| JOB NAME |
Fund & Programme Management Office Specialist (IIPSA) (Midrand)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 157
Date Published:Friday, May 7, 2021
Date of Expiration:Wednesday, November 3, 2021 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Contract |
| MAIN JOB DESCRIPTION |
Closing Date 2021/05/14
Reference Number DBS210211-1
Job Title Fund & Programme Management Office Specialist (IIPSA) (Midrand)
Job Grade 15
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Fund & Programme Management Office Specialist will effectively manage the IIPSA fund and ensure that the fund is feasible and does not have a negative fiscal impact on DBSA operations and will contribute to the project preparation function in and outside SA. The Fund & Programme Management Office Specialist is also responsible to ensure that the IIPSA Funds managed by the DBSA achieve the programme objectives.
KEY RESPONSIBILITIES
Strategic Focus:
1. In collaboration with the GE: Project Preparation and the Head: Programme Development set the strategic and operational direction for the implementation of the third-party funds and programmes and resource mobilisation on behalf of Government and/ or other donors or co-funders.
2. In consultation with Head: Programme Development Unit, conduct needs assessments and identification of funding sources for project pipeline
3. In consultation with Head Project Preparation and Head Programme Development propose funding sources for Project Preparation Division project pipeline
4. In collaboration with Head Programme Development Unit draft and implement governance documents and project work plan
5. Manage cost recovery, forecasting and process claims with donor funders and programme owners
6. Manage programme logistics for governance structures of funds and programmes
7. In collaboration with marketing and communications develop visibility and communication plans for third-party funds and programmes
8. Facilitate and manage interaction between Fund donors, programme owners and the DBSA’s support function i.e. Legal, Procurement, Human Capital, Finance and Marketing & Communication
9. Collaborate with Head of Project Preparation & Head of Programme Development to select and develop a pipeline of projects to meet fund objectives.
10. Budget management and forecasting
11. Facilitate procurement processes
Stakeholder management
1. Manage expectations from donors. Ensure third-party programme mandates are understood by the Programme Development Unit, management and lending teams.
2. Build and maintain strong relationships with clients at global, regional, local levels including businesses, banking and multilateral partners and government officials to further develop specific project preparation opportunities.
3. Stakeholder management at various levels with the relevant project stakeholders, government departments, regional institutions, SOEs and other DBSA clients and partners, and lead promoters, in accordance with the project’s preparation objectives and products.
4. Ensure continuous communication with clients/ projects that the DBSA or third-party programmes have funded with a view to adequately support the unit’s monitoring function.
5. Manage expectations from donors. Ensure third-party programme mandates are understood by the DBSA teams
6. Provide feedback on the status of clients’ applications timeously and advise them on the bank’s processes and procedures.
7. Ensure continuous communication with clients/ projects that the DBSA or third-party programmes have funded with a view to adequately support the unit’s monitoring function.
Reporting & Monitoring
1. Identify preventative measures to prevent programme delays by actively engaging the Unit Head, Project Preparation Specialists and other Lending Units within and outside the DBSA.
2. Prepare and monitor programme calendar and manage logistics
3. Develop funding forecasts for annual disbursements
4. Ensure the planning, execution, monitoring, control and closure of the third-party funds and programmes managed by the Programme Development Unit are in line with the founding/governing agreements.
5. Oversee disbursement process against provisions of fund/programme contracts and project facility agreements
6. Present regular monitor and progress reports as per implementation plan of all third-party programmes.
7. Facilitate and manage audit process 8. Ensure legal, regulatory, financial and policy compliance
Key Measures of Outputs
Support to the Unit Head, and Programme Development Specialists in respect of:
1. Ensure that funds are applied as agreed between fund sponsor and the DBSA.
2. Number of funds concluded and administered per annum and utilisation as per agreements
3. Participating in the planning and preliminary design of the fund/facility
4. Number of progress monitoring reports presented to the DBSA and sponsors per annum to ensure fund execution is planned and implemented
5. Ensure that there are sufficient execution capabilities within the Fund/Facilities by discussion and agreeing with sponsors on the support required by DBSA project preparation.
6. Effectively communicate to Project Preparation Division and building synergies and cooperation across Divisions in the Bank promoting the objectives of respective funds
7. Management of Information flows (filing system as per the DBSA policy that will be subjected to external performance audits, at a programme and financial level).
8. Communication and marketing of third-party programmes.
9. Conduct relevant analyses and provide programme and project information and statistics.
10. Management, maintenance and updates of online application systems for DBSA and programmes.
11. Attend to application and assistance queries from project sponsors and third-party program donors
12. Maintain stakeholder engagement register and report on strategic engagements with stakeholders
Key Internal Liaison Relationships
1. Group Executive: Project Preparation,
2. Head: Programme Development, Heads of and team members of the Project Preparation Division
3. Client Coverage, Transacting, IDD, Risk, Legal, HC, Loan Management, Treasury and Finance including Contracts Managements (SCM), Sector Specialists, Decision-making Committees Key External Liaison Relationships 1. Programme Donors 2. Senior Government Officials
3. International & Regional Partners
4. Service Providers 5. Clients
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements:
1. A post-graduate qualification or equivalent
2. A minimum of 5 years’ experience of programme management and or project management interacting with international sponsors as well as the ability to work with a team of Programme Development/Project Preparation professionals.
3. Sound understanding and working with regional institutions such as SADC, COMESA is required;
4. MS Office proficient including, MS Project, Power Point and Excel.
Technical Competencies:
Written & Verbal Communication
1. Uses a clear and easily understood writing styles when communicating technical information to non-technical employees or individuals.
2. Understands that different writing styles are required for different documents or audiences.
3. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
Reporting
1. Collate and analyses readily available data for inclusion in a report
2. Designs / customizes reports to meet user needs.
3. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
Stakeholder Management
1. Actively engages partners and encourages others to build relationships that support DBSA objectives.
2. Understands and recognises the contributions that staff at all levels make to delivering priorities.
3. Proactively manages partner relationships, preventing or resolving any conflict.
4. Adapts style to work effectively with partners, building consensus, trust and respect.
Negotiation
1. Knows when to seek advice/guidance during a negotiation.
2. Understands and can apply basic negotiating skills and techniques, e.g. obtaining a full understanding of the other party's agenda and needs before disclosing own perspectives.
3. Possesses an understanding of various unspoken communications from other parties and can decipher hidden agendas.
Fund/Facility Management
1. Extremely good understanding of client needs (donors, co-funders, Metro, SOE, public sector departments, SADC).
2. Knowledgeable on the “products” Project Preparation Division its offering and communicate these at all times to prospective DBSA clients in the public and private sectors.
3. Familiar with the relevant legislative framework; i.e. King III, MFMA, PFMA, Companies Act and other relevant legislation etc.
4. Strong understanding of priority country/economic/political climate and key infrastructure initiatives.
5. Knowledge of credit and investment risk dynamics.
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies:
Customer Service Orientation
1. Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
2. Adapts processes and procedures to meet on-going customer needs.
3. Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
4. Thinks of new ways to align DBSA’s offerings with future customer needs.
Self-awareness and Self Control
1. Withholds effects of strong emotions in difficult situations.
2. Keeps functioning or responds constructively despite stress.
3. May apply special techniques or plan ahead of time to manage emotions or stress.
Strategic and Innovative Thinking
1. Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
Driving delivery of results
1. Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
2. Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.
Teamwork & Cooperation
1. Acts to promote a friendly climate and good morale, and resolves conflicts.
2. Creates opportunities for cross-functional working.
3. Encourages others to network outside of their own team/department and learn from their experience.
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English 
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