Job Description

 
Job Title: Programs Manager
Status: Full-time.
Location: Sana’a

ADO Overview

Abs Development Organization for woman and Child (ADO) is a well-established national, humanitarian, developmental, non-profit and non-governmental organization, founded in August 1996 by a group of Yemeni girls to provide a better life for women, children, and youths. ADO has been operating in Yemen for more than 28 years with an outstanding coverage to the deprived rural areas located on the coast of Tehama and other various areas in Yemen aiming to get rid of poverty and infectious diseases. Since its inception, ADO has implemented over 213 developmental and humanitarian projects. According to ADO latest cumulative statistics, by end of the year 2021, a total of  6,695,412 people were benefited from these interventions. Consequently, the organization has established itself among the most effective civil society organizations in Yemen that are working on issues related to livelihood, health, education, and WASH supporting women, children, and youth. Operating from its Headquarter office in Sana’a, and through its branch offices in Al-Hodeidah, Hajjah, Abs, Raymah Taiz and Aden, ADO provides educational, health, livelihood and WASH services to urban and rural communities. As ADO believes that women are the essence of life, it has devoted all its activities and programs to empower and educate women who will lead to a modern and just state. ADO also believes that protecting and caring for children will result in a prosperous future; free from crime and terrorism. Furthermore, ADO believes that youth are the potential and driving force of any modern civil society.

Duties and Responsibilities and wight     

Programs and Grants Manager

Under the management of the Executive Manager, the Manager of Programs and Grants Department directly supervises the Programs Department, the Grants and Partnerships Department, the Communication and Advocacy Department, supervises the setting of tasks and responsibilities for these departments, and the permanent follow-up on the implementation of the organization's policies and procedures related to these departments. Also work on the programmatic and technical development of these departments through lessons learned, follow-up and supervision of the daily and periodic work of the employees responsible for them, and ensure the validity and accuracy of their implementation. The Manager of Programs and Grants Administration provides leadership, decision-making and coordination on all issues related to the management of the organization's programs, including the effective implementation of the organization's projects and all activities.

Actual job responsibilities:

• Ensure that the organization's programs and activities are supported in the required manner and that all necessary systems, policies, procedures and operational manuals related to program management and grant management are present and implemented in all activities and programs of the organization at all times.
• The Manager of Programs and Grants Management has close working relationships with the Manager of Supporting and Supportive Operations / Financial and Administrative Operations, the Manager of Quality, Compliance and Development and their affiliated departments.
• Full representation of the Executive Manager in supervision, control and follow-up of program affairs and the entire Grants and Communication Department. In addition to ensuring that the monthly/quarterly/annual plans are implemented efficiently.
• Contribute with the executive management in setting goals, drawing up the strategic plan and general policies, and making decisions that concern the organization as a whole.
• Responsible for effective communication with the CEO and Chairman of the Board of Trustees and providing all necessary information in a timely and accurate manner to enable management to make the appropriate decision in an informed manner.
• Participate in the development of programmatic procedures that help implement policies, plans and programs and recommend any required decisions to the Executive Manager and the Board of Trustees.
• Writing and developing proposals, projects and new programs.
• Supervise all programs and activities of the organization to ensure accuracy, quality and development in coordination with the Manager of Quality, Compliance and Development and his departments.
• Supervise the preparation of quarterly and annual plans for programs and grants management and ensure that they are approved by the Executive Manager.
• Provide a summary of quarterly, mid-term and annual performance reports to the Executive Manager and the Board of Trustees of the Programs and Grants Department.
• Work with the Executive Manager to identify opportunities to expand the Organization's programs.
• In coordination with the Manager of Support Operations and under the supervision of the Executive Manager, he ensures that all new proposals receive a comprehensive review of support operations and that appropriate support costs and program asset needs are reflected in the proposed budgets.
• Under the supervision of the Executive Manager, he works closely with all managers, especially the Manager of Quality, Compliance and Development and his departments and the Manager of the Control and Internal Audit Department to ensure that the risks facing the organization in its work are correctly identified and mitigated to the degree possible in the context.
• Under the supervision of the Executive Manager, he accredits training programs for program and project staff according to the necessary needs.
• Effective management of all program departments and grants management by requesting monthly reports from all managers.
• Saves documents, records, files, and reports related to his work, and constantly updates and maintains them.
• Officially inform the Executive Manager and the Chairman of the Board of Trustees of any major problems or obstacles he may face during the conduct of the organization's work outside the scope of his powers, especially in the programmatic aspects, grant management and external communication.
• Take corrective and preventive measures for errors and actions that violate regulations and laws, and ensure their effectiveness in accordance with the systems in force.
• Work with the Quality and Compliance Manager in developing, disseminating and monitoring strategy and evaluation tools across all programs and projects of the organization and to collect and analyze program information (qualitative and quantitative) to inform all phases of the project cycle to increase shared learning internally and externally.
• Develop program management strategies, including integrating cross-cutting issues of gender, partnership, protection, climate change, and disaster risk reduction.
• Ensure the follow-up of the validity of all partnership and cooperation agreements and the application of contractual obligations in partnership with the Compliance and Risk Department and the relevant departments.
• Participates in the leadership of the organization to achieve the various goals it aspires to reach, and participates in the process of making some management decisions related to the work of the organization.
• Directing, training and participating its employees in carrying out their important, complex or emerging tasks and solving work problems in cooperation with the Executive Manager.
• Planning for the departments affiliated to the organization in coordination with the managers of other departments.
• Any related tasks assigned to him by the Executive Manager.

Programs Management

• Under the direction of the Executive Manager, is responsible for the management of all programs/projects and ensures successful implementation of projects within scope, quality, time and budget constraints.
• Supervise the organization and development of programs and activities in line with the mission and objectives of the organization.
• Contribute to the development of new programs to support the strategic direction of the Organization.
• Follow-up activities and programs and follow-up challenges related to them and coordinate with various departments to provide the necessary support.
• Lead the design and development of program and project strategies and implementation plans with the Program Manager, Sector/Program Coordinators and Project Staff.
• In cooperation with the Manager of Quality and Compliance, he verifies key performance indicators and technical and financial reports that are submitted by project managers on a regular basis and presents them to the Executive Manager and the Board of Trustees.
• Direct supervision of the follow-up of the preparation of annual reports on the work of the organization and its branches and the amounts spent in their implementation and presented to the Executive Manager and Chairman of the Board of Trustees.
• Follow up project managers to ensure efficiency and effectiveness in managing program and project work as described in the project descriptions, preparing detailed plans and managing work teams.
• Supervise the preparation of budgets and plans for the operation of programs and the management of program and project activities to ensure the efficiency and effectiveness of performance to ensure alignment with the strategies and objectives of the organization.
• Support project managers in solving project problems at senior levels.
• Overseeing the process of developing emergency response plan activities when necessary.
• Active participation in monitoring and analyzing all program indicators in cooperation with relevant departments.
• Define the operational direction to be taken in relation to the strategy and identify the need for each program.
• Conducting detailed evaluations and statistics to design more programs whenever required.
• Work with sector/program coordinators to identify humanitarian needs in all program sectors.
• Submit training proposals to program staff or to any organization that enters into coalition with the organization.
• Direct support to program staff to ensure the existence of transparency and ensure the possibility of accountability for the beneficiaries of any project, and ensure the presence of beneficiaries at all stages of the project work and their right to accountability at all stages of the project as the project is by them and for them.
• Contribute to the evaluation, accountability and impact measurement of all projects in coordination with the relevant departments.
• Perform the required role in writing terms of reference for evaluation, external support and support for external evaluators.
• Participate in the process of arranging and preparing visits – (joint inspections) to project managers, beneficiaries, and other partners in the region.
• Oversee the implementation of recommendations made as a result of internal and external evaluations in the context of a specific action plan.
• Assist Project Managers and the Manager of Grants and Partnerships to develop productive working relationships with all stakeholders including; Community leaders and representatives, government officials, local and international NGOs, and donors.
• Ensure compliance with the organization's policies and procedures with regard to codes of conduct, child protection, equal opportunities, security and safety, and other related policies and procedures.
• Ensure that all activities and programs of the organization are committed to the humanitarian principles of complete neutrality, political neutrality and non-discrimination.
• Direct supervision and participation in the recruitment and selection of team staff for the organization's projects (preparation of job descriptions according to project needs, interviews, functional and project recruitment tests, etc.).
• Supervising the organization and conduct of periodic meetings of program and project teams on a regular and exceptional basis in the presence of all required program staff.
• Provide the necessary technical support for the management of programs and the organization's project teams.
• Submitting reports on the progress of work in the programs at regular intervals to the Executive Manager.
• Review and monitor field operations and implement activities and results as detailed in the project budget and activities.
• Supervising the financial progress process of the implemented projects and solving the relevant financial obstacles in coordination with the relevant departments.
• Provide ideas, suggestions and recommendations for writing project proposals.
• Direct supervision of the organization's attendance and participation in cluster meetings, and supervise the coordination, preparation and processing of project studies that the organization may undertake.

Grants and funding/partnerships

• Ensure the Organization's representation and coordination in the field of interventions and partnership development.
• Assist the Director of Grants and Partnerships to develop fruitful working relationships with all stakeholders including; community leaders and representatives, government officials, local and international NGOs and donors.
• Oversee ensuring that all donor expectations are met, including the preparation of all progress reports by relevant project staff.
• Directly supervise the process of resource mobilization, writing project proposals and developing other income in cooperation with the Manager of Grants and Funding.
• Oversee the process of closely monitoring budgets, expenditure and progress of projects to ensure that grants run within budget and close on time, while ensuring that project cycle management procedures are consistent and timely and well-structured corrective actions are taken as needed.
• Ensure high quality reporting for submission to donors, in accordance with the guidelines of the organization and donors in coordination and cooperation with the Quality and Compliance Department.
• Provide general guidance for the management of grants and funding, to ensure the existence of a sound strategy and systems for the development of the activities and programs of the organization, and secure adequate funding to achieve these results.
• Review reports issued by the Grants and Funding Department to ensure accurate and high-quality reports are submitted to donors, in accordance with the guidelines of the organization and donors.
• Work closely with the Grants Manager to identify potential donors to fund the organization's projects, including participation in donor meetings and other forms of direct donor engagement.
• Support the monitoring of adherence to grant agreements, organization policies and procedures and other relevant regulations, including those of local authorities.
• Supervise the process of reviewing donor contracts, identify any points that may challenge the organization's procedures, and support contract negotiations in cooperation with relevant departments.
• Ensure that all documentation required for donor retention is available within the Programs, Grants and Funding Department by maintaining high level information management/keeping systems.
• Oversee the process of following up on grant announcements, donor requirements, rules and guidelines, and application deadlines.

Communication, Media and Advocacy Department

• Direct support to the information and communication officer on the implementation of management programs and plans, building, deepening and strengthening relations with organizations and cooperating and supporting bodies of the organization and introducing the community and supporting bodies to the objectives, vision, mission, plans and services of the organization using all means of advertising and media.
• Contribute to the development and implementation of the media and communication strategy related to advocacy and campaigns for the implementation of the organization's humanitarian response plan.
• Work with the Communications, Advocacy and Programs Officer to identify key media events and opportunities to shed more light on the humanitarian crisis in Yemen and the response of Abs organization to it.
• Supervise and follow up on the preparation of the annual plan and the estimated budget of the administration in light of the general objectives and policies of the organization, and follow up their implementation after their adoption and evaluation of their results.
• Participate in the formulation of public policies and determine the objectives of the organization that the Department seeks to achieve.
• Participate in the marketing of the organization's projects that target the beneficiaries of its activities to donors.
• Support in developing and enhancing the importance of the programs established by the organization and the extent of their impact to reduce the current crises.
• Advising the organization's management on issues and activities related to achieving mutual understanding between the organization and the beneficiaries of its services.
• Direct supervision of good media coverage of the projects implemented by the organization that contribute to raising community awareness of the organization and its projects and services provided to the community.
• Participate in the development of promotional, publicity and advertising tools in coordination with the visual, audio and print media, hold conferences, exhibitions and seminars, publish the organization's news to inform the public of what is new, and participate in local, Arab and international conferences.
• Supervising the activation of all social networking sites and the official website of the organization (Facebook - Twitter - ... etc) and updated with all that is new.
• Supervising the activation of all social networking sites and the official website of the organization (Facebook - Twitter - ... etc.) and updating them with all that is new.
• Oversee the internal communication process and at the field level to obtain regular updates on the humanitarian situation, the organization's programs, in addition to creating reports on projects and current status, including case studies, success stories, graphic design and infographics.
• Supervising the preparation of marketing and promotional plans and programs aimed at spreading media awareness among the beneficiaries of the organization's services.
• Ensure that the content of all information materials related to projects conforms to the standards set by the organization.
• Lead and advocate for the organization's vision, mission and strategy.
• Engage proactively with local and national human rights organizations to establish a common position in response to advocacy campaigns
• Engage with a wide range of stakeholders at local and international level including UN agencies, other NGOs and other stakeholders.
• Contribute to the development and implementation of the strategic plan to improve engagement with communities, through key NGO partnerships.
• Contribute to the development of tools and mechanisms for partnership with other local entitiesز
• Contribute to the work on preparing programs and activities for advocating the Yemenization of humanitarian and development work (the localization of humanitarian work).
• Active participation in the events and meetings of the Resettlement Group with local and international counterparts (Alliance for the Localization of Humanitarian Action).
• Participate in the study of international methods, means, and ways to advocate for local leadership for humanitarian action, and simulate that in the organization.
• Supporting the director of the department to carry out initiatives and activities to advocate for the localization of humanitarian work, women's rights and issues, and the promotion of gender equality.
• Participation in the preparation of the organization's annual report, focusing on advocacy, fundraising and case studies.

Career Path/ Career Cluster: Program Management

Experience and Qualifications       

• Bachelor's degree in a relevant field such as Business Administration, Social Sciences, or International Development (required).
• Previous experience in program implementation and management, with a minimum of 3 years (required).
• In-depth knowledge and understanding of concepts and practices related to development and sustainable development.
• Strong analytical skills and the ability to assess needs and prioritize tasks in program implementation.
• Ability to build and manage teams and motivate individuals to achieve common goals.
• Excellent communication skills and the ability to negotiate and collaborate with internal and external partners.
• Ability to work under pressure and deliver results within specified timelines.
• Familiarity with methodologies and tools used in program management and evaluation.
• Fluent proficiency in both Arabic and English languages.

Skills / Knowledge    

Deep Understanding:

•         Program and project management concepts and practices.
•         The relevant development fields.
•         ADO’s strategy and objectives.

Analytical Skills:

•         Analyzing information and data.
•         Drawing conclusions and recommendations.

Problem-Solving Skills:

•         Identifying potential risks.
•         Solving problems during implementation.

Effective Communication:

•         Negotiating and dealing with teams and partners.
•         Guiding and directing participating teams.

Teamwork Skills:

•         Building and managing multidisciplinary teams.
•         Motivating them to work in harmony.

Knowledge of International Standards:

•         Understanding international standards and principles.
•         Ensuring compliance with these standards.

Planning and Organizing Skills:

•         Developing detailed implementation plans.
•         Distributing resources effectively.
•         Organizing implementation processes.

Leadership Skills:

•         Motivating and inspiring the team.
•         Directing them towards achieving goals.

Coordination and Collaboration Skills:

• Collaborating and interacting with teams and partners.
•  Promoting cooperation and coordination between them.

Evaluation and Monitoring Skills:

• Evaluating program performance.
• Monitoring their progress regularly.
• Taking necessary measures to improve performance.

Effective Communication Skills:

• Expressing ideas and information clearly and effectively.

Risk Management Skills:

• Analyzing potential risks.
• Developing strategies to deal with them.

Subject Matter Expertise:

•  Knowledge of the program area being managed.
•   Deep understanding of the issues and challenges related to this area.

Adaptability:

• Adapting to changing circumstances and challenges.
• Making appropriate decisions to ensure the continuity and success of programs

Gender:  Female /Male