Country Program Director

Reporting to: Director of Operations (DOO) or OIC during his/her absence

The Country Program Director will be responsible for:

The Country Program Director has the overall responsibility for the strategic leadership and direction of the Program to achieve the organizational vision, mission and objectives. He /she must represent AIRD with government, local and international NGOs. He/she will take a leading role in developing, overseeing implementation, reviewing and monitoring of the operation strategy. The CPD is responsible for developing new programming initiatives, new partnerships and maintaining existing partnerships and actively lead key phases of ongoing programs including phase out. The CPD must work in line with AIRDs strategic plan.

 

General Duties

  • Represents AIRD in country
  • Represent AIRD in meetings with relevant partners in consultation with the Country Management Team (CMT) and/or the Director of Operations
  • Ensures that a strong and functional participatory management system is in place.
  • Ensure the full and proper implementation of AIRDs 7 SOPs are being followed
  • Works with CEO and DOO to implement strategic plan including but not limited to the diversification of partners and sectors
  • Takes all necessary measures to motivate staffs and build strong team spirit at all levels
  • Manages and supervises directly the works of the CMT including the Finance and Administration Manager along with Operations Manager and train all AIRD staff on the code of conduct
  • Prepares project proposals and budgets with CMT for the entire operations and upon approval by the CEO, negotiate with the relevant financing partners
  • Develop and maintain good relationships with all partners and potential donors in the area of operation
  • Develop proposals to different donors and financiers to acquire additional projects within and out of the country of operations in consultation with and approval by the CEO
  • Ensure all operations reports are submitted to the relevant donors/financiers in time and in line with the sub agreements signed
  • Oversee all project activities and be the main contact point for the donor and the field staff
  • Ensure project activities comply with the policies and regulations of the donor organization
  • Responsible for overseeing the development and execution of project deliverables, lead project planning, budgeting, action plans and monitoring processes
  • Responsible for submitting activity reports, meeting minutes and financial reports on regular basis to the donor
  • Oversee the preparation and submission of annual activity-based project budgets as well as monthly and quarterly financial reports and sending of new funding requests
  • Lead and motivate the project team and monitor project activities and project expenditure and coordinate work with consultants and volunteers in the project
  • Ensures close collaboration and coordination with cooperating partners to guarantee smooth implementation of activities and achievement of results as specified in grant agreements
  • Employs resourcefulness in project design, implementation and monitoring. Trouble shoots project problems. Identifies and implements creative solutions
  • And any other duties assigned by the CEO or DOO

 

With regard to Administrative duties, the CPD is responsible for:

  • Ensuring that standard procedures are maintained in accordance with the project regulations, the staff contracts and the labor laws of the country
  • Supervising the work of the different sector heads via the Operations and Admin/Finance Managers
  • Ensuring that the necessary national manpower, in line with the allocated budgets and in consultation with the CMT, is placed in time
  • Ensuring that all national staffs are issued timely with letters of appointments, contracts, job descriptions & ID cards
  • Approving In consultation with the CMT and Sub-Office Managers, leave applications for expats
  • Ensuring that staff performance evaluations are conducted annually before end of December each year
  • Ensuring all staff salaries and benefits are cleared in time

 

With regard to Finance & Program duties, the CPD is responsible for:

  • Ensuring that the Finance and Admin Director (FAD) and the DOO has timely and accurate information regarding the budget utilizations and balances of the project
  • Ensuring that regular financial reports are submitted to UNHCR after an endorsement by the FAD and as per the UNHCR regulations
  • Monitoring the operations cash flow and the budget utilization
  • Ensuring Staff salaries and all other staff taxes are paid in accordance with the countries labor law (i.e. Uganda NSSF, PAYE), Group Accident insurance, medical insurance and security etc are paid timely and in accordance to the provisions of the budgets and the contracts
  • Ensuring all financial payments are as stipulated in the project documents
  • Approve financial documents before payment to a limit of 40,000 USD or equivalent per payment or seek the approval of the CEO if more
  • Ensure that internal audits are carried out regularly are confirm that external audit requirements are fulfilled at all times
  • Counter checking are verifying Bank reconciliations every month.
  • Ensure that the trial balances for both local and foreign currencies are made every month
  • Preparation of Project work plans and follow up executions in the field in coordination with the CMT
  • Coordinate and lead preparation of project documents and budgets and negotiations with funding organizations upon approval by the CEO
  • Preparing and analyzing Project Proposals and consulting the DOO with recommendations
  • Ensure that routine and extraordinary Reports are prepared and submitted intime to the AIRD Head Office and UNHCR and all other partners as required
  • Participation in preparation of Country Operations Plans
  • In cooperation with CMT, ensuring expenditures are for the intended purposes inthe project documents only and are within the allocated budgets
  • Any other tasks as directed by management

Control of the program

  • Write reports on the program for management and for funders
  • Communicate with funders as outlined in funding agreements
  • Ensure that the program operate within the approved budget
  • Monitor and approve all budgeted program expenditures
  • Monitor cash flow projections and report actual cash flow and variance to the FAD and DOO on a regular basis (monthly/bimonthly)
  • Manage all project funds according to established accounting policies and procedures
  • Ensure that all financial records for the program are up to date
  • Ensure financial reports and supporting documentation for funders are prepared as outlined in funding agreements
  • Identify and evaluate the risks associated with program activities and take appropriate action to control the risks
  • Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework
  • Report evaluation findings to the DOO and recommend changes to enhance the program, as appropriate

Working Conditions

  • Country Program Directors usually work in an office environment but the mission of the organization will take them into the field
  • Country Program Directors work a standard work week but at times will be required to work evenings and weekends to monitor program activities

 

Required Languages

Must be conversant in English and French (written and spoken)

Minimum Qualifications

  • University degree in a related subject
  • Knowledge of project management, client/groups related to the program’s needs
  • 3 to 5 years of experience in a related field
  • Demonstrate ability to work with multiple partners and collaborate on projects together
  • Proficiency in the use of computers for:Word, excel,power point other reporting tools, Simple accounting (packages knowledge asset), Databases, Spreadsheets, E-mail, and Internet
  • Proficiency to use MS Office suite of applications and other IT systems
  • Demonstrate experience in promoting strategic planning
  • Ability to write clearly articulate proposals, reports, and correspondence
  • Strong analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
  • Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset

Knowledge, skills and abilities

  • Knowledge of program management
  • Knowledge of donor groups and/or issues related to the program area

Personal characteristics

The Country Program Director should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
  • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
  • Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
  • Lead: Positively influence others to achieve results that are in the best interest of the organization
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
  • Willingness to travel as necessary, work the required schedule, work at different locations as required

 

Partners

Membership Organizations