PRINCIPLE DUTIES & RESPONSIBILITIES:  The program is responsible for coordinating and organizing overall program and project activities undertaken by SHAO. Program manager ensures that all the program, projects and activities are in accordance to SHAO mandate, policies and procedures. Program manager ensures that all the commitments made by SHAO to external entities are followed through at all times. Program manager reports to SHAO director, deputy director and SHAO administrative & management committee.

Key Tasks:

Routine tasks

• Lead NGO program section
• Conduct high level of communication with donors and partners
• Participate in NGO administration and management committee meetings
• Compile and draft annual reports for review by higher level management
• Compile and draft annual strategic work plan and work plan review.
• Take lead in design and preparing first draft program and project concepts and proposals.
• Prepare policy papers under the directions of director
• Coordinate on-going projects and programs.

Key Duties and Responsibilities

• Lead development and implementation of SHAO programme planning.
• Prepare and facilitate signing of program grant agreements/ MOUs pertaining to both donors/ partners to SHAO and SHAO to partners/beneficiaries.
• Coordinate development of SHAO’s Five Year Strategic Plans in collaboration with the Executive Director and other unit coordinators and staff
• Develop action plans or implementation plans for SHAO within the framework of the strategic plan, in collaboration with the Executive Director and unit coordinators and staff.
• Organize midterm and final reviews of the implementation of strategic plans
• Develop SHAO’s fundraising plans in collaboration with the Executive Director, unit coordinators and staff and board
• Develop, update and orient program staff to SHAO project cycle management including program procedures and reporting mechanisms
• Ensure the development and implementation of annual unit targets and asses Program officer and unit coordinators on the achievements of the targets.
• Prepare the annual SHAO calendar
• Keep the Executive Director informed and updated on all programme matters.

Specific responsibilities

1.      Development/ Fundraising

1.1  Develop fundraising plan, prepare funding proposals and identify funding opportunities with partners and donors in collaboration with the Executive Director, unit coordinators and staff and board

1.2  Review, refine and compile proposals on a quarterly basis for approval; Align individual projects with the strategic plan, national, and international plans and policies.

1.3  Works with the unit coordinators and Executive Director to identify donors and present proposals.

1.4  Provides recommendations in negotiation of programme MOUs and agreements with donors and partners

2.       Reporting

2.1   Ensure project personnel meet donor / partner requirements for timely technical and financial reporting.

2.2   Ensure appropriate reporting format, quality, and content and timely delivery of reports to donors, partners and other stakeholders

2.3   Ensure hard and electronic copies of reports, documents, MOUs are archived.

2.4   Work with communication unit and unit coordinators to provide appropriate and up to date information and contribute to SHAO regular publications.

2.5   Prepare programme reports to the board

3.      Monitoring and evaluation

3.1   Develop and update monitoring and evaluation system for SHAO

3.2   Ensure every project/ programme has its monitoring, expenditure and evaluation plan

3.3   Monitor project/ programme outputs and outcomes

3.4   Ensure M&E for quality and timely implementation of SHAO projects/ programmes

3.5   Conduct regular meetings to assess performances of program units

4.      Capacity building of unit heads and project staff

4.1   Conduct annual performance appraisal and training needs assessment of program staff.

4.2   Develop and recommend annual training/capacity-building plan based on programmatic priorities.

4.3   Facilitate program coordinators and project team leaders in Project Cycle Management,  project proposal writing and project report writing

5.      Networking and Partnership Building

5.1   Establish, develop and maintain a network of contacts and good working relations with stakeholders, donors and important government partners including relevant Ministries and related line agencies

5.2   Organize and facilitate stakeholder meetings in collaboration with relevant programmes

5.3   Foster program partnerships and collaborations with relevant agencies

6.      Administration and management

6.1   Work closely with Administration and Finance Unit on matters related to administration and finance such as budgets, development and revision of MOU and agreements with partners and beneficiaries of SHAO.

6.2   Represent the Program Division on SHAO Management Team

6.3   Participate in SHAO tender committees

6.4   Ensure compliance of programme/ projects to agreements, MOUs and regulations

6.5   Conduct review and annual assessment of the performance of Program officer and coordinators and apprise recommendations to the SHAO Management.

6.6   Endorse timesheets claims for researchers and part time professionals.

6.7   Support unit coordinators and Executive Director in recruitment of program staff

6.8     Verify bills, receipts, vouchers etc related to field expenses.