Head of Programs

Location:Based in Ulaanbaatar with frequent travels to project implementation areas

Line manager:Country Director

Timeframe: Starting as of November 2018 for 12-24 months

Tasks and Responsibilities:

The Head of Programs (HoP) for Mongolia supervises all programmes, with the specific responsibility for technical quality of projects and timely and efficient programme implementation. By supervising the implementation of results-based Monitoring and Evaluation systems, the HoP also guides the programme strategy and development of future programmes. Together with the Country Director, the Head of Programmes represents PIN to donors and partners, ensuring that PIN is recognised for its field experience. Furthermore, the Head of Programmes engages in medium and long-term planning and strategy activities, including formulation of new proposals, and ensures continuous quality technical improvement of programmes and contributes to a positive working environment for programme staff. The HoP for Mongolia is also responsible for the mainstreaming of key cross-cutting themes for the Mongolia country office including gender, protection, good governance, environment, urban and rural disaster risk reduction (DRR) and resilience.

Programme Management:

Country Office General

• Partner with the Country Director in the management of the country program by managing projects/programs and provide technical, programmatic and monitoring and evaluation support.
• Lead the program side of the development and roll-out of the Country Strategic Plan, including developing specific programmatic components of the strategy. Also responsible for ensuring emergency preparedness of the country program, including the revision of Emergency Preparedness Plans (EPP) and follow-through on capacity building activities for EPP under the Country Strategic Plan.
• Ensure that the overall program is designed, managed and implemented in conformity to People in Need’s policies, strategy and guidelines.
• Participate in senior management meetings and strategic decision-making.

Project/Program Specific

• Ensure effective operational management of PIN’s program through line management of Project/Program Managers. Coordinates with the PIN Knowledge and Learning Department (KLD) and MEAL Officer to support specific objectives related to monitoring and evaluation.
• Ensure cross-cutting themes including gender, protection, good governance, environment, disaster risk reduction (DRR) and resilience are mainstreamed, and that programmatic strategic plans are followed through coordination with the KLD.
• Oversee research related to PIN’s programs and ensure that the findings are incorporated into future program design and monitoring systems.
• Ensure timely and high quality reporting to donors and HQ.
• Make sure that projects developed meet high standards in terms of design, implementation and M&E through proper Project Cycle Management, ensures compliance with management tools developed by the Country Director.
• Undertake monitoring visits to program areas and provide feedback to managers and staff.
• Prepare program budgets collaboratively with program and finance staff.
• Regularly track program expenditure through program/grant review meetings using financial expenditure reports prepared by the finance department.
• Support program managers in logistics and procurement in the absence of a dedicated focal point for the country program, in close consultation with HQ.
• Track program status through internally developed M&E systems, through regular review meetings.
• Actively participate at regular skypes with TAs and DO on programmatic discussions.

Project Development:

• Lead the development of new proposals, within existing PIN programs and in line with PIN Country Strategy and PIN Relief and Development Department strategy in coordination with consultants, the DO and other key HQ focal points.
• Serve as technical focal point in proposal development and liaise with senior staff at HQ level for Asia regional and the KLD.
• Offer critical advice on program trajectories and direction for future development in line with program strategies; review and update program strategies as necessary.
• Network among donors and key stakeholders to actively seek funding opportunities, help increase the quality of proposals, understand donor priorities and ensure coordination.

Human Resource Management:

• In consultation with the Country Director, plan HR needs, identify capacity-building needs for senior staff and ensure sufficient human resources for the projects to meet its objectives.
• Ensure that PIN retains its capacity to respond to emergencies within its program areas and is responsible for managing any small-scale emergency responses within the program areas, acting as Emergency Focal Point (EFP) for the Country Program in close coordination with the DRR project manager. In the case of large-scale emergency responses, is responsible for coordination between HQ and the Mongolian team.
• Review project staff periodic evaluation to ensure coherence among teams.

Security:

• Abide by PIN security rules and help facilitate smooth cooperation between projects and the Country Director, who is responsible for security in-country in the absence of a dedicated Security Officer.
• Compliance with all security and safety rules and regulations set-up in the SOPs by the Country Director.
• Application of the security rules in the field and ensuring humanitarian access through negotiations with all relevant stakeholders based on agreement with the Country Director.

Representation & Communications & Networking:

• Ensure that PIN is well represented and visible in the donor community, among key partners, and within coordination fora, delegating as appropriate to program staff.
• Help PIN maintain its position within existing sectors and with its existing strengths especially with regards to field presence and regional expertise.
• Engage in advocacy and policy dialogues where appropriate, ensuring PIN represents the needs of its beneficiaries and based on its field experience in order to campaign for needed policies and donor commitments.
• Supervise project staff attending and participating in cluster, focusing on cluster in which PIN is co-lead.
• Maintain open dialogue with regional and local government.
• Liaise with HQ (esp. with Desk Officer on programmatic and technical issues).

Documentation and Learning:

• Ensure that all projects/programs properly retain learning for future projects, and that all information is properly documented.
• Ensure that all official program documentation is properly stored and available for the future.
• Oversee research related to ongoing PIN projects and liaise with the KLD representatives and DO to ensure documentation and accountability.