PROGRAM SUPPORT COORDINATOR

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us, and fight with CARE.

The Programme Support Coordinator (PS Coordinator) based in Juba provides leadership and direction for CARE South Sudan programme support functions in line with the strategy / vision. The PS Coordinator works closely with the Country Director to develop effective, efficient and results driven Programme Support team, including smooth functioning of Administration, IT, Procurement and Logistics functions in CARE Juba offices. CARE South Sudan views Programme Support as a foundation of its programming; the PS Coordinator is expected to strengthening the integration of Programme Support with programme by working closely with the programme team. The PS Coordinator fosters a values-based organizational culture, ensuring good internal controls and conscientious stewardship of organization resources. S/he will promote a performance-based culture ensuring performance management systems are in place and functional in the PS team. The position requires advanced business management skills, excellent team building and people coaching skills, extensive experience and in-depth understanding of administrative support processes and compliance requirements.

As a member of the CO Senior Management Team, s/he participates in decision- and policy-making on strategic issues including programme quality, programme development, human resource management, and other organizational priorities and concerns. The position reports to the Country Director and s/he collaborates closely with the Programme Coordinators (Humanitarian and Development), the Safety and Security Manager and the Senior Finance Manager.

S/he will be based in Juba with 40% travel to field locations.

RESPONSIBILITIES

Programme Support Management

• Develop and organize activities of Programme Support Department to provide timely and effective support to CO programme to ensure objectives are met.
• Fosters links between Programmes, finance and Operations ensuring seamless coordination and support for programme management.
• Ensure Programme Support strategies are integrated into the overall CO business plan and with the senior management team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality programming.
• Lead business process improvements for the CO Programme Support department to bring efficiency and effectiveness to the CO. Responsible for staff performance management, development and talent management, capacity building of the Programme Support team.
• Ensure that there is a coherence in the support provided between Juba office and Field Office locations
• Influences ways of working within the PS Team to have a positive impact on the efficiency of the different units and value addition to the CO.
• Work closely and manage the Operations focal point person in designated field locations to ensure that support systems and structures are in place and compliant with relevant internal and external policies and procedures.

Planning, Budgeting, Monitoring and Reporting

• Coordination of functional units operations budgets in line with agreed plans
• Ensure spending of Programme Support budget is in line with donor requirement
• Cosignatory checks and sign instructions to banks
• Monthly Operational budget versus actual monitoring and making adjustments and required actions
• Work with Finance department to ensuring compliance of processes for projects under existing and new donors

CO Policy and Operations Systems Development, Review and Implementation

• Initiate new, revise existing operations policies, systems and procedures in line with the legal and donor requirements in South Sudan
• Ensures CO compliance with donor rules and regulations in all PS functions; actively work with Head of Finance and Regional Audit and Compliance Coordinator in the preparedness for audits; supports in CO response to audit findings as well as planning and implementing audit recommendations
• Ensure sound internal control systems are in place and functioning to ensure adherence to policies and procedures
• Ensures the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverables
• Provide inhouse legal advise and coordinate with the management of all the legal matters in the CO, work with CARE USA legal , AMS and the RO.
• Provide operational support during emergency scale-up to ensure field office set up is done in an efficient and effective manner and satellite offices are running smoothly
• Work closely with and supervise field office operations focal point person (s) to ensure that support systems and structures are in place and compliant with relevant internal and external policies and procedures.

Planning, Budgeting, Monitoring and Reporting

• Coordination of functional units operations budgets in line with agreed plans
• Approve and ensure spending of Operations budget is in line with donor requirement
• Cosignatory checks and sign instructions to banks
• Monthly Operational budget versus actual monitoring and making adjustments and required actions
• Work with Finance department to ensuring compliance of processes for projects under existing and new donors
• Provide input including operational risk analysis and recommendations to the Country Director and Finance Manager related to operations spending and effectiveness of CO reporting and planning systems.
• Lead budgeting of Security in the CO in the interim

Country Office Leadership

• Actively participates in strategy formulation as a member of the SMT providing strategic business or management related advice to the team. Ensure communication and cooperation within the region and between the CO and the wider organization around P/S issues.
• Maintain up-to-date knowledge on CARE’s global P/S systems, and be available on short notice to assist COs to address the problems that arise.
• Maintain regular contact with the appropriate units in CARE HQ in order to facilitate the process of obtaining appropriate assistance when local knowledge is insufficient to solve a problem. Establishes and maintains transparent, professional and cordial relationship with relevant government institutions and counter parts Collaborates and exchange information with network orgaorganizations in areas of common interests

QUALIFICATIONS

• BA degree in management, logistic or other relevant sector.
• MBA degree
• 4 years leadership and management work experience in a large and complex INGO or organization in emergency context
• Broad experience in all dimensions of operations (Procurement and Logistics, Administration, IT)
• Demonstrated leadership ability to inspire and empower others;
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies.
• Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles
• Fluency in French and English language and written communication;
• Excellent skills in the use of computers (MS Word, Excel, Power Point);
• Firm belief in teamwork, gender equality, transparent and participatory management.
• 7 years proven work experience
• CARE USA experience
• Previous experience in South Sudan would be an added advantage.