Program Manager

Position Summary: 

The Program Manager (PM) is a Grant/Project Manager and the technical lead and supervisor of Kayany programs including youth, child protection and emergency related projects/programs. The PM has the responsibility of designing, planning, and implementation of assigned programs in response of identified needs of targeted children and youth in line with Kayany strategic plans. The PM is responsible for conducting needs assessments, preparing concepts notes and proposals as required, and ensuring the overall, day-to-day management of the program and its smooth functioning. The PM should work closely with CEO and the support departments, including Finance, HR and administration to ensure that the program and its budget stays on track, competent staff and workers are recruited, procurement and logistics are implemented effectively, and data and results are collected, analyzed and used to inform the program’s course. S/he will also ensure that the grant management and administration function is always in compliance with donors’ policies and procedures; The PM is also responsible for contributing to Kayany’s overall strategy and capacity in program integration, and for representing Kayany program to the donor in coordination with the CEO.

 Responsibilities and Duties:

Program & Grant Inception and Development

• Serve as the primary point of contact with Kayany’s CEO with regards to day-to-day implementation and management matters relating to the program deliverables;
• Participate in preparing strategic and action plans and ensure targets are met at the relevant Kayany’s programs
• Participate actively in reviewing, evaluating funding applications from beneficiaries and potential partners
• Draft proposals, log-frames, work-plans, risk assessments and produce narrative periodic reports as needed
• Support the CEO in identifying and exploring potential new program ideas and directions
• Liaise with major donors and project partners (NGO’s, UN entities, etc..)
• Research funding sources & project requirements, and write grants including narrative and project budget
• Identifying and developing new relationships with organizations who share same mission and vision with Kayany
• Build partnerships with existing organizations, platforms and other initiatives at the community level
• Develop training and capacity building for team members, curricula development and other technical capacities

 Program & Grant Initiation and Management

• Manage programs of relevance ensuring adherence to Kayany’s strategic plan cleared objectives and compliance to Kayany’s and donor’s requirements
• Oversee and ensure adequate programs’ implementation through:

1. Keeping regular contact with partners and beneficiaries and conduct regular field visits to program sites.
2. Manage day-to-day operational technical tasks related to programs
3. Monitor / Follow up implementation progress to ensure the achievement of program deliverables in a quantitative, qualitative and timely fashion
4. Assist in resolving any emerging operational problems arising at the program and project level, and proposing solutions and amendments to implementation plans and agreements as needed
5. Manage the overall approved program budget.

• Coordinate with finance, procurement, and program staff to support grantee kick-off meeting, monitoring and closeout of grant activities. 
• Coordinate with HR to support in the recruitment of relevant program coordinators/officers/ assistants
• Support the close coordination with Grants, Procurement and Programs to ensure activity-level spending is on track and provide quality control on any required budget modifications. The PM Manager should be responsible for signing approval on any purchase order submitted by the procurement officer.
• Follow up with the Communication Officer to repeatedly update the social media and to create success stories and supporting documents for donors including videos & photos.
• Support the MEAL Officer and Program teams, with the resources and tools to accomplish the activities 
• In coordination with the finance manager, monitor the budget and ensure that each line is being spent efficiently.
• Regularly update Kayany’s policies to comply with donor’s requirement.
• Conduct other related tasks as required by the CEO. 

 Monitoring, Evaluation and Reporting

• Receive and review reports from field and following up on issues needing further clarifications or additional supporting documents
• Coordinate with the staff & colleagues to collect inputs required to write the reports and/or supporting documents required by partners.
• Participate in developing program key performance indicators and in measuring the impact of interventions in the relevant program
• Prepare and submit periodic reports on the programs under his/her supervision as agreed upon overall reporting plan, as well as contributing as needed to Kayany’s publications
• Ensure monitoring, evaluating, documenting and reporting program of program implementation against procedures
• Oversee that key funded program activities are achieved per program budget, timeline and donor requirements

 Representation and Community Relations

• Support the capacity building of potential and current partners including proposal writing and technical reporting
• Support in the evaluation of the organizational capacity of potential and current partners as needed

  General Administrative Role

• Oversee the preparation and submission of technical and financial reports
• Participate in U.N interagency coordination meetings and NGO sector coordination groups related to the area of operations and identify areas for coordination, collaboration and expansion
• Maintain effective communication with CEO
• Develop and write proposal and outreaching for new funds and projects

Experience and Qualifications

• Previous experience with international donors such as EU, USAID, UKAID, among others.
• Previous experience in community development programming highly desirable. 
• Understanding of budget, cost control management and resource allocation procedures
• Thorough understanding of project/grant management techniques and methods
• Excellent Knowledge of performance evaluation and change management principles
• Excellent communication, problem solving and leadership skills
• Computer skills (Microsoft Word, Excel, Outlook, PowerPoint)
• Experience of writing quality reports in English
• Knowledge of Accountability Log Framework other humanitarian/development sector initiatives and standards is highly desirable