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Position
Summary
The Head of Program (HOP) is
a senior manager responsible for the formulation, implementation, management,
supervision and evaluation of all Islamic Relief Indonesia’s programs in
accordance with the standards and procedures set out by the organization. As
a member of the senior management team, the director of programs participates
in strategic planning and budgeting initiatives in addition to problem
solving. He/she works within the guidelines, policies and mission of the
organization and will be accountable and responsible for specific projects as
assigned. As an integral member of the Country Management Team (CMT), the HOP
actively contributes to the management and operations of the Indonesia field
office. As a senior member of the country office procurement team, the HOP
manages procurement actions within the specified thresholds. The post holder
also functions as the Officer In Charge in the absence of the Country
Director and liaises with counterparts including government departments as
directed by the CD.
Duties
and responsibilities
Human
resource management
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Direct, plan and coordinate
the work of the program staff including supervision and evaluation, training
and team building
·
Organize and attend periodic
departmental meetings to maintain effective communication within the projects
/ programme
·
Ensure IRI projects and
Programme unit are adequately staffed at all times through effective HR
planning.
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In consultation with the
country director, assume a lead role in the selection, hiring, coaching, and
discipline of the program staff
Programme formulation and fundraising
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Conduct detailed assessments
and technical studies to accurately assess the needs of beneficiary
population and evaluate response options;
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Responsible for the
formulation of a meaningful programme and project proposals to secure donor
funding in accordance with the assigned income targets;
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Conduct an extensive donor
mapping and develop a fundraising strategy to leverage current and future
funding opportunities for the expansion of IR programme in Indonesia;
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Liaise with donor
representatives (institutional, fund raising partners, CSRs etc) at Jakarta
and field level and participate in the joint field visits to raise IRI
profile;
·
Respond to call for proposals
from various donors by submitting quality proposals, concept papers and
organizational profile.
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Ensure IRI activities are
relevant, needs based and reflect the
Program
delivery and reporting
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Responsible for the
implementation, management, supervision and evaluation of all activities of
IRI program in accordance with the prescribed standards;
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Ensure that the needs of
monitories, special vulnerable groups, women and children are adequately
addressed in IRI projects and necessary steps have been taken to avoid
exclusions;
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Ensure that all project staff
demonstrate excellent comprehension of IR values and strategic objectives,
project rationale, project objectives, deliverable, implementation approach
and their role in the project / programme;
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Remain up-to-date on
organizational standards, procedures, policy amendments, global strategy and
global programme direction set-forth by IRW so that they are duly reflected
in IRI activities on ground;
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Responsible for the
supervisionof M&E functions, management of progrmme data and maintenance
of data management software;
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Ensure that project
activities are regularly monitored and the feedback is effectively used for
decisions making and adopting timely remedial measures to overcome problems;
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Compile, maintain and report
to CD on periodic basis and prepare quality donor reports as per the funding
agreement;
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Analyze trends in the
program, identifying issues and developing and recommending solutions to the
CD and CMT;
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Monitor the progress and
quality of service delivery and ensure project budgets are utilized in
conformity with the approved budget plan and there is no significant variance
between planned and actual spending;
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Develop, implement and
evaluate recruitment strategies to expand the number of volunteers supporting
IRIprogrammes in the field.
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Develop and implement
convincing phase-out strategies to achieve a lasting and sustained impact on
beneficiaries.
Mentoring
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Provide guidance and
technical backstopping to projects and programme staff through frequent
interaction and implementation of a staff development plan
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Identify weak areas in the
programme and develop strategies to overcome these weaknesses
Networking,
coordination and partnerships
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Develop appropriate
partnerships with specialized government departments, civil society
organizations and private sector for the delivery and expansion of IRI
activities;
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Establish meaningful networks
and partnerships to promote the organizational interests, programmes and
beneficiaries of Islamic Relief in Indonesia.
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Participate in coordination
and technical working group meetings are appropriate;
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Expand the inter-faith
network and other existing platforms to add value to IR programme activities
in Indonesia.
Media visibility and
communication
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In close coordination with the media
officer, produce quality media and viability material such project briefs, visibility
material, reports etc. as per the communication policy
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As guided by the CD, with direct support
from the media and communication offer, develop and implement a communication
plan to relay key messages to intended recipients while highlighting the
contribution of IR, donors, stakeholders and partners
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As required, prepare and disseminate
press releases, project updates, presentations and other communication and
visibility material;
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As advised by the CD, participate in the
media briefings, press conferences, radio talk shows and other communication
and media events organized from time to time.
Committee Work
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The head
of programme is responsible for supporting the CMT and Country Office
Procurement Committee in accordance with their functions and ToRs.
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When
appropriate opportunities arise, the HOP will participate in national and
regional committees, meetings and workshops as requested by the CD.
QUALIFICATIONS
AND SKILLS
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At least 6 to 8 years of direct field
experience in program management and coordination.
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Familiarity with the humanitarian aid
system, and ability to understand donor and governmental requirements and
developmental priorities.
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Excellent communication, reporting and
drafting skills.
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Ability to coordinate and manage staff
and project activities.
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Proven ability to work creatively and
independently both in the field and in the country office.
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Being a strong team player and adept at
creating a strong team spirit.
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Ability to organize and plan effectively.
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Ability to work with culturally diverse
groups of people.
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Ability to travel and work in difficult
conditions and under pressure.
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Knowledge of local language and/or
regional experience an asset.
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Ability to follow and enforce procedures,
meet deadlines and work independently and cooperatively with team members.
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Have strong staff skills and the ability
to motivate diverse teams.
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Have the problem-solving ability
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Excellent oral and written English
skills.
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Strong negotiation and interpersonal
skills, and flexibility in cultural and organizational terms
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Demonstrated aptitude for effective
leadership of staff.
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Master’s degree preferred.
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Thorough understanding of both
theoretical and practical aspects of own professional discipline.
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Thorough understanding of project management
phases, techniques and tools
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Strong and tested project management
skills, including sponsor and risk management.
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Knowledge of organization's methodology
and tools.
KEY COMPETENCIES
Communication
Effectiveness
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Conveys goals and objectives clearly and
in a compelling manner; listens effectively and clarifies information as needed;
that others communicate; produces clear status reports; communicates
tactfully and candidly.Ensures that project status, issues and successes are communicated
to project team, stakeholders, sponsors, and all levels of management and documented
appropriately.
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Motivates project team members to action.
Identifies common themes, makes inferences and draws conclusions.
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Ensures open communication on the project
team.
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Addresses delicate situations and handles
conflicts in such a way as to maximize opportunity and minimize exposure to
risk.
Decision
Making
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Understands how and when to make a
choice; how and when to escalate issues to higher levels. Analyzes the risks
and future impact of decisions.
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Makes decisions and takes timely
independent action in pursuit of priorities.
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