Program Funding and Operations Manager

Job Profile

Job Title

Programme Funding & Operations Manager

Group

International

Team

West Africa and Programme Funding and Support

Location

Across locations

Responsible to

Regional Director – West Africa

Part 1 – Job description

Main purpose of the job

Programme Funding – 50%

• Oversees the design and implementation of projects

• To ensure that the Region is compliant with donor guidelines and regulations and to provide training and support on grant management and internal and donor reporting.
• To manage grant and risk management
• To be the expert in donor knowledge and learning, relations and networking and acquisition
• To be the centre of specialised expertise and skills on securing and managing institutional funding through:
  • Long term planning for institutional funding clearly based on country strategies, West Africa support strategy and corporate outcomes
  • Acquisition, development and management of donor relationships in line with Tearfund’s policies on institutional funding
  • Programme planning and proposal development
  • Programme monitoring and management
• To ensure high quality proposals are produced for institutional donors, manage the development of consortia and cross-team proposals, and provide management support and oversight to a portfolio of complex institutionally funded programmes and projects

Operations & Assurance duties – 50%

• Responsible for support systems, processes and policies and leading and facilitating strategic change

• To lead the Region in compliance and assurance working closely with the Regional Director, Country Directors and other key global staff
• Working with Heads of Logistics to ensure an excellent delivery of Logistics services

Position in organisation

• Grade: 1
• Reports to Regional Director – West Africa
• Part of the West Africa Regional leadership
• Matrix managed by Head of Programme Funding Team on the programme funding key duties and responsibilities
• Manages the Regional Compliance Officer
• Matrix manages the Grants & Information Coordinators/Officers
• Matrix manages the Logistics Business Partner for West Africa
• Works closely with the Country Directors (CD), the Strategy Quality and Impact Lead and the Regional Finance & HR Leads
• Responsible for providing leadership and direction to ensure the effective development and implementation of complex projects in West Africa, focussing on those in priority countries.
• Works closely with central Programme Funding and Support, Finance, HR and Logistics Teams
• Liaises with agreed teams within Tearfund for proposals and projects
• Liaises with staff of donors and external organisations, such as Tearfund’s partners, members of the Integral alliance, the DEC, NGOs
• Ensures project staff have relevant financial and programmatic tools and systems to ensure compliance with donors
• Works closely coordinates with relevant country functions and other key regional and global staff.

Tearfund’s Christian culture

We believe that prayer and discernment is fundamental to Tearfund achieving its mission of restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member you are expected to:-

• Engage with Tearfund Prays and the Prayer hub
• Lead or participate in spiritual sessions of prayer and biblical reflection within your group
• Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working and living in accordance with Tearfund’s Christian beliefs and theory of mission
• Maintain your own spiritual development, discover your gifts/callings and grow in discipleship

Organisational requirements

• All staff are expected to live out Tearfund’s values as they represent Tearfund externally
• All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund’s strategy.
• All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.

Duties & Key Responsibilities

Programme Funding

• Support the development and implementation of agreed strategies (at country and regional level in West Africa) for securing and managing institutional funding
• Support the building of in-country and in-region donor relationships
• Oversees the process for partner assessment Oversight and support of partner project staff as required for institutionally funded projects
• Deliver capacity building training and support to staff and partners with partners before and during delivery of agreed complex institutionally funded programmes on all practical aspects of programme delivery and compliance
• Lead on the planning and organisation required to develop consortium proposals with other NGOs and cross-team proposals across the organisation
• Ensure the effective start-up of agreed complex institutionally funded projects in line with approved proposals, budgets, and agreed work-plan
• Ensure overall project financial and narrative reporting requirements, disbursements and work-plans are understood by the management line and adhered to
• Review and sign off proposals and reports from a donor compliance/risk perspective, ensuring submissions are in accordance with donor requirements and of sufficient quality
• Help ensure that partners, Tearfund HQ staff and field staff are complying with the necessary rules and regulations as governed by Tearfund and donors
• Provide oversight of ongoing grant management in close liaison with the management line, according to donor rules and regulations. Escalate issues and problems for early resolution
• Management of grant income and disbursement
• Maintain contract information: filing of emails, electronic documents and hard copies to fulfil internal and external auditing requirements, in conjunction with PFA central files
• Manage the project close down in liaison with the Compliance Officer, including archiving and managing the receipt of final payments from the donor
• Support the dissemination of practical knowledge and learning to field staff for designated complex donors under the programme portfolio
• Provide feedback to Donor Leads in the programme funding team regarding learning from field implementation and donor relationships to build the centralised body of knowledge
• Central lead contact with international and in-region donors and coordination with Country Directors in relation to in-country donors
• Network with other agencies who are receiving complex IF donor grants to share and apply learning
• Provides HoPF regular updates on institutional funding in West Africa
• Ensures all opportunities and bids across West Africa are logged on the acquisition tracker

Operations & Assurance

• In coordination with the Regional Finance Lead contributes to manage the project budgets, reviewing accounts with management and identifying corrective actions as needed
• Coordinates closely with the Regional Director, Country Leads, UK & International Finance and Global HR staff supporting the West Africa region to ensure that financial and HR processes and procedures are followed
• Coordinates support from Logistics Advisor to West Africa Countries countries to ensure effective training and capacity strengthening of country office staff and partners.
• In conjunction with the International Logistics team ensure that all purchases across the Region comply with Tearfund standard operating procedures and assets are managed in accordance with Tearfund policies and procedures.
• Ensure that country offices have obtained appropriate public liability insurance, vehicle, staff, buildings and contents insurance where UK cover is not arranged.
• Liaise closely with staff to adapt and streamline processes and procedures to help effective working across the support service functions
• Ensure that the Region is compliant with policies and procedures as set out in Tearfund’s Global Operating Manual
• Promote opportunities to encourage an openness to learning from all staff and assist in the identification of issues / themes from project experience for analysis, dialogue and formulation into emerging best practice and policy, for disseminated in country and to Region and Global teams
• Arrange capacity development planning for staff and partners in accordance with capacity assessments undertaken
• Assist the Regional Director with representation to the government, helping to ensure constructive working relationships are maintained to allow humanitarian programming
• In conjunction with the Regional Director and Country Directos to represent Tearfund to other NGOs, UN agencies and visitors ensuring coordination and attendance at relevant interagency technical, and security coordination networks as necessary

Part 2 – Person specification

Job title: Program Funding & Operations Manager

ESSENTIAL

DESIRABLE

Qualifications

• Degree, or equivalent
• Masters in a development related subject
• Relevant post-graduate or technical qualification

Experience

• Extensive experience within the Relief and Development Sector
• Managing and/or coordinating large scale projects
• Extensive experience in proposal development and reporting
• Extensive experience in budgeting and financial management, monitoring and evaluation
• Experience in logistics management
• Proven ability in securing funding and managing relationships with major institutional donors (such as USAID, FCDO or the European Commission)
• Capacity building, training and/or mentoring
• Working in partnership with local NGOs
• Proven experience in the management of staff
• Experience in applying or auditing adherence with compliance systems
• Proven experience working to compliance levels of international donors
• Experience of managing and implementing US government or other high-compliance funding
• Working with local government systems and processes in complex environments
• Experience in a similar position at country or regional level

Skills/Abilities

• Fluent in French and English
• Project design, planning, proposal writing and budgeting
• Facilitation, networking, influencing and presentation skills
• Good analytical and problem solving skills
• Able to prioritise a heavy workload and to work under pressure to meet deadlines
• Able to work independently as well as effectively within a team
• Excellent leadership and management skills
• Training and mentoring skills
• Financial aptitude including financial planning, report analysis and awareness of audit processes
• High level negotiation and representation
• Computer skills in word processing and spreadsheets (MS Office/Google)
• Good interpersonal skills, written and verbal communication, particularly cross culturally
• Ability to work safely in accordance with Tearfund’s Safeguarding Policy
• Understanding/appreciation of the role of the church in community mobilisation
• Project monitoring and evaluation

Personal Qualities

• Committed Christian with a personal relationship with God
• Committed to Tearfund’s Mission, Values and Beliefs
• Innovative, dynamic and proactive
• Adaptability and flexibility to accommodate changing priorities
• Diligent and conscientious with work responsibilities
• Commitment to developing local Christian capacity
• Willingness to learn
• Having a vision for Tearfund’s work and being able to articulate that vision with commitment and passion

OTHER COMMENTS:

• Regular travel across region . At least 12 weeks per year.
• All roles require a DBS/Police check
• Tearfund is a member of the SCHR Misconduct Disclosure Scheme
• Personal identification information will be submitted against a Watchlist database to check against criminal convictions as a counter-terror measure