Head of Program Operations, Eastern Ukraine

ROLE PURPOSE:

Under the supervision of the Area Director, the Area Head of Program Operations will supervise and provide leadership for a multi-sector program team across 5 oblasts. The Area Head of Program Operations is responsible for ensuring high quality implementation of a wide range of programming across a range of sectors and communities. Specific sectors include: Education; Child Protection; WASH; Shelter / NFI; Cash and Voucher Assistance; and, Food Security and Livelihoods.

The Area Head of Program Operations has delegated management responsibility for all above sectors within the area office with an overall programmatic budget of between 20-30 million USD.

SCOPE OF ROLE:

Reports to: Area Director – East Ukraine

Dimensions: Save the Children works throughout Ukraine with area offices in East, Central and Western Ukraine, as well as a remote NGCA office. The area offices are overseeing all partner and direct implementation in their area.

Number of direct reports: approx. 8, including 4+ program managers (indirect reports 60+ staff members)

KEY AREAS OF ACCOUNTABILITY:

Program Management

• Manage all program implementation in the respective area, oversight of project implementation plans, assess progress of implementation of activities against plans on monthly basis, document the progress, and action corrective measures as and when required.
• Take the lead in demonstrating practices for quality program implementation.
• Facilitate coordination within the organisation at programs and support levels in connection with all implemented programs at area level.
• With the support of the program development and quality team, including MEAL and Technical Advisors, design and manage all programs in line with quality standards and guidelines and Save the Children policies and strategy,
• Share responsibilities with Area Director for representation and discussions with coordination fora, local authorities etc. including in inter-agencies meetings and at Area and Oblast levels with government officials.
• Promote synergies and ensure the overall coherence and relevance of multi-sectoral response.
• Ensure that all programs properly retain program learning for future programming and that all key lessons and information are documented.
• Ensure with the program managers that the capacity of national staff and team resilience, to changing context and subsequent changes in management arrangements, is built.
• Track budget spending and support the preparation of financial reports and the award review process; ensure accurate cash forecasting; have close financial oversight over programmatic lines against the East Area master budget.
• Ensure area level trackers are maintained and monitored for oversight of program coverage, partner PAAs, funding gaps, etc.
• Support East projects to have clear indicators aligned with Save the Children global standards, useful and accurate baseline data and staff friendly reporting formats.
• Ensure area-level quality donor reporting (involves hands-on support and coaching to teams), evaluation (including impact evaluation), and documentation.
• Ensure country strategy and the annual country plans are implemented in the East.
• Maintain clear overview of the security, political and legal context.
• Support appropriate participation of staff in program management and decision-making and raise necessary issues at Operations, PDQ and Awards meetings.
• Play a key role in partners’ capacity assessment and development for building national civil society; act as a senior focal point in the area for partner engagement and problem-solving; with the Area Director, Awards, Partnership and other teams, consider local partnership processes and strategy and propose and implement improvements.
• Lead on tracking, considering and proposing programmatic innovations and adaptions, including proposing programming for proposals based on ongoing awareness of needs.
• Help develop concept papers and proposals with Programme Managers and Technical Advisors as requested; along with Area Director, act as primary area interface with New Business Development team.
• Close engagement with MEAL at area level to develop learning, monitor progress, monitor quality criteria, carry out needs assessment, etc., and to ensure that this leads to decision-making.

Staff Management, Mentorship and Development

• Ensure that all team staff understand and are able to perform their roles in humanitarian programmes.
• Manage team, define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
• Along with Area Director, lead on area-level organogram reviews to ensure appropriate staffing within the team and actively support and engage in recruitment.
• Ensure availability of appropriate professional development opportunities for staff e.g. coaching, mentoring, training and other developmental opportunities.
• Actively develop staff under the Area Head of Program’s line management, including carrying out succession planning for national staff into positions which are currently international.
• Manage the performance of all staff in the team through effective use of the Performance Management System including the establishment of clear, measurable objectives, on-going feedback, periodic reviews and fair and unbiased evaluations. Recognise outstanding performance and document performance that is less than satisfactory, with appropriate performance improvements/ work plans.

QUALIFICATIONS AND EXPERIENCE

Essential

• At least 5 years/substantial experience working with a humanitarian/ development organisation, including at least 2 years of senior management experience.
• University degree in related academic discipline or equivalent work experience.
• Skills and experience in project/programme implementation, monitoring, review and evaluation preferably from a child rights approach in accordance with the Child Rights Convention and international humanitarian rights standards.
• Substantial people and programme management experience with good interpersonal skills and ability to communicate at all levels.
• Solid experience in grant management, including budget holding and donor reporting.
• Substantial understanding or proven experience of security management issues.
• Ability to produce high quality reports in English.
• Representational, political awareness and advocacy skills.
• Ability to work with limited supervision from line manager.
• Experience of working with partners and a participatory approach.
• Fluency in written and spoken English and computer literate.
• Commitment to and understanding of Save the Children’s aims, values and principles.

Desirable

• Schengen visa
• Language skills in Ukrainian or Russian
• Work experience in Eastern Europe