Purpose We strive for a just world that advances children s rights and equality for girls. We engage people and partners to

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1 ORGANISATIONAL INFORMATION Position Senior Program Manager-Disaster Risk Reduction Band 5 Reports to Disaster Risk and Resilience Manager Reportees 0 Department Programs Department Budget Expenditure $0 About Plan International Founded more than 80 years ago, Plan International is one of the oldest and largest children s development organisations in the world. We operate in 52 developing countries where we implement community development projects dedicated to supporting children, and particularly girls, to realise their rights. We have national offices in 22 countries where we raise awareness and support and Plan International Australia (PIA) is the Australian representative office of Plan International. Plan International Australia implements a range of programs internationally to support children, including health, education, child protection, and disaster risk management by raising funds from our 60,000 plus Australian supporters and the Australian Government, and providing technical expertise and quality assurance from a dedicated team in our office based in Melbourne. Plan International Australia cooperates with and contributes to the strength of Plan globally while retaining and strengthening its own distinctive program focus. We hold full accreditation with the Department of Foreign Affairs of the Australian Government. Purpose We strive for a just world that advances children s rights and equality for girls. We engage people and partners to Empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability Drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face Work with children and communities to prepare for and respond to crises and to overcome adversity Support the safe and successful progression of children from birth to adulthood Culture and Values Plan International Australia supports leadership development across the organisation that will support and enable empowered people delivering high performance within a strong values-based culture, as indicated in the graphic to the right. DEPARTMENTAL OVERVIEW The Programs Department contributes to Plan International Australia s vision and mission by planning and overseeing Plan International Australia's development and humanitarian contribution and capability through four teams that: Develop, implement and drive Plan International Australia s international programming, with the management of high quality thematic programs that promote learning, gender equality and inclusive practice, and influence practice and policy change, underpinned by a growing grant funding and donor base Develop, implement and drive Plan International Australia s DRM strategy and capability, including maintaining a disaster readiness and response capability, strategy and programming in the areas of Disaster Risk Reduction/Climate Change Adaptation and Food Aid Develop and deliver Plan International Australia s program in the Pacific region, including development and disaster response programming, with a strong focus on inclusive and gender-transformative initiatives Build a diverse funding base to support the growth and sustainability of Plan International Australia s programs by leading on processes and procedure for institutional donor bids, alignment of operations to the Program Strategy, portfolio coordination and financial planning, leading on the development of key donor relationships, and supporting grants compliance. Page 1

2 TEAM OVERVIEW The role of the Plan International Australia DR&R Team is to develop, implement and drive Plan International Australia s DRM strategy and capability, including maintaining a disaster readiness and humanitarian response capability, strategy and programming in the areas of Disaster Risk Reduction, Climate Change Adaptation and Food/nutrition assistance and early recovery. PRIMARY POSITION OBJECTIVE(s) To achieve the maximum impact for children, young people and girls through Plan International Australia s Disaster Risk and Resilience work. The Senior Program Manager has the responsibility to lead on the management of the Disaster Risk Reduction (DRR) program portfolio implemented as part of the Plan International Australia Strategy. The Senior Program Manager needs to set the strategic direction of the DRR program, lead on the income growth of the program portfolio in partnership with the Programs Development Team (PDT), manage the DRR program budget and ensure quality processes and outcomes for the projects, with a particular focus on striving for best practice in child rights, girls equality and inclusion. KEY ACCOUNTABILITIES Key Result Area Major Activities Performance Area/Indicators Weighting % Lead on the development of the Disaster Risk 5% Reduction strategy and annual planning Reduction strategy so that it aligns with the Plan International Australia (PIA) corporate and programs strategies. Leadership in the development of strategy within PIA and Plan International and review Lead on PIAs contribution to the relevant Plan global or regional technical thematic strategy as appropriate Lead on Disaster Risk Reduction annual planning and reflection processes. Contribute to the, DR&RT, IPT and Departmental planning and reflection processes. Reduction program funding and grant acquisition Develop strategic relationships within and outside of Plan to jointly pursue and grow Disaster Risk Reduction program funding opportunities with a range of institutional donors. Lead the development of high quality technical inputs in funding submissions and corporate bids to institutional donors and other major donors, in collaboration with the Program Development Team. Acquisition plan is developed and revised annually in line with overall thematic strategy High quality bids meet or exceed the acquisition target 25% Reduction Program Management Reduction Program Learning and Effectiveness Ensure Disaster Risk Reduction program is delivered in line with the PIA Manual of Procedures or specific donor requirements. Direct project management of complex, high risk or large projects Contribute to an improvement in the quality across the thematic program with direct technical inputs. Review and provide feedback into the project designs managed by Program Managers. Ensure specialist technical knowledge (sector, crosscutting, process, evaluation) is shared and developed within and beyond the Programs team through regular, timely communication and presentations. Identify and lead on, or support (as appropriate) research and learning opportunities that inform advocacy, program development and improved practice within Plan and across the sector. Collaborate with the Policy and Engagement Team, thematic program teams and advisors (gender, child protection and MEL) and project partners (including specialist organizations and individuals) to continuously improve the quality of DRR projects, most specifically in the areas of advancing child rights, girl s equality and inclusion. Disaster Risk Reduction program and related projects are successfully implemented Growth in thematic program Disaster Risk Reduction program demonstrates learning and progress towards best practice 25% 10% Page 2

3 Lead on Personnel Management of Disaster Risk Reduction team Lead recruitment of personnel engaged by the thematic program in line with PIA recruitment procedures. Provide active supervision and performance management of program manager/s and other personnel engaged by PIA in the thematic program in line with PIA HR procedures. Meet regularly with Program Managers Manage or report to the DR&R Manager (as necessary) any workplace issue arising in the thematic team, in accordance with the Workplace Issue Resolution policy, and in collaboration with PIA People and Culture Department. Supervision of Program Manager(s) and other thematic personnel in accordance with PIA policies and procedures. 10% Lead on Disaster Risk Reduction Program Financial and Risk Management Maintain and Strengthen Stakeholder Management TOP 3 CHALLENGES (of this position) Work with thematic program team managers to initiate and develop annual and/or multi-year thematic budgets in line with PIA and donor requirements Manage, monitor and provide regular reports on the financial status of the relevant projects within the thematic program Identify and monitor project risks (including project, financial and child protection risks) utilizing PIA program management systems and policies in order to ensure compliance with PIA standards and DFAT accreditation standards. Escalate risks as necessary. Develop, maintain and encourage strong relationships with selected Plan country, regional and national offices to ensure optimal positioning and implementation of thematic projects. Where appropriate, represent PIA at national, regional or international meetings. Represent PIA on specific technical working groups and proactively contribute to its activities. Develop and maintain relationships with DFAT, other donors and other partners in Australia and overseas to ensure that Plan s program profile, positioning and learning is maintained and enhanced. Explore opportunities and maintain or foster partnerships with other organisations, including research institutions and development organisations. Work collaboratively with, and contribute to positive relationships within DR&R team and across teams Thematic Programs are delivered within agreed financial parameters. Risks to program are managed and mitigated. Positive working relationships maintained with project stakeholders PIA has increased visibility, profile and influence in DRR processes through the participation and engagement to the national, regional as well as international forums. 10% 15% 1. Managing workload during peak periods of project reporting and proposal development 2. Establishing a balance within the thematic team between project management responsibilities and technical support, learning and research 3. Acquiring donors within the context of a competitive funding environment in the Australian NGO sector QUALIFICATIONS & EXPERIENCE REQUIRED Post Graduate qualification in development studies or in the Disaster Risk Reduction field, or equivalent experience in the sector Quality experience in humanitarian work in developing country contexts in Asia, Africa, and the Pacific Experience at a senior level in development contexts, with specific experience in the Disaster Risk Reduction sector. Demonstrated ability to lead and mentor a small team including the ability to monitor and evaluate team performance. Proven ability in grant proposal writing, and experience with a range of donors, including DFAT. Demonstrated written skills and well developed assessment, program development, evaluation, project proposal and budget preparation skills. Page 3

4 Well-developed organisational and time management skills including the ability to manage workflows, balance competing priorities and to deliver quality results within deadlines. Demonstrated communication and negotiation skills, as well as the ability to develop and maintain effective working relationships with external and internal stakeholders (cross functional teams across all levels of the organisation). Demonstrated understanding of gender equality and women s empowerment and a commitment to PIA s and Plan International approach and values including ethnic diversity and cultural sensitivity. Project management & report writing Excellent interpersonal skills Working knowledge of international standards in development and humanitarian situations A good understanding of disaster management and development issues. Deployability and International travel TALENT REQUIRED FOR SUCCESS Committed to Disaster Risk and Resilience services and extensive field work experience. Core Competency Band/Level 5 Communication and Collaboration Leading Self and Others Achieving Outcomes Change and Innovation Integrity Ambassador for Plan Models self-awareness, self-management and social awareness in communications, problem solving and conflict resolution Values others expertise Provides informed, meaningful and relevant messages when communicating with staff, management and stakeholders Participates effectively in internal and external meetings to advance organisational objectives Actively establishes collaborative relationships with a range of internal and external stakeholders Encourages team and others in the organisation to share information, learnings and ideas Prepares complex and accurate reports and documents that meet audience needs Develops own/team plans with clear targets and goals linked to department plan and Plan s strategy Allows team discretion in choosing appropriate methods for completing work Accurately assesses own performance and contribution, and provides candid and timely feedback Will delegate to team members to upskill and promote development Supports team members development Supports good risk taking and creativity Instils confidence and enthusiasm in team members; celebrates individual and team successes Consistently inspires performance and addresses performance problems immediately Regularly checks progress of work against plans; identifies delays and initiates corrective action Persists until personal and team goals are achieved and commitments delivered Prioritises work and spends time on most important, value-adding (to Plan) areas Effectively balances short and long-term objectives to get best results Readily adjusts plans and activities to meet changing organisational and stakeholder demands Holds people accountable in a respectful way for ensuring quality of their work and minimising errors Generates and shares ideas and encourages others to reflect on activities and develop ideas for innovation and improvement Sets clear targets for self and others to coordinate and focus the efforts of the change process Adapts own approaches and behaviour if the change process so requires Sifts through a wide range of internal and external information, spotting patterns or trends that create new solutions Continuously encourages new ways of looking at established processes and practices, stimulates brainstorming, unrestrained thinking, innovative ideas and use of creative methods Establishes ways to capture, communicate and share innovative ideas and practices Researches and implements new technologies to strengthen the organisation and improve practices Promotes and upholds organisational values, to build trust Displays ethical leadership and addresses, resolves &/or escalates issues in a timely manner Observes professional boundaries and standards and assists others with ethical dilemmas Ensures that resources are used appropriately Consistently takes responsibility for own decisions and actions Takes action to fulfil personal and organisational commitments Avoids any activity which may create the appearance of a conflict of interest Has an excellent understanding of the Convention on the Rights of the Child Speaks positively and educates others about Plan s work Maintains a sound understanding of child rights-based issues and knowledge of relevant stakeholders Promotes gender equality and girls empowerment in Plan s work, and in its work with partners organisations and encourages others to do so as well Page 4

5 Diversity and Inclusion Avoids gender stereotypes and sexist language in the workplace Contributes to an organisational culture that promotes workplace inclusion, gender equality and diversity Demonstrates positive attitudes towards gender equality Promotes diversity of perspectives and cultural capabilities in identifying more effective ways of working Motivates others to contribute to an organisational culture that promotes diversity and does not tolerate discrimination Treats all people with respect ORGANISATIONAL CHART Director - Programs Manager - Disaster Risk & Resilience Senior Program Manager, Disaster Risk Reduction Senior Advisor, Climate Change Humanitarian Advisor Technical Advisor, Gender & Inclusion in Emergencies Project Officer, Disaster Risk & Resilience KEY COMMUNICATIONS/STAKEHOLDERS (Contact / Organisation Internal / External) Purpose & Frequency of contact Programs Department Internal Inputs, regular-ongoing International Program Team Internal To ensure appropriate technical advice and support to Pacific Regional Team DRM Team Internal To ensure appropriate support to the DRM Program in the Pacific Program Development Team Internal To ensure support for identification, sourcing and management of diverse funding base People & Culture Department Internal Policy, recruitment, guidance, issue resolution PIA Departments and Teams Internal Inputs, regular-ongoing Australian NGOs, particularly HPA and HRG members Internal Australian NGOs, particularly HPA and HRG members DFAT Canberra and Country Posts External Regular communication Plan International Internal Regular communication Plan Country Office and Partner teams External Coordinate and Support in assessment, information gathering, monitoring implementation and reports Work Group Membership (for collaboration & maintain key inter-department linkages) Responsibility Page 5

6 Plan s Safe School Working Group Group Member Plan s Urban Resilience Working Group Group Member Plan s MODRM Working Group Group Member WORKPLACE HEALTH & SAFETY, AND COMPLIANCE REQUIREMENTS Workplace Relations Accreditation Child Protection ACFID Code of Conduct Fundraising Gender Equality, Diversity & Inclusion IH Global Reporting, Policy, Code & Compliance PIA Policies, Guidelines & Procedures, as amended Police Check ATO (Australian Taxation Office) Working with Children Workplace Health & Safety ASIC (Aust Securities & Investments Commission) ASSESSMENT OF LEVEL OF CONTACT WITH CHILDREN and/or ACCESS TO CHILD DATA NIL MEDIUM HIGH LEVEL OF CHILD PREVENTION CHECKS REQUIRED: Police check required Working with Children MUST BE COMPLETED PRIOR TO COMMENCEMENT: YES OTHER REQUIREMENTS Travel Requirements: International Domestic Frequency: Monthly Quarterly twice/year once/year OTHER: Page 6