Job Summary:
The Associate Director (AD), EpiC Programs will be the program lead for EpiC's global oxygen portfolio which currently includes 13 countries as well as be the program management backstop for select EpiC country buy-ins that include HIV, GHS and/or HIV adjacent projects.
Oxygen: Launched in 2022, strengthening oxygen ecosystems is a high-priority initiative for EpiC and includes a portfolio of activities currently totaling more than $70 million. The successful candidate will serve as the main program management point of contact on all oxygen activities, leading a complex portfolio with a high level of donor input and coordination with global partners and stakeholders. The candidate will provide global-level oversight of all global oxygen activities, including workplan and budget adherence, guide the procurement of equipment, construction and pharmaceuticals (including obtaining USAID approval), and headquarters (HQ) and country-based donor liaising. The AD will also manage partner sub-agreements, ensure compliance with internal and external regulations, and prepare presentations and support other related program objectives and deliverables.
Country Management: The AD will be the HQ management backstop for select EpiC country projects currently totaling more than $20 million. They will manage project start-up for new country buy-ins, coordinate annual workplan and budget development (in collaboration with country offices and HQ technical and finance staff), manage subgrant development and review, ensure compliance with FHI 360 and donor regulations, and provide general life-of-project program leadership. The AD will liaise with project offices related to program management and execution; ensure completion of program deliverables while adhering to budget, scope, and schedule requirements; environmental mitigation and monitoring plans, team operating agreements, and USAID approval and waivers; prepare presentations and support other related program objectives and deliverables. They will backstop a group of countries including HIV, GHS and/or HIV adjacent technical areas.
This position will report to the EpiC Director, Program Management and supervise both US and country-based staff. They will collaborate closely with EpiC program management, technical, strategic information and finance staff at HQ and in the field.
Responsibilities
- Serve in a leadership function for all EpiC oxygen related activities, ensuring appropriate technical inputs, strong partner coordination, and regular reporting to USAID.
- Provide program management support including development of annual workplans, and tracks performance against project timelines, budget, objectives, and deliverables.
- Lead procurement processes for complex oxygen systems (equipment, construction and pharmaceuticals), HIV and GHS projects requiring many layers of donor approval.
- Serve as point of contact and interacting independently with field-based colleagues and USAID/mission contacts (as required), using good judgment to monitor and address issues in a timely manner, and keeping senior project management apprised of activity progress.
- Manage key relationships with strategic sub-partners and stakeholders.
- Coordinate monthly calls with country offices, and quarterly review calls as well as other routine/ad hoc program and technical calls as needed.
- Use good judgment to monitor and address issues in a timely manner, and keeping senior project management apprised of activity progress.
- Coordinate technical assistance to ensure finance, M&E and technical issues are addressed by the appropriate team members.
- Recruit staff and/or consultants following FHI 360 procedures, negotiate daily rates and number of days, oversee consultancy agreements.
- Work with Finance leadership and country teams on overall oxygen, HIV and GHS budgets and routine budget monitoring.
- Review and lead preparation of project deliverables (including reports, EMMPs, etc.) and documenting program activities and deliverables for the global oxygen portfolio and assigned country portfolio.
- Respond to programmatic, financial, administrative, and logistics needs and requirements generated from EpiC leadership.
- Lead the full project life cycle from project startup through closeout, as needed.
- Ensure compliance with FHI 360 procurement and financial reporting procedures by field-based programs and serving as a resource to field finance and administrative staff on procurement and payment procedures.
- Maintain and update project tracking sheets for deliverables, contracts, and accruals, as well as maintaining relevant project files.
- Provide leadership and management support of a program or large/complex project, ensuring strategically coherent project/program direction, well-managed growth, and compliance with and donor regulations.
- Continually seek out ways to build the capacities of the project/program team members, individually and collectively.
- Coordinate with other members of the Operations management team on appropriate management, compliance, and performance standards, as well as effective systems for budget management, knowledge management and risk management associated with the projects assigned to the project/program.
- Support programming staff to collect, document and disseminate lessons learned and best practices, incorporating these into new project/program designs.
- Lead efforts for sustainable project/program growth, proactively identifying opportunities for new programming initiatives and emphasizing multi-year funding to support them.
- Mitigate any potential risk by collaborating with the Finance unit(s) to ensure that programming staff fully understand financial and administrative processes involved in project budget cycle.
- Supervision of assigned staff.
- Support new business development initiatives, as requested.
Applied Knowledge & Skills
- Effective knowledge of design, implementation, and management of multisector/international development programs funded by US government or other donors.
- Knowledge of various funding mechanisms, general contracting and reporting requirements.
- Knowledge of donor planning and report systems.
- Knowledge of business development process and proposal development for NGOs.
- Experience with procurement processes and/or regulations preferred.
- Highly proficient with MS Project, and the Microsoft suite of programs (Word, Excel, PowerPoint, Outlook).
- Excellent oral and written communication skills.
- Demonstrated analytical and problem-solving skills.
- Ability to motivate, influence and work well with others.
Problem Solving & Impact
- Solid operational and tactical decision maker with the ability to handle unforeseen issues.
- Decisions and actions have minimal to moderate implications with costs and short-term goals of management and the operations of an area within the department.
- Problems encountered are often minimal to moderate; narrowly defined and require basic approaches to resolve them.
Education
- Bachelor's Degree (Masters preferred) or its international equivalent - Knowledge/Information Services, Communications, Education, Environment, Health, Behavioral, Life/Social Sciences International Development, Human Development or Related Field.
- Project Management (PM) Certification preferred.
Experience:
- Typically requires 10+ years of relevant experience (including 3+ years of line management experience) in project management.
- Demonstrated experience in sector specific or multi-sector project management and implementation.
- Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.
- Must be able to read, write, and speak fluent English. Fluency in a second language (e.g., French, Russian, Portuguese, Spanish) an added advantage.
- Prior team lead experience and supervisory experience preferred.
- Procurement and contracts experience a plus.
- HIV and PEPFAR experience preferred.
- Experience with oxygen ecosystems a plus.
Technology to be Used
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
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