Program Manager Assistant

 The Program Manager Assistant is in charge of the development of the intervention strategy and ensures the smooth running of the project in his/her zone/the country of assignment in line with Tdh policies (strategic plan, theme, way of working) and national intervention strategies in order to achieve the results expected within the framework of the project(s): S/he ensures the planning, execution, monitoring and financial management of the project and human resources S/he is responsible for supervising and training his/her field teams.  S/he ensures decisions and actions are taken in his/her area of intervention and deals with them independently on a daily basis in consultation with the sector coordinator and the Country Representative depending on the country (if no sector coordinator, in consultation with technical advisor) headquarters (DI or Thematic Advisor)) S/he ensures that the results of the project(s) s/he is in charge of are achieved. S/he also acts as the link / the synergy between the projects for which s/he is authorized and the other projects developed within the delegation. S/he builds up the expertise in his/her field of intervention  If a sector coordinator is in office in his/her intervention country, s/he works very closely and in consultation with the coordinator and his/her counterpart project leader in another zone S/he collaborates and coordinates with the DI (for emergencies) and the thematic advisors at headquarters to develop and validate the thematic strategy in line with the Tdh strategic commitments, and conduct advocacy and strategic capitalization actions S/he collaborates with the other Tdh sectors. Activities / Responsibilities of the function / Job Work on the application and development of the foundation's intervention strategy and ensure that the policies and thematic strategies are incorporated Participate in drawing up strategic guidelines for the country in coordination with the Country Representative, coordinators and thematic advisor: collect the data and analyze the opportunities and the risks Actively contribute to the implementation, monitoring, evaluation and review of the strategy of his/her field of intervention Carry out assessments of needs using tools validated by the headquarters and identify potential priority areas for action for Tdh in his/her intervention sector   Identify and share the positive and innovative experiences, information, research, best practice, relevant tools, etc...with the teams/coordinator/Country Representative. Participate in the development of new tools in his/her field of activity In cooperation with his/her technical advisor at the headquarters, drive research and explore the partnership avenues/methods for its implementation (relations with institutions: university, research centre, local NGO, etc) only if no coordinator   Lead, advise, support and supervise the members of the project team in the implementation of projects Facilitate good communication between the teams under his/her responsibility Organize meetings with the project teams and coordinate with the other projects Together with HR, write the job descriptions for the employees in the project team and have them validated by the Head of Delegation/coordinator Adapt the staff terms and conditions according to the development of the project(s) and have them validated by the Head of Delegation/coordinator Recruit and train his/her immediate staff (listen, support, motivate, involve, train, take disciplinary action against them, ensure they are updated and their skills are developed) Assist with the periodic appraisal of the staff under his/her direct responsibility and pass on the appraisals and recommendations to the Coordinator or the Head of Delegation Identify the human resources requirements and make suggestions to his/her direct superiors Organize the monitoring of trainees in his/her team Participate in the development or updating of the terms of reference for his/her team Plan and monitor the absence/attendance of the workers in his/her team (holidays, public holidays, weekly leave, working hours, absence through illness / accident, etc.) Draw up roadmaps according to the job descriptions of the employees in the project team and the project objectives, and adapt them according to the development of the project(s) Ensure the project team works well together (resolve existing or potential conflicts) Develop the team members' self-reliance and encourage collaboration Ensure and support the accountability of the national teams in a gradual process of delegation and nationalization of managerial posts   Support and advise the project team under his/her responsibility Be familiar with and promote his/her sector's institutional methodological guides with field teams and partners Be responsible for his/her own continuing training to develop his/her skills Identify his/her team members' training needs and organize local or internal training sessions in collaboration with the coordinator or the DI or Thematic Advisor at the headquarters Plan and coordinate external training support (consultancies, headquarters) for the teams in coordination with the sector coordinator if in office or the headquarters Explore at a national or local level the possibilities of collaborating with other organizations for Tdh team training or indeed of offering training support on behalf of Tdh to these organizations Contribute with the sector coordinator to the training of national managerial teams for them to gradually take responsibility for managing the project and teams   Participate in drawing up project budgets in compliance with current standards Draw up the monthly estimates for the project expenditure Check and validate the funding requests from the members of his/her team according to available resources With the Head of Delegation, the Finance and Administration manager and the coordinator if need be, examine the budget vs actual reports on a monthly basis in order to monitor expenses in good time and guide future spending and allocations in his/her field of activity Validate the mission expenses claims from the members of the project teams Monitor the project budget with the delegation's/base's Finance and Administration manager Participate in budget analysis sessions with the Thematic Coordinator Assist with the financial reports at the request of the Coordinator or Administration/Finance   Pass on to the Coordinator or Head of Delegation any useful information for canvassing sponsors In collaboration with the delegate, contact and monitor the sponsors represented on site (on a technical basis; the Head of Delegation is responsible for sponsor relations) if no coordinator   Participate in sponsors' visits Adhere to and enforce current administrative and logistical regulations and procedures In consultation with the Head of Delegation or the thematic coordinator, participate in drawing up and presenting project proposals to sponsors Evaluate future requirements and order the necessary equipment within the time frames Ensure that equipment and other material resources available to the project are used wisely Validate the purchase requisitions and other logistical documents according to procedure and authorization level. Validate the accounting documents for the expenses of the team's employees Make sure that the project's vehicles are used properly in coordination with the logistics officer Validate the movements of the vehicle allocated to the project in collaboration with the logistics officer   Collaborate in developing advocacy in connection with the delegation's missions, policy and strategies and thematic policies In agreement with the field coordinator and/or the Head of Delegation, ensure Terre des hommes is represented before the local authorities and any coordinators of local or national partners if there is no thematic coordinator Act as a representative with the local players at the request of the coordinator or Head of Delegation In general, make sure that a positive and professional image of the Foundation is conveyed. In particular, ensure that the Foundation's mandate, thematic policies, ethics, values and views are followed in relation to third parties. Develop and strengthen relations and collaborations with the relevant players in his/her field of activity Coordinate and support teams in negotiations and developing partnerships at a local and regional level Work very closely with the logistics officer and the authorities to set up projects Implement the agreements signed with partners Represent Tdh at Thematic Cluster meetings in the region and nationally if no thematic coordinator Encourage and develop synergies with the government, the other NGO players and local organizations in his/her field of activity In emergencies, coordinate with all the agencies in his/her discipline represented in the country as part of the inter-agency processes of evaluation, planning and coordination of responses   Collaborate in the effort to publicize the delegation in collaboration with the Programme Management: Participate in and promote the development of external communication tools Help raise Tdh's profile in connection with his/her project Pass on any information about the project's progress which is useful for media coverage to the Programme Management Produce periodic reports on activities within deadlines Together with the Head of Delegation, write reports according to the formats and deadlines required by the sponsors (if no thematic coordinator) Circulate the various technical reports to his/her team and his/her local partners linked to the project Keep in regular contact with the coordinator or the DI/Thematic Advisor at the headquarters regarding the status of the project's activities Communicate with the organisation's other employees on a regular basis Contribute to the SITREPs in coordination with the coordinator or DP, produce them if these posts do not exist within the delegation Write the annual reports in his/her field of activity   Plan and draw up project proposals in consultation with the thematic advisor / the sector DI (for emergencies), including in particular the validation of the impact of the project, its consistency, coverage, efficiency and effectiveness, long-term viability and relevance/feasibility, and taking into account cross-cutting issues (gender, HIV, environment, etc) before submission to the Head of Delegation and the headquarters Guarantee the quality of project reports (including the annual project reports) Set up monitoring and monthly evaluation tools for activities (monitoring sponsor and internal indicators) and monitor the results on a monthly basis Ensure coordination and consistency between the different projects in the intervention zones if no coordinator Make sure the projects are transversal In collaboration with the Head of Delegation and the coordinator if need be, coordinate the needs of the target populations in order to readjust the ongoing projects if necessary or to launch new projects and ensure that resources are properly tailored to requirements Coordinate activity or project assessments to specific times in the development or sponsors' requests Establish terms of reference for the assessments in collaboration with the thematic advisor, the Head of Delegation and the area Conduct regular field visits for supervision and assessments of the project's progress Initiate and coordinate thematic capitalization of the project with the thematic advisors and the Headquarters DI   In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance Undertake to comply with the Tdh Good Governance Policy and behave in an exemplary manner with regard to the various resources and logistics available to him/her for accomplishing his/her activities Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)   Undertake to adhere to the Terre des hommes Child Protection Policy and the principles connected to children's rights Undertake to ensure the best possible implementation of the Child Protection Policy (CPP) and operational risk management in his/her intervention zone and within project teams (in the case of an identified problem, contact the Coordinator or Country Representative to report it) Undertake to always inform the Coordinator (or the CPP Committee) of new developments in relation to all cases, allegations or possible/potential violations of the Child Protection Policy Assist in the implementation of resources for promoting awareness and supervision necessary for his/her local colleagues to adhere to the Child Protection Policy (CPP) and operational risk management Participate in monitoring protection cases, allegations or possible/potential violations of the Child Protection Policy under the supervision of the Protection Coordinator and the Coordinator. In conjunction with the Log/Safety Coordinator and the field coordinators, analyse the security situation in his/her area and inform the Coordinator through periodic reports Contribute to updating the security plan on his/her area(s) of intervention Contribute to updating the security plan on his/her area(s) of intervention Check that the members of staff in his team are in fact following safety procedures Check that communication procedures are being followed and that staff can be reached at all times   Be available to carry out any other tasks deemed useful by his/her direct manager