The Program Manager provides daily programmatic management, oversight, operational, logistical, and award management support to Save the Children’s HIV/AIDS and TB Unit. Ensure coordination and efficiency in routine country program management, partnership and knowledge management. Remains informed and serves as the central point for communications and country team liaison for all internal and external requests for information, documentation and award management and program support. Directly provides country team capacity building and award management support as needed. Strong collaboration with technical, award management and coordination staff to improve and maintain office systems that ensure that the unit functions smoothly. Routine engagement with donors especially Global Fund to meet all documentation and reporting requirements, respond to donor requests and ensure efficient, high quality performance. Areas of responsibility include but are not limited to: guiding program analysis and preparation of work-plans (including M&E plans and budgets); negotiating meetings, consultants and agreements; ensuring organization and maintenance of administrative systems and files in collaboration with Unit and Technical Advisors; organizing meetings and supporting portfolio knowledge sharing and learning; coordination with other SC departments/offices in Washington and Fairfield; and other tasks.
Also, supports awards and new business development for the Unit from opportunity to closeout. S/he is accountable for meeting program & award management targets and metrics and to support the flow of resources to Save the Children International (SCI) and other Save the Children members in the HIV technical sector. Liaising with relevant stakeholders, particularly the Sr. Director HIV/AIDS, Director Operations and Awards, Technical Advisors, and other HIV team members, the Manager sets priorities and addresses structural issues to ensure portfolio health, escalating to departmental and functional leaders’ attention as needed.
S/he contributes to continuous improvement of the program & award management function, identifying process issues and best practices, and shares across the Agency’s award management function.
Assists in providing input to their function’s strategic and operational plan. Assists in developing short-term plans and organizes resources to achieve results. Accountable for day to day decisions around execution of job, and for setting clear objectives and measures for self. Exercises independent judgment and discretion on significant matters related to functional area. Requires little or no supervision on routine work assignments, but may require supervision to review work progress and results on non-routine work assignments. General regulations exist, but incumbent must interpret the regulations. Keeps manager informed of important issues. Builds effective relationships within their immediate or peer workgroup. Leads/supervises administrative support staff or program(s).
Program Management (35% of Time)
- Support the design and management of HIV & TB Unit’s country and global/regional programs that are led by SC or have substantial technical involvement by SC staff.
- Ensure high quality programs through regular monitoring and oversight of assigned country programs and represent SC’s programs to both internal and external audiences.
- Provide technical support to country programs in close collaboration with – and through support to technical advisors.
- Ensure necessary program planning, development and implementation/management activities function smoothly and efficiently.
- Contribute to Unit’s annual Core work plan and assist field staff with development of country work plans.
- Participate in monitoring and evaluation of activities for countries assigned and assist in results reporting.
- Facilitate regular country team program meetings
- As appropriate, establish and maintain contacts with donor officials, key technical agency and SCI Area/Country Officer counterparts regarding new and/or ongoing programs
- Travel to country offices (approx. 30%)
Award Management and Monitoring (35 % of Time)
- MONITOR AND MANAGE AWARD PORTFOLIO
- Work collaboratively with COs, SCI HQ, other SC members, and relevant partners and sub-grantees. Serve as main point of contact on assigned awards for COs and SCUS stakeholders (i.e., Technical Assistance providers, program officers, other Business Teams, Finance, Grants and Contracts, HR, etc.);
- Escalate issues or risks as appropriate;
- As needed, be the key point of contact for donor on resources provided to SCI and ensure timely and effective communications to donors on matters related to their resources;
- Work with Finance and relevant technical staff leads to monitor rate of spending in COs and SCUS home office including charges such as personnel, travel, consultancy, sub-grant agreements, and troubleshoot and escalate as needed;
- Work with COs and Finance to monitor match reporting when required by donor;
- Work with COs and Finance to ensure expense charges are allowable, allocable and reasonable; and follow up to ensure errors are corrected;
- Ensure all donor communications, requests, amendments, etc. are communicated effectively and quickly to the relevant SCI offices and recorded/stored for future reference;
- Track and monitor project-specific Level of effort (LOE) reporting as needed for awards in his/her portfolio and/or departmental sharing of LOE as directed;
- Support the department/agency to maintain knowledge management systems (ensuring award files are kept up to date in consistent manner to support backstopping and handover).
- Support the Director, Global Fund and HIV Awards with Global Fund Account Management.
- ENSURE DONOR COMPLIANCE
- Monitor award implementation, reporting and procurements to ensure compliance and appropriate completion.
- Undertakes routine compliance visits to ensure compliance with donor fraud and compliance processes
- PARTNERSHIPS
- Support the development of and manage sub-award agreements to SC Member countries or partners as needed, including wire transfers and ad hoc support and closeout.
- AWARD WORKFLOWS
- Review draft agreement documents & submit feedback to members;
- Issue Pre Award Letters;
- Create and update Internal Obligated Budgets and submit to Grants and Contracts to input in Agresso;
- Produce Fund Summaries (FS);
- Negotiate donor terms and conditions in coordination with CO and Grants and Contracts staff;
- Complete all data entry and follow all processes to ensure funds can be tracked on SCUS and SCI systems
- Process amendment workflows as needed
- Adapt to new processes and systems as they are developed
- PROJECT START-UP
- Ensure startup call/meeting with CO is planned and executed – review project timeline, deliverables and donor requirements in detail;
- Ensure CO capacity building support (such as technical advice, award management, donor; information/compliance, SCUS structure) needed from SCUS is identified and coordinate with the relevant SCUS departments and staff ( IP, Finance, and Account Managers) to meet those needs;
- Coordinate and communicate relevant project-specific level of effort (LOE) budget splits to home office staff.
- DONOR REPORTING (NARRATIVE AND FINANCIAL)
- Facilitate communication and ensure timely, accurate financial reporting to donors;
- Review interim and final narrative and financial donor reports;
- Coordinate with Finance as needed on financial reporting, ensuring a review of all financial reports prior to donor submission;
- Coordinate with Resource Development and/or the appropriate Account Manager on submission of donor reports to private donors;
- Coordinate response to donor queries when needed.
- PROJECT CLOSE-OUT
- Ensure completion of the SCI and SCUS Closeout Checklists and that awards in AMS and Agresso are closed/deactivated;
- Ensure any issues preventing closeout are resolved through coordination with Finance, COs and relevant technical teams.
- CONTINUOUS IMPROVEMENT: CAPACITY BUILDING AND KNOWLEDGE MANAGEMENT
- Support departmental leadership to improve award management systems, policies, procedures, and knowledge management (proposals, budgets, capacity statements and related award documents);
- Participate in developing best practices, sharing resources, and ongoing trainings;
- Support CO capacity building with training on SCUS donor requirements.
Planning and Securing (15% of Time)
- OPPORTUNITY IDENTIFICATION & DONOR ENGAGEMENT
- Support in tracking and identifying funding opportunities;
- Represent agency and internal interests to potential partners and donors.
- PUBLIC AND PRIVATE RESOURCE DEVELOPMENT
- Support the development of concept notes, provide feedback to country offices (COs), and incorporate reviewer feedback into concept notes;
- Manage the process of developing and submitting cost proposals in collaboration with SCI and relevant partners;
- Draft sections of proposals (capability statements, budget narrative, management plan, reps and certs, etc.) as assigned;
- Draft, edit and coordinate staffing documents for proposals (1420 Biodatas, CVs, Bio-statements, Skills Matrices, etc.);
- Support country-specific proposal development as requested (support cost coordinator, review narrative and budgets, etc.);
- Support the department/agency to maintain knowledge management systems around resource development (ensuring documents are posted on AMS, as applicable, maintaining libraries, storing capability statements, past performance reviews (PPRs), 1420s, bio statements etc.
Innovation and Knowledge Management (10% of Time)
- Promote and support knowledge management and sharing efforts
- Contribute to the development of novel program innovation, knowledge management and sharing tools and processes.
- Coordinate inputs for Unit’s quarterly, semi-annual, and annual technical and financial reports, including necessary results pathway indicators
Human Resources & other Support (5% of Time)
- Provide leadership and mentoring support to junior team members
- Support and mentor field staff
- Other duties, as identified by Department or Agency
Minimum 3-5 years’ experience in international development/public health/finance management or similar area required. Bachelor’s degree required, or advanced degree preferred especially in public health/financial management in global health;
- 3-5 years managing resources and providing support to field operations;
- Experience in project management and compliance and donor requirements;
- Experience in budget management and financial analysis;
- Experience working in INGO environment with USAID and Global Fund projects;
- Experience coordinating processes with large stakeholder groups.
Skills & Behaviors
- Requires a professional level of technical and/or managerial knowledge and experience to manage the operational activities of a Unit or Team;
- Ability to provide the technical and management support related to various size programs, grants or projects;
- Strong attention to detail and ability to manage complex tasks, programs or projects;
- Excellent organizational skills – ability to juggle large amounts of details while still maintaining big picture;
- Knowledge of USG rules and regulations;
- Strong written and verbal communication skills;
- Excellent MS Excel skills;
- Ability to follow through on tasks to completion;
- Proactive approach to work and ability to identify and implement effective processes for achieving outcomes;
- A high degree of flexibility and adaptability in order to respond to changing needs; comfort dealing with ambiguity;
- Committed team player;
- Strong interpersonal skills;
- Commitment to goals and values of Save the Children;
- Ability to travel nationally and internationally to liaise with colleagues in Connecticut and to provide Country Offices with award management support for start-up, implementation and close out of projects.
Save the Children provides an attractive benefits package including competitive salaries, a matching retirement plan, health and welfare benefits, life insurance, an employee assistance program, generous time off and much more. We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.
Save the Children invests in childhood – every day, in times of crisis and for our future. In the United States and around the world, we are dedicated to ensuring every child has the best chance for success. Our pioneering programs give children a healthy start, the opportunity to learn and protection from harm. Our advocacy efforts provide a voice for children who cannot speak for themselves. As the leading expert on children, we inspire and achieve lasting impact for millions of the world's most vulnerable girls and boys. By transforming children's lives now, we change the course of their future and ours.
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. All Save the Children Representatives are explicitly prohibited from engaging in any activity that may result in any kind of Child Abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of Child Abuse. All Save the Children Representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.