Line Manager title: Programme Manager
Grade: JG7
Direct reports: None
Department: Ethiopia Country Programme
Location: Addis Ababa, Ethiopia
JOB SUMMARY
The Programme Officer will support the country team with coordination of project management activities across the Ethiopia Country Programme portfolio, including during project design and formulation, mobilisation, implementation, and closure.
S/he will ensure the development and management of appropriate mechanisms for monitoring and evaluation. The Officer will be expected to manage Communications requirements for the country programme, and support with management of project-related safeguard requirements. S/he will also be responsible for aligning the programme’s knowledge management goals and practices to TMEA’s strategy and ensuring that internal and external knowledge management solutions involve commitment for long-term value to be realised.
The Programme Officer will also be responsible for providing comprehensive finance, administrative and logistical support to the Country Office and will have the specific responsibility of ensuring the quality of service delivery is consistent, efficient, responsive and seamless in the Country Office. This will include ensuring effective coordination with the relevant regional teams in these areas.
Roles and responsibilities
RESPONSIBILITIES
Supporting programme delivery
1. Provide support to 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 provide support in the management of data collection for baselines, reviews and evaluations.
3. Provide support to Project Leaders with management of consultants, procurement documentation, generation of tender processes through the Contract Management System (CMS), and participating in bid evaluations.
4. Provide support in updating documentation on the Management Information System (MIS), including work plans, monitoring plans, and risk plans.
5. Provide support to country teams during quarterly and annual reporting through MIS 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 maintenance of accurate project documentation.
Monitoring and evaluation
1. Manage and co-ordinate the Country programme’s Monitoring and Evaluation (M&E) requirements with the programme’s priority beneficiaries (government institutions, private sector and civil society organizations) in establishing M&E systems. These include 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, review of new proposals and lessons learnt, to ensure consistency and complementarity between country and regional programmes.
5. Provide regular updates on progress of Ethiopia’s projects on the Results Management Information Systems (RMIS).
6. Manage the country programme’s results framework and update it regularly.
Communications
1. Manage the programme’s corporate communications budget to ensure sound impact and Value for Money (VFM).
2. Participate in developing content, and ensuring regular updates, on project activities, for the general TMEA website and the Ethiopia Country page.
3. Liaise with the TMEA Communications team to develop “common-man stories” on TMEA Ethiopia projects and prepare/write press releases on key TMEA Ethiopia events and share these with the national and/or regional media sphere.
4. Support the organization of TMEA Ethiopia supported events and coordinate reporting of these in the media and to other TMEA offices.
5. Liaise with the Communications team to organise internal and external events and media trainings.
6. Liaise with the Sustainable and Inclusive Trade (SIT) Unit to streamline climate change, gender inclusivity, and safeguards standards in programme/project management cycle.
Knowledge management
1. Oversee the regular production of TMEA Ethiopia’s knowledge materials including publications, policy and research studies, economic research papers and briefs.
2. Coordinate work with TMEA Ethiopia consultants on setting up a national knowledge sharing platform, possibly hosted/managed by TMEA Ethiopia, to ensure sharing of research papers between interested parties at national and regional levels.
3. Create a library of all necessary information on national context, projects and implementation progress towards EAC integration to be managed by the Ethiopia programme.
4. Organize regular learning events with colleagues and partners.
5. Develop strong relations with regional office and country programme to ensure coordinated knowledge management.
Finance and administration
1. Provide finance and administration support to the Country Director and team.
2. Ensure advances, surrenders and vendor payments are processed on time.
3. Maintain the bank account for the Ethiopia Country Programme.
4. Manage procurement of office supplies ensuring quality and cost control of all goods and services procured to support TMEA administrative operations.
5. Follow up on audit recommendations and liaise with the Programme Manager and Country Director to ensure they are addressed.
6. Provide HR and ICT support for the Country office.
7. Assist with preparation for conferences, meetings, seminars and workshops including following up with external participants, preparing and distributing agendas, and reserving rooms.
8. Coordinate all meetings, workshops, staff activities including travel, etc.
9. Manage office assets ensuring accurate records of minor assets at all times.
10. Prepare financial management reports as may be required by the country programme and the regional office including preparation and monitoring of the budget.
11. Ensure adherence to internal controls, processes and procedures.
12. Participate in regular team meetings and provide updates on issues of interest.
13. Supervise the driver and/or local provider of transport services.
14. Ensure appropriate treatment of assets purchased on behalf of recipients/partners.
15. Prepare financial reports as may be required by the Country Programme and the regional office including preparation for the budget.
16. Participate in regular team meetings and provide updates on issues of interest.
17. Process travel requisitions and assist with travel arrangements such as hotel and flight bookings as required for TMEA stakeholders.
18. Maintain current distribution lists, phones, address lists of projects, product contacts, and distribute documents to relevant task teams.
19. Handle routine data entry to the TMEA financial management system (Navision), assisting with the processing of invoices to facilitate payment and reconcile travel expenditure to ensure accountability.
20. Draft basic communication including meeting agendas and minutes of meetings, etc.
21. Develop and maintain a filing system with up-to-date projects information, programmes and other files (both paper and electronic).
22. Handle incoming inquiries by responding or redirecting, initiating follow-up and problem solving.
General
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.
6. Participate in regular informal and formal reflection, knowledge sharing and learning events.
7. Document lessons learned and best practices for knowledge sharing and learning.
8. Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and procedures.
9. Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMEA’s reputation.
10. Any other related responsibilities that may be assigned by the line manager from time to time.
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REQUIREMENTS
Academic and professional qualifications
1. Undergraduate degree in Social Sciences, Business Administration, Development Studies or related field OR a master’s degree in a related field.
2. Professional qualifications in Project Management, M&E or Communications will be an added advantage.
Work experience
At least five years’ relevant experience for undergraduate degree holders (at least three years’ relevant experience for postgraduate degree holders) 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 (PCM) good practice 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 use of results management information systems to aid monitoring of projects.
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.
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