AP Program Coordinator Full Time NEW

FH Heartbeat

At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty

Position:                AP Program Coordinator

Duty Station:         Leka Dulecha

Duration of Contract: Full Time

Principal Responsibilities

Project planning and management 

• Support engagement with community members to analyze local systems, identify patterns, and recognize areas where interventions can create the most significant impact.
• Under the guidance of the Systems Practice Specialist and the technical leads, support the co-creation of solutions (projects) that are community-led and contextually appropriate.
• Manage and coordinate project activity implementation in line with approved activity plans and budgets, ensuring implementation is on time, on scope and on budget.
• Co-lead the yearly, quarterly and monthly planning process for the project.
• Promote collaborative working relationships between stakeholders and the project to ensure synergy for maximum impact.
• Plan and conduct regular field visits to supervise the implementation of activities.
• Provide technical support to implementing staff and volunteers.
• Participate in design and development of Annual Activity Plans and budgets.
• Strengthen capacity of implementing partners, if applicable.

Project documentation, reporting, and M&E

• Ensure that periodic progress reports (quarterly, bi-annual and annual) are prepared and submitted within agreed reporting timelines and in accordance with the established donor and organizational formats.
• Review and file all relevant project documents, ensuring proper documentation of program activities and best practices in compliance with agreed standards.
• Share M&E findings with staff and other relevant stakeholders.

Financial, Procurement and Risk Management

• In consultation with the AP manager, manage project finances and assets in line with FH financial management policies and donor regulations.
• Support the AP manager with the review of monthly Budget Variance Analysis (BVAs), providing appropriate feedback.
• In collaboration with the Procurement Officer and AP manager, develop procurement plans with appropriate lead times to ensure timely acquisition of goods and services; track procurements in line with the plan.
• Manage project risk register.
• Ensure project compliance to all FH, Donor and Government policies and procedures.
• Promote FH’s Community-System for Accountability and Feedback (C-SAFE) to provide an opportunity for program participants to provide feedback about FH’s work.

Performance management and supervision 

• Manage, supervise and build capacity of program staff, including Development Facilitators,  in project development, management and implementation.
• Carry out bi-annual performance appraisals of staff
• Monitor and document performance of partners, if applicable

Project resource mobilization

• Identify and build strategic linkages, relations, collaborations and networks with partners, other NGOs, government, church and local leaders, and other stakeholders in planning and implementation.
• Develop platforms for sharing information with partners and stakeholders.
• Guide and participate in joint campaigns and advocacy initiatives for beneficiary empowerment with partners and stakeholders.
• Provide input into project proposals that will be implemented in the area, as appropriate.
• Other duties as assigned

Job Level Specifications

Technical/Functional Skills 

• A vibrant personal relationship with Jesus Christ, a Christian commitment to serving the poor, and full agreement with FH’s Christian beliefs.
• Demonstrable knowledge and experience in program management and coordination.
• Ability to build and maintain strong relationships with local communities and other stakeholders.
• Commitment to accountability to beneficiaries, showing dignity and respect, and demonstrating listening and understanding skills.
• Good report writing, interpersonal and communications skills.
• Flexibility to work under pressure and meet strict deadlines.
• Ability to reside within the area program.
• Demonstrated computer -operating skills, including proficiency in Google platforms, Microsoft Office products, and virtual technologies.

Education and Experience

• Bachelor’s degree/BSc in Public Health or equivalent combination of education or Mater’s degree/MPH is desirable and experience in development studies/social sciences/health, or humanities is an added advantage.
• Minimum 3-5 years of experience in project management. Non-profit or community development experience is a plus.

Distinguishing Competencies

⮚ Strong computer skill and knowledge in MS Word, MS Excel, MS Access, PowerPoint, and email communication.

High level of initiative taking.

Language

⮚ Proficiency in both spoken and written English. Ability to speak the local language of the area is an added advantage.

Supervisory Responsibility

⮚ This position has supervisory responsibility

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚ Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚ Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚ Build a better gender balance in staffing through affirmative action.

⮚ Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚ Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

Gender Responsibility

⮚ Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚Build a better gender balance in staffing through affirmative action.

⮚Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚ Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

⮚ Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

Safety & Security Responsibility

⮚ Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚ Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚ Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚ Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;

⮚ Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

⮚ Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.