JOB DETAILS
Line Manager title: Programme Manager - VIBE
Grade: JG7
Direct reports: None
Department: Rwanda Country Programme
Location: Kigali, Rwanda
Job SUMMARY
The Programme Officer will work closely with the Value-added Initiative to Boost Employment (VIBE) Programme Manager in managing and coordinating the VIBE Programme’s work including monitoring of implementation and evaluation, reporting, knowledge development, and communications functions.
ROLES AND RESPONSIBILITIES
Monitoring, evaluation, learning and dissemination.
1. Manage and coordinate the work of monitoring and evaluation (M&E) with the VIBE programme’s priority beneficiaries (government institutions, private sector, and civil society organisations and consultants/TAs) in establishing M&E systems. This will include providing support in gathering/development of baseline data, indicators of success, targets, results chains, and M&E plans with a view to extending similar support to staff and partners.
2. Use available and/or develop tools to monitor project progress towards delivery at the activity output and outcome levels and regularly update progress in the Results Framework, including providing support to other teams.
3. Coordinate with the Rwanda Country Programme team in the preparation of programme annual review process to measure progress made in achieving the annual results targets at output and outcome levels including preparing outputs assessment, meeting schedule for the Annual Reviewer, organising meetings with VIBE implementing partners and staff and ensuring consistent and thorough maintenance of documentation as proof of completed outputs.
4. Drive the VIBE M&E process forward and integrate it within TMA Rwanda systems and engage on the same with key stakeholders.
5. Liaise with VIBE partners in the collection and submission of required reports and data on the progress of M&E plans and activities.
6. Liaise closely with the TMA Regional M&E team on implementation progress, preparation of periodic reports, quarterly strategic reviews, reviews of new proposals, end of project and evaluation reports, and lessons learnt with a view to ensuring consistency and complementarity between the national and regional TMA offices.
7. Facilitate regular learning events with partners.
8. Collaborate with communication unit to shape and monitor the programmes communication plan in line with TMA’s Corporate Communication Strategy and business plan, and visibility commitments to funding agencies.
9. Develop strong relations with regional office to ensure coordinated knowledge management.
10. Participates, and as required, leads teams and VIBE partners in regular informal and formal reflection, knowledge sharing and learning events.
11. Contributes to the development/revision of tools and procedures to document and share knowledge, incentivise staff/teams and enforce compliance and standards.
Project Cycle Management Support
1. Working with the VIBE Programme Manager, support project implementation of the VIBE particularly through the project implementation phase by:
2. Facilitating Due Diligence process where grants are to be provided. o Supporting procurement process for projects and participate in tender evaluation processes. o Supporting timely submission of Quarterly Progress and Financial Reports. o Supporting the annual review process to measure progress made in achieving the annual results targets at output and outcome levels.
3. Ensuring that project risks are adequately identified, assessed, registered, reviewed, and reported timely in the programme reports and country risk register.
4. Ensuring end of project reports are submitted and facilitate independent evaluations.
5. Ensuring project closures are conducted timely.
Communications
1. Manage the VIBE programme communications budget to ensure sound impact and value for money (VFM).
2. Effectively communicate VIBE programme progress and results to internal and external stakeholders and support in delivery of high-quality outputs to ensure that TMA’s mission and vision are well communicated to investors and stakeholders, and that TMA’s work motivates and inspires donors, implementing partners and other stakeholders.
3. Collaborate with communication unit to shape and monitor the VIBE programmes communication plan in line with TMA’s Corporate Communication Strategy and business plan, and visibility commitments to funding agencies.
4. Participate in developing content on VIBE projects, partners activities and sponsorships for the TMA website and ensure regular update of the same.
5. Liaise with the TMA Communications team to develop “common-man stories” on VIBE projects, write press releases on key VIBE events and share these with the national and/or regional media sphere.
6. Ensure quality reporting of VIBE project launches in widely consulted media through developing strong relationships with press.
7. Support the organisation of VIBE events and coordinate reporting of these in the media and to other TMA offices.
8. Liaise with the TMA Communications team to organise internal and external events and media trainings.
9. Work closely with TMA Communications team and other functions including the Corporate Affairs and Fundraising, Results and Impact, CEO’s office, Regional Outcome areas to ensure that external communications are developed with maximum impact and delivered against the results calendar and corporate strategy guiding work across the programme area and the organisation.
Programmes and Outcomes Delivery
1. Ensures good practice of PCM during project design, terms of reference and technical specifications development, mobilisation, procurement and contract management, outcome/output based planning, implementation, timely and quality reporting, project sustainability, and results-oriented monitoring, evaluation and learning.
2. Ensures compliance with PCM guidelines throughout the project design and implementation cycle, including robust project planning, reporting and closure, adhering donor requirements as stipulated in contribution agreements.
3. Applies best practice in financial management, is the accounting officer for programme and project funds, monitors costs and ensures value for money in project activities and outputs. Ensures accurate financial information including informed budgets and reliable forecasts and works with engages partners and grantees to ensure that budgeting, forecasting, and expenditure is commensurate with progress and results.
4. Facilitate relationships and communicates with internal and external stakeholders including donors, partners and service providers and clearly articulates project and programme scope, timeline, budget, risks and deliverables.
5. Understands funding sources for projects, the implementation timelines agreed with funders, monitors implementation and delivery to ensure that projects are within budget, scope and time. Where changes occur, clearly documents and ensures that the Programme Manager is informed.
6. Ensures compliance with grant management procedures and guidelines including appraisal, selection, implementation, reporting, closure, and hands-on involvement, management and execution.
Corporate Level Responsibilities:
From Audit & Assurance
1. Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
2. Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to the programme officer’s role.
3. Understand and comply with the relevant end-to-end processes including applicable risks and controls.
4. Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing root-causes and taking ownership of identified mitigating actions.
5. Complete all relevant mandatory trainings within the stipulated timelines.
Gender and Inclusion
1. Ensure that activities are designed and implemented with a gender lens and inclusion of gender-sensitive /responsive indicators, youth persons with disability and/or marginalised groups to track progress towards integration in all projects.
2. Ensure implementation of minimum standards on reporting gender disaggregated data.
Corporate Resources
1. Promote and adhere to TMA’s core values and ensure compliance with organisational policies and procedures.
2. Ensure zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMA’s reputation.
3. Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns.
4. Any other related responsibilities that may be assigned by the line manager from time to time.
5. May from time to time be required to provide support to TradeMark Africa's wholly owned subsidiary, Trade Catalyst Africa, as would be communicated by your line manager. When this happens, the specific task(s) will be reflected in your OKR and assigned to a relevant task(s) manager.
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ACADEMIC AND PROFESSIONAL QUALIFICATIONS
1. Undergraduate or postgraduate degree in social sciences, communication, business administration, development studies or related field.
2. Professional qualifications in project management, M&E or communications will be an added advantage.
Work experience
For undergraduate degree holders, at least five years relevant experience in managing and coordinating projects, including monitoring and evaluation, knowledge management and communications activities for donor funded programmes. For Postgraduate degree plus three years’ relevant experience.
Technical skills and behavioural competencies
1. A good understanding of the project management cycle from start to finish.
2. Proficiency in MS Office applications and use of social media and e-platforms for knowledge sharing.
3. Excellent written and oral communication skills.
4. Experience in data collection/survey administration, data analysis, and M&E system.
5. Excellent team-working and inter-personal skills with the ability to build good working relationships.
6. Ability to handle multiple tasks and provide regular feedback on progress.
7. Sense of initiative, creativity and enthusiasm.
8. Strong planning and organising skills, ability to prioritise, pay attention to detail and work with minimum supervision.
Risks associated with the position
1. The post is Linked to Mastercard Foundation funded Value-added Initiative to Boost Employment (VIBE) and is therefore subject to funding availability.
2. The position holder will work closely with vulnerable groups including young women, people with disabilities and Refugees hence exposing the holder to social safeguarding risk.
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