Save the Children
Job Title: Project Manager – Health & Nutrition
Kenya Country Office
Team / Programme: Operations
Post Type: National
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose: The Project Manager (PM) is responsible for the overall coordination, planning, management and completion of SCI’s projects.
The PM will work closely with the project team and liaise with other functional managers to ensure day to day activities are implemented within the established framework for the project, timescales, budget and quality.
S/he will continually monitor all aspects of project performance by instituting the use of necessary project management processes and tools.
The PM will ensure that projects are delivered on time, within budget and that every other person working for the project fulfils their responsibilities to make this a reality.
By default the PM will be the budget holder for the project.
Scope of Role:
Reports to: Area Programme Manager,
Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.
Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.
In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.
Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.
In 2016, Save the Children established a new project office in Madagascar whose operations are managed by the Kenya CO.
In total, we employ around 250 staff in both countries and had an operating annual budget in 2016 of approximately US$17.5million.
Staff directly reporting to this post: Project Specialist; Project Officers
External: Representatives from other agencies, NGOs and other line ministries.
Internal: Area Programme Manager, field and CO technical specialists, project team and field support team (Awards, Finance, logistician and HR/Admin).
Key Areas of Accountability:
Programme Management / Development
- Ensure that the project adheres to SCI’s essential standards on project management
- Provides input on the recruitment and development of the project team, manages, mentors and provides expertise to them.
- Responsible for the implementation and further development of Save the Children-supported programmes in the area office.
- Institutes the use by the project team of effective project management processes and tools i.e. detailed implementation plans (DIP), detailed phased budget, monitoring & evaluation plan, procurement plan, risk registers etc.
- Review and regularly update detailed implementation plans, phased budgets, procurement plans, M & E plans, and work plans guiding all programme implementation and ensure this is used by the project teams to monitor project progress towards completion.
- Identifies, tracks, monitors and communicates project-related issues, modifications, variances and contingencies that arise during implementation and facilitates effective solutions
- Coordinates and manages relationships with the project’s internal and external stakeholders, including beneficiaries, contractors, partners, local government and other organisations
- Monitors and pro-actively tracks and manages the project’s budget to ensure cost efficiency and effectiveness whilst avoiding budget overruns
- Initiates the procurement and tender processes related to the project supplies in coordination with the logistics team and in compliance with Save the Children’s procurement policies and procedures
- Works closely with relevant field and country office technical advisors to ensure that appropriate methodologies are maintained to ensure the project’s successful delivery
- Oversees the documentation of all project activities, achievements and challenges in regular internal reports and also ensures that external reporting obligations are met
- Organises and chairs internal project team meetings and participates in relevant external thematic coordination meetings and working groups
- Prepare narrative and financial reports for donor(s) and Save the Children as required, ensuring these are of a high quality and submitted to the Technical Specialists for review in a timely manner.
- Ensure that systems are in place to ensure information required to monitor progress and impact indicators is collected, compiled and analyzed appropriately. Ensure compliance with all Save the Children and donor monitoring requirements..
- As a delegated budget holder for various grants, be fully aware of the grant compliance regulations of the donors relevant to all projects. The post holder will work with the Area Manager to review and revise budgets; authorizing and monitoring expenditure in line with the budget and donor guidelines, SCI grant management and financial guidelines.
- Be the lead in emergency preparedness and response planning including design of mitigation, response and recovery interventions.
- Assist the Area Programme Manager, Field Technical Specialist and country management team in designing new programmes including undertaking assessments, proposal and log-frame writing, and budget preparation.
Staff Management / HR
- Directly line manage the project staff by ensuring that they have clear work plans and objectives and, at a minimum, receive quarterly supervisions, mid-year and annual reviews.
- Hold overall management responsibility for the project team. Lead and motivate the team to ensure effective project implementation. At a minimum ensure there are monthly team meetings.
- Monitor and support all project staff in implementing projects. In particular this includes ensuring their appropriate induction, training and follow-up needs of all project staff are identified and planned for with the Area Programme Manager and HR and Support Services Coordinator. Key areas to consider include; grants management systems, logistics and security guidelines, programme management, monitoring and evaluation procedures and guidelines.
- Manage performance of direct reports in the work area through:
o Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
o Coaching, mentoring and other developmental opportunities;
o Recognition and rewards for outstanding performance;
o Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.
o Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.
o Maintain clear communication with both the functional (direct) line manager and the technical manager to foster a smooth working relation under existing matrix structure.
Representation and Coordination
- Regularly undertake liaison and advocacy with government partners and officials in the county on project activities and related health/nutrition issues. Facilitate visits to field sites for donor representatives and other external visitors as required. Be able to clearly explain project activities and objectives, related policy issues and the project’s contribution to wider Save the Children goals and objectives.
- In liaison with the Area Manager, coordinate and represent Save the Children with county and sub-county authorities and ensure all project activities are carried out with their approval in line with national strategies and, as far as possible, their participation.
- Represent Save the Children in meetings with donors at county level and occasionally at national level as requested
- Contribute towards the dissemination of Save the Children work through publications (general, thematic sector, academic) in consultation with Area Manager and the field Technical Specialist.
- In consultation and coordination with the APM and the field and country office Technical Specialist, liaise with relevant project donors over matters related to specific projects including reports, amendments and extensions, funding for continuation of projects, as well as answering questions raised by donors.
- Work with Area Programme Manager and the field Technical Specialists to identify the technical support needs of the project and ensure this support is provided by the country office and member thematic advisors as required
- At all times, advocate for cohesion of departments with an aim of consolidating effort towards achieving project goals.
- As a key member of field Senior Management Team, actively participate in monthly Area Management and other team Meetings held in the field office.
- Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.
- Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.
- Leading and Inspiring Others: Demonstrates leadership in all our work, role models our values and articulates a compelling vision to inspire others to achieve goals for our children.
- Problem Solving and Decision Making: Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organisation and making appropriate judgements.
- Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.
- Innovating and Adapting: Develops and implements innovative solutions to adapt and succeed in an ever – changing, uncertain work and global environment.
- Working Effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross- boundary working.
- Communicating with Impact: Communicates clearly and confidently with others to engage and Influence, Promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.
- Networking: Builds and uses sustainable relationships and networks to support the work of Save the Children.
Qualifications and Experience