - UNHCR
Quarter 2 report due to HQ by 7 July 2016 and to the donor 15 July; - Immigration
Final-term report due by July 2016; - NEC
(WFP/PLAN) interim report to HQ on June 5 and to donor on June 10. - International
Program (IP) monthly dashboard documents and self-assessment dashboard to
be shared with HQ on the first Friday of each month; - Weekly
PD updates sent out to HQ each Monday; - UNFPA
Interim report deadline is July 07 at HQ and July 15 to Donor. - Any
other report as may be required; - Follow-up
closely the progress of the Pharmaceutical working group and support the
implementation of the recommendations in collaboration with the Operations
& Logistics Manager; - Attend
different technical meetings with UNHCR and other partners if required and
replace the Country Director if needed in the bi-weekly High Level meeting
with MIDIMAR and UNHCR; - Send
meeting minutes to HQ within 48 hours of the meeting - Chair
the program team meeting every two weeks; - Monitor
progress of actions points related to program management in the country
strategy;
Grant
Management
Management
- Closely
monitor the grants portfolio of ARC with particular attention on
monitoring activity work plans and implementation rates with each budget
holders and project coordinators. Particular attention required to grants
ending in the assignment period or with delayed implementation: - BPRM
grant (closing); - WFP
grant (extension to negotiate) ; - UNHCR
grant (accelerate implementation); - Work
closely with Finance and Operations & Logistics to update Budget VS
Actuals (BvAs) analysis on monthly basis, disseminate the information and
organize monitoring meetings regularly with budget holders and project
coordinators to insure appropriate spending rates on all grants; - Support
Operations & Logistics to ensure appropriate procurement planning in
accordance with grants spending plans; - Coordinate
and plan actions to insure timely adjustment of action plans to guarantee
predictable implementation and spending rates; - Provide
leadership to insure strong coordination between sites and department to
have performing grants management;
Program
design and development
design and development
- Work
with ARC HQ and ARC Rwanda team to support the funding request process
with for BPRM 2016-17, responding to any issues coming from the donor,
revising the proposal and budget if necessary and providing any support
required to help secure this funding; - Provide
support to finalize a Project Partnership Agreement amendment with UNHCR
to include additional funding in Health and Livelihoods; - Work
closely and provide guidance the PD interns and collaborate with HQ PD
team to support the development of the new project proposals and concept
notes in the pipeline: - Food
security zones; - OPENIDEO
Challenge; - Coordinate
the Start-up phase of the Coding School project in collaboration with
Program team members involved in the project;
Human
Resource Management
Resource Management
- Provide
supervision and support to program team members including the Program
Quality Manager, the Site Managers, Technical Advisors and Program
Development Interns; - Provide
support to the HR department in any ongoing recruitment processes if
needed;
Timeline:
Approximately
from May 16th to July 8th, 2016 with a possibility of
extension. End date will depend on return on duty of SPC.
from May 16th to July 8th, 2016 with a possibility of
extension. End date will depend on return on duty of SPC.
NB:
Since the exact length of the mandate is unknown and the deliverables important
in numbers, the consultant will establish priorities & timeline with the
Country Director at the beginning of the mandate.
Since the exact length of the mandate is unknown and the deliverables important
in numbers, the consultant will establish priorities & timeline with the
Country Director at the beginning of the mandate.
ANNEX
1
1
Job
Description
Description
POSITION
TITLE:
Senior Program Coordinator (SPC)
TITLE:
Senior Program Coordinator (SPC)
DEPARTMENT
OR COUNTRY PROGRAM:
Rwanda
OR COUNTRY PROGRAM:
Rwanda
RESPONSIBLE
TO:
Country Director
TO:
Country Director
STATUS: Full time
SUPERVISORY
CAPACITY:
Management and supervision of all programs within the country.
CAPACITY:
Management and supervision of all programs within the country.
DEPARTMENT/COUNTRY
PROGRAM DESCRIPTION/MISSION
PROGRAM DESCRIPTION/MISSION
The
overall goal of ARC’s program in Rwanda is to improve life’s conditions and
capabilities of the displaced refugee population from eastern DRC by ensuring
the provision of basic services (adequate health care, shelter, water,
sanitation & hygiene, gender based violence prevention and detection,
HIV/AIDS prevention & treatment) and enabling economic recovery in four
refugee camps located in Byumba (Gihembe camp), Kibuye (Kiziba camp), Gatsibo
(Nyabiheke camp) and Nyamagabe ( Kigeme) in Rwanda.
overall goal of ARC’s program in Rwanda is to improve life’s conditions and
capabilities of the displaced refugee population from eastern DRC by ensuring
the provision of basic services (adequate health care, shelter, water,
sanitation & hygiene, gender based violence prevention and detection,
HIV/AIDS prevention & treatment) and enabling economic recovery in four
refugee camps located in Byumba (Gihembe camp), Kibuye (Kiziba camp), Gatsibo
(Nyabiheke camp) and Nyamagabe ( Kigeme) in Rwanda.
PRIMARY
PURPOSE OF THE POSITION
PURPOSE OF THE POSITION
ARC
is looking for an experienced, result driven, innovative and highly
conscientious individual to manage and coordinate ARC’s program in Rwanda. The
SPC will provide leadership to improve the quality of programming, implement an
effective Results Based Management system and contribute to expand and
diversify ARC’s mission and activities in Rwanda through strategic and
innovative program development.
is looking for an experienced, result driven, innovative and highly
conscientious individual to manage and coordinate ARC’s program in Rwanda. The
SPC will provide leadership to improve the quality of programming, implement an
effective Results Based Management system and contribute to expand and
diversify ARC’s mission and activities in Rwanda through strategic and
innovative program development.
Within
a matrix management structure, the SPC will report to the Country Director and
will directly supervise Camp Managers, who are responsible for the day-to-day
management of all activities in the different refugee camps in the country. The
SPC will work in close coordination with other departments and management staff
to provide outstanding support to the field operations and to collaborate with
Head Quarters on program related issues. The SPC will supervise the program
team staff in order to achieve results and insure quality of delivery.
a matrix management structure, the SPC will report to the Country Director and
will directly supervise Camp Managers, who are responsible for the day-to-day
management of all activities in the different refugee camps in the country. The
SPC will work in close coordination with other departments and management staff
to provide outstanding support to the field operations and to collaborate with
Head Quarters on program related issues. The SPC will supervise the program
team staff in order to achieve results and insure quality of delivery.
The
successful candidate will be a self motivated, client oriented project manager
with strong proposal writing skills who can help ARC Rwanda to navigate towards
a period of change in program orientation, contributing significantly to
diversification of funding and expansion of activities. This is a Kigali based
position with frequent travel to field sites (50% of time).
successful candidate will be a self motivated, client oriented project manager
with strong proposal writing skills who can help ARC Rwanda to navigate towards
a period of change in program orientation, contributing significantly to
diversification of funding and expansion of activities. This is a Kigali based
position with frequent travel to field sites (50% of time).
MAJOR
AREAS OF ACCOUNTABILITY/PRIMARY DUTIES/RESPONSIBILITIES
AREAS OF ACCOUNTABILITY/PRIMARY DUTIES/RESPONSIBILITIES
Program
Management, Monitoring and Evaluation (50%)
Management, Monitoring and Evaluation (50%)
- Provide
leadership to the whole project management cycle including project
planning, implementation and control. - Lead
the development of clear objectives and achievement benchmarks for all
program activities and put in place best practices in project/program
management throughout the organization. - Compile
an overall program work plan and ensure Camp Managers implement their
respective components according to agreed schedules and targets. - Closely
monitor program implementation and budget utilization/ burn rates and
ensure that program and spending targets are met, working with Camp
Managers on monthly spending plans based on budget vs. actual analyses. - Monitor
compliance with donor regulations and ARC policies, in the course of
program implementation and build capacity of staff in this area as needed. - Ensure
regular communication between the program teams and the technical support
units, especially with regards to follow-up on procurement requisitions. - Ensure
timely production of high quality donor reports. - In
coordination with the Monitoring and Evaluation Officer, provide
leadership in developing and managing a strong results based monitoring
system. - Ensure
that an evidence based evaluation system is in place and used to learn
& inform on outcomes and impacts.
Program
design and Development (30%)
design and Development (30%)
- Be
the main focal point for program development, including liaising with
donors, and ensure the production of high quality and innovative proposals
in a results based framework and according to donor requirements. - Provide
leadership in program design and in shaping the strategic direction and
growth of the Rwanda program. - Assist
in the identification of funding opportunities and developing
relationships with donors. - Co-lead
with Finance Controller and Program Managers/Camp Managers the development
of budget proposals for each project/program ensuring donor and HQ
requirements are fully met. - Lead
the development of new sector activities and support the enhancement and
expansion of existing sectors with a strong emphasis on building
livelihood, resilience and self-reliance of the refugees and their host
communities. - Maximize
the efficient use of resources and efficacy in meeting the needs of
beneficiaries. - Lead
the data collection process necessary to design and develop evidence based
programs. - Prepare
submission of proposals to ARC HQ, for review, and ensure that proposals
are submitted to donors in a timely manner by the appropriate HQ or field
contact. - Help
ARC departments to coordinate and ensure programmatic linkages at every
step of the program design and implementation stages. - Assist
the Rwanda team to enhance ownership and abilities of local/national staff
to do strong programming to increasingly empower them.
Human
Resources Management (10 %)
Resources Management (10 %)
- Manage
relevant staff and conduct training and performance management activities,
as necessary. - Identify
and advocate for capacity building opportunities for program staff. - In
coordination with the Country Director, Camp Managers and HR, support the
recruitment of new program staff as and when required.
Representation
and Coordination (10%)
and Coordination (10%)
- Represent
ARC in meetings with local authorities, donors, and other members of the
humanitarian community. - Attend
cluster meetings, as appropriate and other coordination forums, to
coordinate and prevent duplication with UN bodies, international, and
national organizations. - Assist
the Country Director with strategic planning, representation and
developing and implementing a clear country-level plan. - Contribute
to production of communication opportunities and tools to increase
visibility of ARC-Rwanda among donors, government counterparts, partner
organizations, ARC-HQ and other audiences as appropriate.
Any
other duties as required.
other duties as required.
EDUCATION,
TECHNICAL SKILLS & KNOWLEDGE REQUIRED
TECHNICAL SKILLS & KNOWLEDGE REQUIRED
- Minimum
of 5 years of management experience with humanitarian or development
programs at the international level in diverse settings including working
with displaced and refugee populations in various countries; - Masters
degree in a related fill required (Project Management, Public
Administration, Sociology, Economy, Development Studies, Business, etc.). - Previous
grants management and project budget development experience. - Advanced
project management skills and knowledge; - Knowledge
of current thinking and theory on economic recovery and development in
post-conflict settings; - Previous
work experience and knowledge of best practices in Livelihood programming
required; - Basic
programming experience and knowledge in at least some of the following
sectors: GBV, Health, HIV/AIDS, Nutrition, Shelter and Infrastructure,
Camp Management, WASH. - Advanced
skills and experience in designing and managing a strong result based
monitoring and evaluation system; - Experience
working with donors (OFDA, USAID, UNHCR, BPRM, international and national
NGOs, and government agencies).
KEY
BEHAVIORS & ABILITIES
BEHAVIORS & ABILITIES
- Innovative,
Self-motivated, Result based, Client oriented; - Strong
work ethics; - Advanced
planning skills and ability to meet deadlines in a rapid pace environment
without compromising on quality; - Strong
staff supervision and team capacity building skills; - Excellent
leadership, interpersonal and intercultural skills. - Fluency
in written and spoken English. Knowledge of French is an advantage. - Strong
computer literacy (Microsoft Office, SPSS, STATA or other data management
apps, GIS etc.).
