Programme Area Coordinator (NGO Careers) at Plan International

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

1. role PURPOSE

Plan International is an independent child-centered development and humanitarian not-for-profit organization that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination, and it’s the girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

The position of Program Area Coordinator (PAC) reports to the Programme Area Manager-West Nile North (PAM-WNN) with the main purpose of supporting the PAM-WNN in leading and managing the Plan International Uganda (PIU) projects based in Yumbe and Rhino Camp and building/maintaining healthy relationships in that part of the WNN Programme Area. S/he is responsible for ensuring effective project/grants planning, budgeting, execution, reporting and closure processes. She/he ensures that all program processes/projects are aligned to Plan International Uganda’s Country Strategy, Plan International’s purpose statement, values, policies, and procedures. The position holder is also responsible for effective talent and people management and will deputise the PAM for the smooth functioning of the Programme Area (PA). For this matter the PAM may from time to time assign the PAC any other roles in the other parts of the PA, especially in Adjumani district.

2. Dimensions of the Role

• Supervises Program Managers (PMs) – and in some cases Project Coordinators (PCs) who are project leads – based in Yumbe and Rhino Camp.
• S/he is a member of the Programme Area Leadership Team.
• Reviews and authorises Project Outlines (PO) and PO modifications within his/her financial limits.
• The position holder will also review and approve purchase and funds requests within the stipulated threshold.

3. Accountabilities

 Planning

• Working closely with the PAM and PMs to oversee and guide the process of preparing annual budget for the grants in the PA, especially those in the Yumbe and Rhino Camp as well as regular budget reviews.
• Reviews and authorises POs to reflect good practice and value for money and approves purchase and payment requests within stipulated financial limits.
• Plans for quarterly project reflections, reviews, reporting and documentation and ensures action learning is on-going.
• Promotes and facilitates community leadership in both the refugee settlements and host communities, ensuring active participation of all key stakeholders in project design and planning, in particular the participation of women, children, youth and other marginalised groups.
• Coordinates with OPM (Office of the Prime Minister in the respective refugee settlements), DLG (District Local Government), UNHCR and other development agencies to ensure that PIU’s targets and annual budgets are considered by the respective stakeholders.
• Coordinates project planning meetings with partners and key stakeholders.

Programme Implementation

• Gives support supervision and guidance to project teams to ensure full achievement and high-quality delivery of the project annual plans/targets and objectives.
• Works closely with the office support functions to ensure program staff are well-supported in a timely manner too enable them to smoothly, effectively and efficiently implement and monitor project activities.
• Reviews periodic reports during the implementation phase and Project Completion Reports (PCR) at project closure, in accordance to the Operations Manual.

Monitoring and proper documentation of projects and country programmes

• Supports the PAM, PMs and MERL (Monitoring, Evaluation, Research and Learning) teams to plan and conduct baseline studies for all new projects with clear indicators for monitoring progress. Also supports end-line studies for all projects that are nearing closure.
• Supports the PAM, PMs and MERL team to develop clear Monitoring & Evaluation plans for all projects. S/He further ensures that project and MERL team are effectively using the developed plans and tools to effectively monitor project progress and use the resultant information to for reporting, project plan reviews and corrective action, where necessary. Ensures that any emerging issues and trends are used to revise project plans and to inform the next cycle of annual planning.
• Monitors project progress reports, including SAP reports for informed decision-making and advising the PAM on any emerging issues and/or areas of concern/action.
• Conducts physical field monitoring of project activities to assess progress and quality of project delivery and gives constructive feedback to the project teams. Updates the PAM on findings and recommendations from the field monitoring visit.
• Coordinates quarterly stakeholder meetings to review progress across all projects in the PA and coordinates agreed upon action plans.
• Contributes to Plan International Uganda’s Programme Quality Enhancement efforts by ensuring effective, efficient and quality project implementing actions at the PA level.

Grants and Local Resource Mobilisation

• Working closely with the PAM, PMs, National Technical Advisors, Senior Grants Manager and Business Development Manager supports the preparation of concept papers and grants proposals in line with the Country Strategy and the national refugee response plan.
• Carries out local funding opportunities and provides necessary support to local fundraising initiatives within the PA.

Networking and representation at DLG and other stakeholders

• Representing the PAM at DLG and lower local governments meetings, visits, and courtesy calls for lobbying and influencing purposes as well as raising PIU’s profile at both levels, to gain their support to PIU WNN program.
• Participates actively in the district budget conference/meetings.
• Ensures that PMs and technical staff attend relevant TWGs.
• Represent the PAM in coordinating with settlement level OPM, UNHCR Sub-Offices and lead partners to ensure PIU’s operations are recognised and supported. Ensure to attend the monthly inter-agency coordination meetings organized and co-chaired by OPM and UNHCR at settlement level.
• Be the main security focal point for Yumbe and Rhino Camp and represent PIU at the humanitarian security coordination forum so as to stay abreast with the security situation and update/advise the PAM from time to time about the pertaining security situation, trends and concerns.
• Maintains good relations, planning and coordination between Plan International Uganda and other development partners in the district and refugee settlements.

Advocacy and Development Education

• Takes advantage of/creates opportunities for advocacy and lobbying on behalf of children.
• Develops the capacity of children/families to advocate and lobby on their own behalf.
• Contributes regularly to development education by documenting and producing relevant articles for production.

Human Resource Development/Public Relations

• Supports staff (supervisees) to develop clear individual accountability plans and facilitates bi-annual and Annual Appraisal of staff performance.
• Coaches, mentors and counsels staff.
• Facilitates teamwork among staff by creating a conducive working environment and providing solid leadership and management.
• Be a protection focal point and ensure that all PA staff and PIU associates in the PA strictly adhere to PIU’s protection and safeguarding policies. Report immediately to the PAM (or other responsible PIU staff as per the PIU approved pathway) any breaches (perceived or real) of the safeguarding policy.
• Represents the PAM in official meetings with the district/sub-county OPM, UNHCR and other NGO coordination forums and other stake holders.
• Observes Terms and Conditions of Employment and Code of Conduct

Dealing with Problems:

• Ability to rationalise and make quick decisions.
• Ability to prioritise work effectively for execution with limited resources.
• Trouble shooting on programmatic issues and able to fix them in consultation with the PAM, Country Management Team (CMT) and Programme Support Team (PST) when needed.
• Ability to identify and fix any inconsistences in project planned/budgeted vs actual.
• Managing staff issues at field level – e.g. staff conflicts, misconduct in accordance with T&Cs of service and be able to seek timely support from the PAM, CMT and any other relevant PIU level/staff as stipulated in PIU policies.

Child Protection and Gender Equality & Inclusion

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

4. Key relationships

Communications and Working Relationships:

• Facilitation, negotiation, motivation, team building and management skills
• PAM-WNN: Programme management and operational and security issues, Human Resource Management (High).
• CMT members- for policies issues and enforcement, fundraising, recruitments & appointments (Medium)
• Public Relations Manager – support on media involvement in Plan International Uganda interventions, and other communication related support (medium)
• Technical Advisors – Technical inputs to thematic programme issues (medium)
• Country Office Coordinators- Technical input on programmatic issues (Medium)
• Country Office MERL Manager and Coordinators – Programme reviews/reflections, evaluations, documentation of key lessons and best practices, compilation of reports (High)
• PA staff – programme development (design, implementation, monitoring/evaluations) (High)
• Procurement and Administration Coordinators – coordinate support to project related administrative, logistics and procurements (High)
• Programme Area Account – Review of financial documents in relation to project outlines, financial reports (High)
• HR – staff performances/appraisals, management of staff leaves, medical insurance and Group insurance (Medium)

External contacts;

• District and sub-county officials, OPM, UNHCR and other NGOs – regularly attend coordination meetings and continuous discussions on program planning & implementation (High)
• External Auditors and Partner auditors – auditing implementation of programmes (Medium)

Leadership and Business Management Competencies

Leadership Competencies

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to PIU’s CSP and refugee response strategy and plan.
• Set high standards for self and others’ behavior, inside and outside work. Championing PIU values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of staff, including their freedom and safety to speak out.
• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them utilize their potential.
• Accept change and support others in adjusting to it, helping them understand.

Business Management Competencies

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
• Manage activities and resources including skills in strategic thinking, planning and organizing, financial planning and monitoring, negotiation and programme and project management
• Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.

5. Technical expertise, skills and knowledge

Knowledge

• Qualifications – A Bachelor’s degree in Social Sciences, Development Studies or other Humanities.
• Experience – A minimum of five years’ experience in development work and supervisory role especially in a humanitarian/refugee setting. Good understanding and appreciation of regional and national humanitarian and development issues plus the local context.
• Excellent practical knowledge on rights based programming and human rights, especially in a disaster, conflict, post-conflict and refugee setting

Skills

• Excellent leadership skills
• Good grasp of HR/personnel management
• Project management skills.
• Strong planning and organizational skills.
• Facilitation and negotiation skills.
• Good administrative and communication skills.
• Good report writing skills

Behaviours

• Exhibit high level of integrity, honest and easily approachable
• Strong analytical and logical ability, works collaboratively, listening, communication and coaching skills
• High levels of humility and respect for others
• Results oriented and focused
• Self-initiative and team player
• Reasonable flexibility and ability to live and work in low-resource hard to reach areas, including those with extreme weather conditions and very basic amenities.

6. Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Actively promotes diversity, gender equality and inclusion, inside and outside of Plan International
• Listens with humility to others, promotes & supports participatory decision making, delegates responsibility as appropriate and develops the potential of others.
• Encourages a climate that empowers children and young people as agents and drivers of change in their own lives
• Does not tolerate any form of bullying, harassment or discrimination in the workplace.

7. Physical Environment

Office environment but with frequent field travel (approx. 50-60% of the time, or as and when the need arises) and other external locations to monitor programme activities, attend training sessions, workshops and meetings. The job location is in a hard-to-reach

8. Level of contact with children

Occasional interaction with children

ADDITIONAL RESPONSIBILITIES

CPP Responsibilities

• Adheres to the Child Protection Policy, Code of Conduct and reporting any CPP issues;
• Oversees that all Plan International partners, visitors and associates in their areas of responsibility are provided with and have signed and returned a copy of the child protection policy.  Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit;
• Oversees that children and families with whom we work are aware of the child protection policy and applicable local procedures, so that they know what behaviors they can expect from Plan staff, associates and visitors and whom to report any concerns;
• Implements CPP standards as they apply to their area of responsibility plus the development of actions to address identified gaps.

Mapping Risk and Compliance Roles

• Responsible and accountable for managing risks under area of responsibility.
• Develops and implements adequate & appropriate control measures.
• Refers control measures that cannot be implemented to the next level of management.
• Supports the quarterly assessment of the risks in the PA.

Location: Yumbe

Type of Role: 1 Year

Reports to: Programme Area Manager

Grade: D1

Closing Date: 11/7/22

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