Plan International Program Unit Manager Job in Kenya

Position: Program Unit Manager
 

Grade: D2
 

Department & Location: Programs and Operations (Field based) - Based in Coast or Nyanza Region
 

Reports To: Operations Manager
 

Purpose: Founded 75 years ago, Plan International is one of the oldest and largest children's development organizations in the world. 

We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty particularly those who are excluded or marginalized. We deliver high quality programs that deliver long lasting benefits and working in partnership with others. 

Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations and is an equal opportunity employer.
 

This job role is responsible for the overall leadership and management of the Program Unit operations and oversight of all programs implemented in the operating area. 

The incumbent will ensure programs are effectively implemented as prescribed by Program Unit Long Term (PULT) plans /Country Strategic Plan (CSP) and in line with Plan’s vision, mission and values.
 

The Program Unit Manager (PUM) will also have oversight to ensure that all projects are implemented in line with donor contracts and guidelines and according to monthly project activity plans and budget. 

S/he will be the principle daily representative of Plan Kenya in the County, and will ensure Plan’s visibility and participation within the County and area of operation by facilitating appropriate collaboration, networks and partnerships. 

The role will support staff capacity development through coaching and mentoring. 

The Program Unit Manager (PUM) is also tasked with security management and risk mitigation management using tools prescribed by Plan Kenya.

Dimensions of Role: Overall managerial accountability for Program Unit performance and impact including safety and security, correct application of Plan Kenya policies and procedures, HR, programme and all aspects of programme support. 

Ensure that strategic objectives for the Plan national office and Program Unit are achieved through high quality programming.

Finance, Compliance and Risk Management:

• The incumbent will have oversight of the Program Unit’s budgets and be the primary budget holder for several allocated budgets to levels set by the executive management team, which can be varied at any time. 
• S/he will approve local purchases and procurement processes; track monthly donor and sponsorship activity budgets and report on any variances to relevant project/program managers and the Country Office finance manager. 
• The incumbent is also responsible for the organizational assets/resources assigned to the Program Unit.
• Tracking Program Unit budget to ensure efficiency, timely and quality program investments
• Ensure existence and compliance of controls for risk reduction and management
• Ensure Program Unit complies with Plan’s corporate governance systems and procedures as well as government laws/regulations as relates to operations of NGO/Civil Societies
• Leading audit management responses and corrective action plans.

Administration and Logistics:

• Ensure timely procurement of goods and services at the Program Unit level. Lead and advise on the appointment of the Program Unit procurement committee members, ensure their induction and performance at all times. Performance manage the work of the committee to ensure timely delivery of the procurement services entrusted to them.
• Coordinate with the Administration manager at the Kenya Country Office (KCO) level to ensure availability of credible supplier database at all times.
• Coordinate with the procurement coordinator and KCO administration and Logistics manager for the development of supplier performance management tools. Ensure PU suppliers are frequently performance managed.
• Monitor to ensure compliance with the Plan and donor procurement and Logistics procedures.
• Ensure Program Unit resources such as assets are properly managed and accounted for following the laid down procedures at all times. Advise on the Program Unit asset disposal and liaise with Administration Manager for disposal support
• Collaborate closely with the Operations Manager and Admin manager for procurement support and guidance.
• Provide oversight for the development and implementation of the PU procurement plans. Put mechanism in place for the frequent review of the procurement plans and ensure the plans effectively support the PU procurement processes.

Human Resources:

• S/he will supervise approximately 6-7 staff directly, and 30-35 (dependent of budget) staff indirectly. S/he has a delegated authority as defined by Plan’s duty matrix.
• Facilitate team building and cohesion and ensure all staff are clear on their individual contribution to the overall program goal
• Manage staff performance and deal with any unsatisfactory performance proactively
• Ensure all staff have updated JDs at all times and the right people are in the right places
• Provide mentorship and coaching and foster career development.

Sponsorship:

• Timely management oversight of all sponsorship processes according to guidelines and regulations
• Ensure timely and well managed sponsorship production and communication processes at the Program Unit level
• Actively support key Program Unit sponsorship staff to ensure high quality and timely products
• Ensure all sponsorship programmes are relevant to the communities and children

Leadership and Representation:

• Provide visionary leadership, coaching for results and support to the Program Unit teams/members in the management of programs, financial resources, individual staff development and in the management of their performance
• Lead relationships and represent the Program Unit with all County government authorities and departments and establish and maintain strong networks and partnerships at sub-county and county levels to ensure Plan’s profile is held in high esteem
• Champion and facilitate change initiatives to enable organizational effectiveness and efficiency
• Lead and support Plan’s advocacy efforts and initiatives at the county and sub-county level
• Plan and provide oversight for all visitors to the Program Unit and area of operations
• Champion modeling and innovation in order to scale up successful interventions

Programme:

• Provide input into quality proposal designs, concepts, reports and all documentation required and ensure timely submission of requests and finalized county and sub-county reports
• Ensure timely and effective implementation of the Program Unit programs according to approved project outlines, donor contracts and approved monthly activity and budget plans.
• Work with senior management to ensure adequate resource mobilization, appropriate allocation and management
• Provides leadership to Program Unit staff and communities in planning for and responding to emergencies and disaster
• Ensure all staff are familiar and understand Plan rights based approaches and conceptual and actual objectives of all interventions and initiatives
• Ensure correct and appropriate branding and media coverage at all times in programming, while working in contact with the Communications Manager and other relevant senior staff.

Security:

• Develop in association with the Operations Manager and execute all security plans and proactively manage mitigation measures
• Ensure the safety and security of Plan staff and assets within the Program Unit at all times. Contribute to the development, revision and update of the Plan-Kenya security procedures and guidelines.
• Security management

Dealing with Problems:

• Managing a diverse number of staff with their various job roles and the conflicts arising therein.
• Managing community/staff conflicts
• Managing community/Plan Policy problems
• Managing inter I(NGO)s/civil society challenges
• Negotiating with government and partners/collaborators to ensure smooth program implementation and PU operations
• Managing staff performance, attitudes and behaviours
• Ensuring management of quality, compliant and timely Program and Grant performance (including managing different donor requirements)
• Managing the inherent risks associated with procurement and finance management

Communications and Working Relationships:

• The incumbent is expected to maintain a high level of intra and external communication/contact at the County and sub county level. This is to facilitate the implementation of all Plan Kenya programmes, sponsorship initiatives, and campaigns appropriately and with local buy-in.
• A medium level of external communication with the INGO/LNGO, CBOs partners in the county.
• A low level of internal communication with Plan National Offices (programs, sponsorship, exclusion or the regular communications)
• Facilitate and provide high quality communication materials as requested

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
 

Behaviours:

• Giving Direction – Builds confidence persuades and influences others towards a point of view or a course of action.
• Nurturing & developing others - motivates, coaches and manages both program and administrative/program support teams
• Strives for high performance & improvement - Promotes high performance by all staff by giving direction, motivating, monitoring results, recognizes good performance and addresses poor performance.
• Teamwork – positively promotes team effort through shared successes and participatory management and decision making.
• Positive Disposition – Builds relationships and related to people in a friendly, open and accepting manner.
• Integrity – acts with high degree of integrity and professionalism.
• Appreciates and promotes cultural diversity, innovation and learning
• Communicates clearly and effectively

Skills and personal attributes:

• Excellent grasp of programming concepts
• Strong analytical skills (including thorough understanding of M&E)
• Demonstrated high level skills in representation, influencing, written and oral communications
• Excellent organisational and coordination skills
• Management of intra and interpersonal conflict skills
• Ability to work under pressure
• Responsive, pro-active and able to multi-task

Education Qualification & Experience:

• A Minimum of Bachelor’s degree in business administration and/or development studies or a related field. Master’s degree in above an advantage.
• At least 5 years’ experience in a management position in development work with experience in rights based programming and community development.
• Experience in partnership building, advocacy and networking with government, INGOs and CBOs;
• Experience in program design, budgeting and budget management.
• Sound experience in people management, negotiation and planning.
• Experience in financial management and interpretation of financial reports.
• Good understanding and management of Logistics and Procurement management function and contracts.

Level of Contact with Children:High level - Frequent interaction with children with frequent visits to the field to support program implementation

How to Apply

CLICK HERE to apply online

Send your motivation letter and CV as one document when applying.

The closing date of applications is 3rd November 2014. 

Only shortlisted applicants will be contacted.