Program Manager

Program Manager

Job Description

The Programme Manager will be responsible for the overall coordination and day-to-day management of programs within the Foundation. The program manager will work closely with internal and external stakeholders to ensure timely delivery against annual work plans, resolve implementation challenges, ensure donor compliance, proactively address programmatic risks, and contribute to strategic decision-making for successful program delivery. This role is critical in ensuring programs are implemented and the anticipated impact is delivered through the activities

Roles & Responsibilities

Key Responsibilities

Programme implementation/management:

• Translate proposals and log frames into detailed work plans and budgets.
• Responsible for the development of the project annual work plan with realistic and achievable long-term goals and short-term objectives and oversees weekly and monthly work plans in line with the implementation plan.
• Follow up and report on objectives that are achieved and on deviations from the work plan and budget.
• Oversee the overall implementation of program activities with a focus on ensuring targets are met within the specified budget.
• Promote accountability and transparency within all the implementing activities and all the relevant partners.
• Monitor budget/expenditure based on the implementation plans; and analyzes Budget-versus-Actual reports to assess any discrepancies and ensure timely expenditure. Ensure funds are used appropriately and transparently.
• Produce timely reports for internal use on the status of on-going programming; and contributes to donor reporting.
• Work closely with internal stakeholders to ensure all aspects of the programs are delivered.
• Coordinate with procurement and logistics staff for program procurements and for the identification and contracting of local suppliers.
• Ensure that end-to-end program documentation are developed and kept according to approved formats and the internal documentation standards
• Work closely with the Measurement, Evidence and Learning (MEL) team both within the organization and with partners to ensure the effective monitoring and evaluation of the project. Design performance metrics, collect data, and evaluate impact. Use data to inform continuous improvement.
• Identify risks and implement mitigation strategies. Respond effectively to crises or emergencies.

Team Management and Capacity Building:

• Oversee implementation partners activities ensuring implementation is aligned to agreements signed.
• Assess training needs within internal teams and develop an overall capacity building plan.
• Provide regular constructive feedback to direct reports, following Performance management procedures.
• Participate in training of staff (officers and assistants) to ensure they have solid understanding of key programme documents and tools, including MEL tools.
• Support and stimulate teamwork within I&M Foundation and group where necessary.

Partnerships Management:

• Participate in program design with partners, putting in place accountability measures, ensuring that feedback from all relevant stakeholders is considered in project design.
• Work closely with partners on development of proposals and budgets while ensuring alignment to the Foundation Strategy.
• Lead the process of identification and management of implementation partners following the procurement procedures and approvals required.
• Follow up and monitor partners based on contractual agreements, conducting field visits, attending project activities and producing timely reports for internal use on the status of on-going project.
• Provide continuous programme management and facilitates technical support to partners to ensure timely quality programming.
• With close coordination with MEL teams, lead on the capacity building of partners and the development of training/ awareness raising materials and Monitoring and Evaluation Tools, and organizes and conducts trainings for programme partners, beneficiaries and stakeholders.
• Work with HR/Finance/Procurement teams to ensure partners are receiving adequate support from support sections.
• Monitor and support partner outputs.
• Review partner narrative and financial reports.
• Follow up on reporting requirements by partners.

External Relationships / Representation:

• Liaise regularly with Strategic partners, Implementation partners and communities to ensure adequate participation in all steps of program implementation cycle.
• Continuous coordination with all relevant stakeholders regarding the progress of activities.
• Participate in member meetings as required and provide update to the team.
• Represent the foundation a working group meetings and other education forums under programs
• Participate in internal and external planning meetings as required and interact regularly with the Foundation stakeholders to ensure coordinated and efficient programming.

Compliance and Reporting:

• Prepare reports and presentations for internal and external audiences.
• Ensure adherence to funder requirements on reporting.

Academic Qualifications:

• Bachelor's or a relevant master’s degree business administration, Development Studies, Social Sciences, or a related field.
• Excellent communication and interpersonal skills.
• Strong planning and organization skills
• Strong analytical skills and problem-solving skills
• Proficiency in digital tools for reporting and program management e.g. Kobo toolkits, Power BI, CRMs etc
• Ability to synthesize complex information and present reports in a clear format.

Professional Qualifications / Membership to professional bodies/ Publication:

• Have qualifications in Project Management PMP, PRINCE2 or training in Agile Methodologies.

Work Experience Required:

• At least 7+ years of relevant work experience in program management, preferably within impact driven organizations. Demonstrated experience in successfully program delivery in development contexts
• Experience in coordination with local and international NGOs, representation with donors and impact-led actors. Experience working with donor funded programs.

Key Competencies:

• Leadership and Team Building: The ability to inspire, empower, and lead diverse teams is crucial. A collaborative leadership style that fosters ownership and accountability.
• Strategic Planning: From designing program logic models to aligning with organizational goals, strategic planning ensures that efforts are coherent, targeted, and impactful.
• Budgeting and Financial Acumen: Ability to create realistic budgets, monitor spending, and communicate financial performance clearly to funders and leadership.
• Monitoring, Evaluation, and Learning (MEL): Understanding how to define, track, and interpret metrics is essential. Ability to measure impact (Qualitative and Quantitative), identify gaps, and inform strategy.
• Community Engagement: Successfully co-create programs with the community. Adept at listening, engaging, and building trust with the communities they serve.
• Communication Skills: Ability to write grant reports, present to a board, facilitating a workshop, clear and compelling communication is key.
• Cultural Competency: sensitivity, respect, and adaptability, working in diverse communities.
• Tech Literacy: Technical digital skills, demonstrated ability to work with digital tools and leverage digital solutions to manage and improve program management.
• Agility: Ability to balance rigor with flexibility in a philanthropic environment
• Strong analytical, critical thinking skills and Risk Management: Ability to anticipate program risks and put in mitigation measures on time, analyze situations and propose solutions during implementation.