JOB DETAILS:

Job Purpose:
1. To coordinate and participate in JMS’ development program, implementation, monitoring and reporting to ensure effective and efficient achievement of organization’s goals and strategic objectives.
2. To coordinate and participate in the preparation of grant proposals for submission to prospective donors; develop and coordinate work plans to ensure the achievement of the strategic objectives, ensure compliance with donor terms and conditions, including high quality reporting.
3. To coordinate and participate in private sector engagements to diversify and grow funding sources and private programs within the organization.
4. To establish, conduct and coordinate the research agenda of JMS with particular focus on operational research in the areas of JMS strategic focus.
5. Lead the set-up of a consultancy Unit in JMS, develop and implement a business plan for this unit to diversify the JMS business portfolio.
Functional Outputs/Activities per key performance area:
Strategic Program Development and Management:
• Develop and oversee the implementation of an annual Programs Strategy in line with the Organization Strategic Plan.
• Develop timely and effective program plans; ensure quality and timely implementation.
• Review and ensure alignment of program priorities, strategies and plans to the Organization
Strategic Plan and broader JMS strategies and plan.
• Engage and regularly update donors and stake holders on implementation of projects
• Ensure effective planning and budgeting for all projects. Participate in the annual budget process, leading on the program budget process, and provide ongoing oversight of program budgets.
• Support in the design and implementation of a coherent organizational structure that delivers program operations in the field.
• Ensure that all interventions are implemented in line with humanitarian principles and standards.
• Establish and implement research agenda
• Consultancy unit- as a revenue generating Unit
• Develop and implement Business Plans Fundraising, Networking and Donor Relationship/Partnership Management
• Support the ED in developing and managing relationships with donors and or other potential donors.
• Identify potential funding opportunities and develop fundable grant proposals including advising the ED on effective fundraising strategies.
• To coordinate and participate in private sector engagements to diversify and grow funding sources and private programs within the organization.
• Initiate and nurture networks and alliances with academia and research institutions
• Nurture and ensure effective partnerships in line with JMS’ vision, mission and values and long-term strategies.
• Strengthen JMS’s relationships with relevant line Government Ministries, donors, and partners, through regular meetings, consultations, and updates on JMS’s programs.
Program Reviews, Monitoring, Evaluation, Accountability, Reporting and Learning
• Manage and implement quality programs by ensuring that they are delivered within time, cost; and they achieve set objectives and responsive to critical needs as well as in line with the principles, values and strategic plan of JMS and adhere to donor and other compliance requirements.
• Ensure effective monitoring of all program activities to ensure all is on track.
• Ensure monthly program reviews are conducted and recommendations implemented.
• Ensure quality and timely submission of all reports.
• Conduct extensive reviews/edits on all program reports, briefs, and presentations, ensuring quality and correctness before dissemination or their usage.
• Ensure compliance to approved Program and Project plans and timely funds disbursement and implementation of approved activities of the period/quarter.
• Promote evidence-based learning/decision making through conducting assessments/studies and ensuring dissemination of the findings to key stakeholders.
• Track trends in development programming and program management practices, document and provide advice/ recommendations on key developments to SMT.
• Closely work with M&E department to ensure that adequate program performance and
measurement tools and processes are in place, implemented and enable ongoing learning and improvements.
• Promote learning by ensuring information that is gathered during the project implementation is used for accountability and to inform future activities or modify implementation approach.
• Ensure monthly for a for effective learning, sharing, and innovation, through reflection meetings.
Governance and Board Relations
• Prepare and present Quarterly Technical reports to the relevant Board Committee.
• Participate in the induction of Board members in their Program Management role.
• Provide periodic input and advice at board meetings on matters relating to Programs.
• Oversee the implementation of Board Technical Committee resolutions.
People Management and Development
• Manage the Programs team in a manner that will promote technical excellence by:
• Recommend necessary training for the department’s staff development in line with the set strategies.
• Developing and/improving on the KPIs with quantitative and qualitative objectives
• Review and provide timely approval of work plans in the Programs Department.
• Carrying out performance reviews and management to all team members of Programs.
• Meeting regularly with SMT members to align and approve strategic decisions and address any upcoming challenges and needs.
Team Management
• Recruit and lead an efficient, capable and high-performing team, with a particular emphasis on developing and promoting talent.
• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Assist team members with information, tools and resources to improve performance and reach objectives.
• Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one-on-ones and performance reviews.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
Program Risk and Financial Management
• Take lead in implementing the business continuity policy; periodically review and disseminate it.
• Takes lead in budget development, audits, and the monitoring of financial operations of programs.
• Ensure proper budget monitoring and management by ensuring project budgets are managed within the approved timelines.
• Identify and respond to risks and other challenges; inform management of any potential risks
relating to implementing the Strategic Plan.
• Conducts and communicates periodic program risk assessments and proposes mitigation actions to management
Safeguarding and child protection
• Coordinate the implementation of safeguarding and child protection guidelines in all programs.
• Oversee capacity continuous building and awareness raising sessions on safeguarding; Ensure all action points on safeguarding are implemented
• Ensure timely and quality safeguarding reports are prepared and submitted to the Board and the Senior Management team and other key stakeholders.
• Enable and support the different departments at JMS to deliver on their safeguarding responsibilities.
• Ensure that policies/procedures/tools on Safeguarding and child protection are implemented effectively in.
• Oversee the investigation of cases; continuously review procedures for reporting and investigating suspected cases of sexual abuse and exploitation; ensure that the procedures are aligned to the Protection from Sexual Exploitation and Abuse (PSEA) policy and Ugandan laws; continuously assess and ensure compliance to the safeguarding policy.
• Report any PSEA and Safeguarding concerns to the ED, coordinate communication to donors and external stakeholders on Safeguarding matters.
Representation
• Represent the organization in various program-related knowledge sharing and learning forums, document and share feedback with the team
• Effectively represent JMS in other NGO and INGO forums, meetings and events.
Financial Management
• Develop the budget for the department as per the set guidelines.
• Monitor and control the allocated budget and put measures in place to address variances.
• Continuously identify areas for improved efficiency.
Risk Management
• Perform risk assessments for strategies, prior to implementation and develop a mitigation plan to manage the risks.
Compliance
• Ensure JMS Program policies, Donor guidelines and regulatory compliance in execution of
activities.
• Adherence to all JMS Policies and Procedures
Minimum Qualification Requirements:
• Bachelor’s degree in Pharmacy, international relations, public health, Public Administration and Management, Business Administration, Social Works and Administration, or related field
• A Master’s Degree in a relevant field is a must.
• Advanced training in Project Management/Programs Management is a must.
• Recognized training in proposal writing, Advocacy, leadership and community work is essential
• Relevant Training and competences in research is essential.
Related Minimum Experience:
- Minimum of 5 years’ experience in a field related to research, Program/project development and implementation, donor coordination is required.
- Specific competence in proposal development and Operational research is required.
- Experience in dealing with consultancies, donor coordination.
Competencies Required:
Behavioral
• Integrity
• Professionalism
• Self Confidence
• Resilience and Tenacity
Leadership
• Leadership
• Driving Accountability
• Influencing Strategic Direction
Knowledge of
• Development of program concepts, policies, frameworks, standards and strategies.
• Fundable proposal writing skills
• Advocacy, capacity building, learning and development and understanding of how to enhance organizational learning
• Consultancy experience
• Community Based Rehabilitation / CBID program development management, networking, and partnership
• Working with donors and partners.
• Operational research
• Safeguarding/PSEA, child protection, disability inclusion and gender mainstreaming,
• Developing program budgets
Skills
• Stakeholder Management i.e. Board, Donor relations
• Project Management Skills
• Program Design
• Budget Management
• Proposal Writing Skills
• Advanced Analytical Skills
• Research
• Advanced Computer Skills
Attributes include:
• Confidentiality
• Customer Mindset
• Drive to succeed
• Commitment to quality
• Attention to Detail
• Strong Business Acumen
• Decisive
• Innovation
• Agility