Assistant Programme Manager / Programme Assistant. Finance, Business Development, Technical and Overseas Teams

Transcription

1 Job description Job title Department Location Reporting to Responsible for Liaison with Hours Type of contract Programme Manager Programme Management London, UK Senior Programme Manager Assistant Programme Manager / Programme Assistant Finance, Business Development, Technical and Overseas Teams Full time, 35 hours per week Permanent Organisation Options Consultancy Services Limited was established in 1992 and is a wholly owned subsidiary of Marie Stopes International. We are a consultancy organisation providing technical and management expertise in the health and social sectors to governments and international development partners to transform the health of women and children. We provide information, expertise and influence to governments, health workers, NGOs and businesses to catalyse change so that health services can be accessed by the people who need them most. Main purpose of job As Programme Manager you are responsible for the effective and efficient project management of long term technical assistance programme and short term consultancy assignments for a variety of clients. You will work closely with other Options Team members to ensure that all work is carried out to high standards and to support the development of the organisation as a whole. You will report to the Senior Programme Manager, and will be based in Options offices in central London, with some overseas travel. 1

2 Main duties 1. Programme Management Manage specific long-term programmes and short-term assignments within the Options overseas portfolio ensuring all donor guidelines are adhered to. Work closely with the Senior Programme Manager to contribute to the strategic planning and monitoring of the designated projects, resolving issues and initiating corrective action as appropriate. Track project deliverables ensuring they meet appropriate levels of quality, are on time and within budget, in accordance with the project plan. Management of project budgets, monitoring the expenditures and costs against delivered and realised milestones as the projects progress. Internal and external financial reporting, including invoicing and expenditure tracking and variance analysis. Organising short term consultant inputs including preparation of TORs, sourcing, negotiating, drafting contracts briefing and managing consultants. Lead liaison with subcontractors, including preparation of TORs, contracts and budgets and ongoing management of their inputs and deliverables. Liaise with clients, implementing agencies and other relevant individuals and organisations as required and ensure excellent relations are maintained. Maintain and manage an assessment of risks to the programme s successful outcome. Produce programme update sheets showing project progress for Programme Delivery Group meetings and lead, and lead the preparation and presentation of other reporting requirements. Support the Senior Programme Manager to define project tasks and resource requirements, including developing project work plans and supporting the design and implementation of effective technical assistance strategies. Lead the contractual arrangements with long-term project staff, and provide them with ongoing project management support. Supervise programme administration, travel and logistics. Manage and support effective communication and cooperation among partners, subcontractors and colleagues. Management of Options UK based or international staff as required. Represent Options and the programmes in various fora as needed. 2. Liaison with other Options teams Work with the Finance Team on all aspects of financial management related to overseas programmes and assignments, and contribute to the monthly management accounts, annual audit and budgeting process, and regular budgeting and re-forecasting. Work with the Business Development team to support on the development of specific proposals, including technical and financial inputs. Contribute to knowledge management within Options, highlighting key developments within programmes that can be communicated and shared. Working with in-country teams, supporting management of and ensuring effective communication with colleagues and partners who are based abroad. Keep the senior management team informed about the progress of the programmes and potential risks on a regular basis 3. Other responsibilities In the spirit of teamwork, provide flexible support to colleagues across all Options Teams as required. Contribute to the development of team tools/sharing best practice within the team/organisation. Assist in building and maintaining Options portfolio of consultants. Cover for colleagues in their absence. Take on line management responsibility as required. 2

3 Note: this job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder. Signed by: Date: 3

4 Person specification Criteria Essential Desirable Qualifications Bachelor s degree in relevant subject area Masters in relevant subject area Experience Significant experience of working in international development at Programme Management level Extensive experience of the development and implementation of programmes Experience in people management and management of teams Experience in distance management of relations between a head office and an internationally-based team Experience of managing large, complex donor-funded budgets Experience in strategic planning Experience working in developing countries Experience of close working relationships with partners and consortia Experience of contracts and contracting Experience of networking to build successful relationships with potential clients, collaborators and consultants Experience in fundraising/business development Skills and attributes Excellent financial management skills Ability to work on a wide range of projects and other issues simultaneously Self-starter, can work independently or as part of a team Critical thinking and problem solving skills Ability to plan and manage work in a highly organised way Excellent communicator both in writing and verbally Good negotiation skills Flexible attitude to work and ability to work in challenging working environments Sensitive to other cultures Knowledge of a spread of international donors, including DFID 4

5 Knowledge of the Health sector and international development issues, including operating within a SWAp environment Other requirements Commitment to equal opportunities Fluency in written and spoken English Applicants must have the right to live and to work in the UK Ability to travel internationally for up to three weeks at a time. 5