JOB DETAILS
Job title: Programme Officer, Tanzania [Dar es Salaam, Tanzania]
Line Manager title: Programme Manager, Tanzania
Grade: JG 7
Direct reports: Administrative Assistant (Driver), JG9
Office Assistant, JG10
Department: Tanzania Country Programme
Location: Dar es Salaam, Tanzania
JOB SUMMARY
1. The Programme Officer will support the country team with coordination of the Project Cycle Management functions, which include project design and formulation, mobilisation, implementation, and closure. Also, with the development of appropriate mechanisms for monitoring and evaluation of projects and management of results.
2. The Officer will be expected to manage communications requirements for the country programme, and support with management of project-related gender, safeguard and climate change requirements.
3. S/he will also be responsible for aligning the programme’s knowledge management goals and practices to TMA’s strategy and ensuring that internal and external knowledge management solutions involve commitment for long-term value to be realised.
ROLES AND RESPONSIBILITIES
Supporting Programme Delivery:
1. Support the country team in the strategic development of country programmes by providing input in strategy development, Project Appraisal Reports (PARs) and project formulation.
2. Perform analytical, diagnostic, and assessment of data requirements for the implementation of country-specific projects and support data collection management for baselines, reviews, and evaluations.
3. Provide support to Project Leaders with management of consultants, procurement documentation, generation of tender processes, and participating in bid evaluations.
4. Provide support in updating project information and documentation on TradeMark Resources Information Management System (TRIMS), including work plans, monitoring plans, and risk plans.
5. Provide support to country teams during quarterly and annual reporting through TRIMS and completion of Programme Progress Quarterly and Annual Progress Reports.
6. Provide support to country teams in initiating project closeout procedures and ensuring project documentation on evaluations, research and lessons learned are up to date.
7. Support Project Leaders with the maintenance of accurate project documentation.
Audit and Assurance responsibilities:
1. Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
2. Demonstrated prudence, sound judgment, and appropriate, time escalations in the management of all types of risk (including fraud risk) applicable to my role.
3. Understand and comply with the relevant end-to-end processes including applicable risks and controls.
4. Identify, understand, and escalate risk events/incidents/issues on a timely basis focusing on fixing root -causes and taking ownership of identified mitigation actions.
5. Complete all relevant mandatory training within the stipulated timelines.
Programme and Outcome Delivery:
1. Manage and coordinate the Country programme’s Monitoring and Evaluation (M&E) requirements with the programme’s priority beneficiaries (government MDAs and private sector) in establishing M&E frameworks. These include the development of baseline data, indicators of success, targets, results chains, and monitoring plans.
2. Liaise with implementing partners in collecting and submitting required reports and data on the progress of monitoring plans and activities.
3. Provide oversight and support to the country team on M&E systems, plans, and processes.
4. Liaise closely with the Results team on implementation progress, preparation of periodic reports, and review of lessons learned, to ensure consistency and complementarity between country and regional Programmes.
Provide regular updates on the progress of Tanzania’s projects on TRIMS.
1. Provide support in the preparation of the annual review, project programme and evaluation, and audits.
2. Provide support in collecting documents and lessons learned, best practices for knowledge sharing and learning.
3. Participate in regular informal and formal reflection, knowledge sharing, and learning events.
Gender and Inclusion responsibilities:
1. Provide support to the Project lead in collecting, analyzing and reporting gender-disaggregated data.
2. Coordinate and Championing gender-related activities.
Results Management responsibilities:
1. Manage and coordinate the Country programme’s Monitoring and Evaluation (M&E) requirements with the programme’s priority beneficiaries (government MDAs and private sector) in establishing M&E frameworks. These include the development of baseline data, indicators of success, targets, results chains and monitoring plans.
2. Liaise with implementing partners in the collection and submission of required reports and data on the progress of monitoring plans and activities.
3. Provide oversight and support to the country team on M&E systems, plans and processes.
4. Liaise closely with the Results team on implementation progress, preparation of periodic reports, and review of lessons learnt, to ensure consistency and complementarity between country and regional Programmes.
5. Provide regular updates on the progress of Tanzania’s projects on TRIMS.
6. Manage the country programme’s results framework and update it regularly.
7. Provide support in the preparation of the annual review, projects programme and evaluation and audits.
8. Provide support in collecting documents and lessons learned, best practices for knowledge sharing and learning.
9. Participate in regular informal and formal reflection, knowledge sharing and learning events.
Corporate Resources responsibilities:
1. Promote and adhere to TMA’s core values and ensure compliance with organizational policies and procedures.
2. Maintain 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 safeguard policies and procedures and immediately report any safeguarding concerns.
4. Provide corporate resources support to the country office (Finance, ICT, Human Resource, and administration)
5. Provide support to any other related responsibilities that may be assigned by the line manager from time to time.
Communications:
1. Collaborate with the communication unit to shape and monitor the programme’s communication plan in line with TMA’s Corporate Communication Strategy and business plan, and visibility commitments to funding agencies.
2. Effectively communicate programme progress and results to internal and external stakeholders and support in the 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. Work closely with other functions including the Corporate Affairs and Fundraising, Results and Impact, CEO’s office, and 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 organization.
4. Manage the Country programme’s corporate communications plan to ensure sound impact and Value for Money.
5. Participate in developing content, and ensuring regular updates, on Tanzania’s project activities, for the general TMA website and the Tanzania Country page.
6. Liaise with the TMA Communications team to develop “common-man stories” on TMA Tanzania projects and prepare/write press releases on key TMA Tanzania events and share them with relevant media houses.
7. Support the organization of TMA Tanzania-supported events and coordinate reporting of these in the media and to other TMA regional and country offices.
8. Liaise with the Communications team to organize internal and external events and media training.
9. Liaise with the Programme Delivery Hub (PDH) to streamline climate change, and safeguard standards in the programme/project management cycle.
The job holder may from time to time be required to provide support to TradeMark Africa's wholly owned subsidiary, TradeCatalyst Africa, as would be communicated by your line manager. When this happens, the specific task(s) will be reflectedin your OKR and assigned to a relevant task(s) manager.
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ACADEMIC AND PROFESSIONAL QUALIFICATIONS
1. Undergraduate degree in social sciences, business administration, development studies or related field.
2. Professional qualifications in project management, M&E or communications will be an added advantage.
Work experience
1. For undergraduate degree holders at least five years relevant experience and for postgraduate degree holders at least three years in managing and coordinating projects, including monitoring and evaluation, knowledge management and communications activities for donor-funded programmes.
Technical skills and behavioural competencies
1. A good understanding of the Project Management Cycle from start to finish (PCM).
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 use of results management information systems to aid monitoring of projects.
5. Excellent team-working and interpersonal 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. Managing stakeholder expectations and aligning them with TMA corporate values to prevent any misconduct or abuse.
2. Reputation risk that might result from mismanaging relationships with beneficiaries, partners, and stakeholders.
3. Any negative incidents or misconduct could damage the reputation of the organization and the ability to carry out future projects.
4. Financial risk, which involves managing significant amounts of funding/resources, can put you at risk of financial misconduct, theft etc.
5. Legal risk, programme officer must comply with the legal and regulatory requirements that govern both his/her organisation and the partner. Failure to comply with the regulatory requirements might lead to legal action.
6. The risks can be safeguarded by adhering to the existing organisation accountability mechanisms, seeking support from line managers and colleagues, and working closely with beneficiaries and building strong relationships based on trust and respect.
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