Program Management Officer

Mercy Corps

Community & Social Services

NGO, NPO & Charity USh Confidential
New
3 weeks ago

Job Summary

Mercy Corps Uganda is implementing a five-year USAID funded Activity named ‘Apolou’ in the Eastern Districts of the Karamoja sub-region of Uganda. The Activity is implemented in five Districts of Karamoja: Karenga, Kotido, Kaabong, Moroto and Amudat.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:3 years

Job Description/Requirements

The Activity has four strategic objectives:
• Inclusive and effective governance contributes to food and nutrition security
• Adolescent girls, Pregnant and Lactating Women, and Children under 5 are nutritionally secure
• Reduced incidences of WASH related diseases
• Improved livelihoods and income support household food security

The RCF program works in the districts of Kaabong and Amudat, with the goal to “Improve the veterinary governance and increase public and private investment in disease prevention, surveillance, control and response systems to strengthen productive assets for improved resilience in Karamoja.” RCF has the following objectives:
• Increased domestic resource allocation into animal health services in Karamoja
• Central and local governments develop animal health services capacity-strengthening plan for the Karamoja region
• Disease control plan for economically prioritized diseases (PPR and FMD) developed and implemented
• Private sector animal health development strategy developed and rolled out

General Position Summary
The PM Officer will ensure dedicated support to ensure Apolou remains compliant with Mercy Corps’ global complex programme minimum standards. In addition to this the PM Officer will be the gatekeeper for critical grant management functions including shared filing, onboarding packages, support for programmatic meetings, among others. The PM Officer will be responsible for ensuring that these essential programme management tools and systems are rolled out and adopted across a broad team of staff and partners, including the provision of regular capacity building. In close collaboration with management and MEL teams, the PM Officer will ensure that quality assurance measures are integrated across the programme. The PM Officer will support coordinating external contractors, consultants, and auditors, as necessary.

Roles and Responsibilities
• Manages and regularly reviews Apolou filing in line with Mercy Corps Uganda and Mercy Corps Global filing structure, including updating Apolou's record retention schedule, conducting spot checks on filing in each office.
• Provides training and ongoing capacity building to staff on programme management skills and tools - PM@MC training and ensuring Apolou staff obtain PMD Pro certification.
• Gatekeeper for the Apolou stakeholder register - managing and regularly updating with support of District leads.
• Develops and monitors Apolou's risk register.
• Works with the implementation lead and technical lead to manage workplanning tools (MS Project or other).
• Generates and updates the Apolou end of program transition plan (Mercy Corps minimum standard).
• Updates the Apolou organogram regularly and shares with the consortium.
• Maintains contact list for Apolou staff and partners; updating listservs etc.
• Acts as secretary for all Apolou programmatic meetings (monthly/quarterly) - helps to plan, organise and document.
• Develops and monitors the Apolou stakeholder communication plan with the District Leads.
• Conducts initial reviews of Budget vs Actual reports and documents review meeting notes.
• Develops an Apolou onboarding process and package for new team members.
• Tracks ongoing procurements for Apolou and follows up regularly.
• Develops and regularly updates a contracts and MoU tracker.
• Ensures full adherence to Mercy Corps PM minimum standards for complex programmes.
• Manages the procurement planning process for Apolou (develop templates, ensure regularly updated by programme team).
• Develop Quality Assurance Plan for Apolou, including quality benchmarks, SOPs for QA, verification tools, guidance documents for the team. Implements and monitors the plan with support from other departments.
• As necessary, partner monitoring - monthly and quarterly for nine partners
• Following up on action points from audits (internal or other)
• Reviews materials for branding compliance

Organizational Learning
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability
Reports Directly To: PaC Advisor – Apolou Activity
Works Directly With: Program Team, Finance, HR and Operations Teams
Supervises: N/A

Accountability to Beneficiaries
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Knowledge and Experience
• Bachelor’s degree in development studies, project management or equivalent
• 3-5 years of experience working in Uganda on grant/programme management systems
• Highly proficient in Microsoft, G Suite packages and project management packages, including MS Project or equivalent
• Experience facilitating trainings and working with broad, diverse teams
• Experience working with USAID as a donor preferred
• Experience working in Karamoja sub-region a plus
• Excellent self-management and interpersonal skills
• Excellent written and oral communications skills in the English language


How to apply

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