Scope Of WorkIntegrity is looking to identify a Nairobi-based Programme Manager (PM) to take responsibility for logistical management and administration of the programme operations and systems. S/he reports to the Team Lead (TL), and coordinates closely with the Programme Director (PD) and HQ support team. On a daily basis, s/he has the delegated responsibility for the management and coordination of field operations activities, ensuring compliance with programme policies (including risk management, duty of care coordination and logistics, administrative and financial support, resource and performance management), and maintaining liaison with the HQ support team. During project implementation the PM is responsible for closely coordinating with the HQ Operations unit on any operational matters. He/she will specifically liaise with the HQ support team includes the Integrity Operations Manager, Finance Manager, and East Africa Project Officer – all of whom are based in London.Terms of referenceRegional office and personnel management (30% LoE)
Logistics and equipment
Establish and manage the Asset Register of all equipment, including loaning items to staff and consultants
Lead on procurement, ensuring application of Procurement Policy
Conduct bi-annual inventory audits of all assets
Office management
Develop, track, and reconcile a ground transportation system/approach for programmes
Coordinate and maintain the SIM/mobile plans for programmes
Administration and IT
Establish and maintain document management system (for example using Podio, Dropbox) for programmes.
Ensure all client deliverables are stored appropriately
Establish and maintain protocols for back-to-office reports (e.g. MOMs, field trip reports, etc.) to programme teams
Liaise with Integrity’s IT Manager (London-based), as needed, to address network issues
Personnel / Human Resources
Liaise with HQ Project Officers to manage logistics for visiting Integrity staff and consultants (incl. supporting accommodation, travel logistics, transport etc.)
Responsible for coordinating the inductions of programme consultants
Responsible for coordinating performance management in support of Line Managers and consortium partners of programmes
Operations management (50% LoE)
Security and operations
Monitor and assess local (NBO) and regional security situations, liaising with programmes teams and partners
Coordinate and manage all local (NBO) and regional security requirements in liaison with Integrity Operations Manager
Coordinate and update regional Risk matrix, in liaison with Integrity’s Operations Manager, PD, and TL
Track the safety of and ensure regular communication with local (NBO) and regionally-based personnel
Update the programme Standard Operating Procedures (SOPs) and track their application
Liaise with British High Commission, Integrity partners, as well as Integrity security and operations staff on behalf of programmes, as needed
Coordinate the delivery of all safety, security and operations protocol trainings for programme personnel
Budgeting and finance
Manage and forecast programme annual budget on a quarterly basis, with support of the PD
Coordinate programme cash requirements, working in coordination with the PD and TL
Establish and manage systems for client, consultant and partner input and output invoicing, in coordination with the PD
Establish and manage systems for budget tracking and reconciliation, with support of the PD
Manage Petty Cash
Services (20% LoE)
Delivery of milestones
Support the TL on monitoring workplans and identifying gaps for additional resourcing to deliver milestones for programmes
In consultation with the TL, coordinate internal and external quality assurance of key deliverables
Support the TL in maintenance of Contract Deliverable Matrix
Experience
Minimum five (5) years’ experience working in international environments, ideally in Horn of Africa region
Strong programme management background, including the coordination of multi-year prime contracts, with responsibilities in operations, logistics, finance, and/or administration
Experience of security and risk management is desirable
Competencies
Demonstrable technical skills in risk management, logistics, IT, finance and admin
Experience of research, monitoring and evaluation projects/programmes is desirable
Excellent communication skills
Proven writing aptitude
Languages
Written and oral fluency in English
Competency in Somali desirable
