Programme Operations Director
Support Office, Freetown
No. direct reports
Please click link to apply: https://mariestopessl.jb.skillsmapafrica.com/Job/Index/48999
Marie Stopes Sierra Leone
Marie Stopes International (MSI) is a global social business providing personalised, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP) and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centres/clinics and social marketing channels.
The Programme Manager will provide overall oversight and direction to Marie Stopes Sierra Leone’s (MSSL) project’s team. The Programme Manager will be responsible for the day to day implementation all of MSSL projects across Sierra Leone. , She/he will be responsible for coordinating the overall project planning and to develop work plans, implementation, monitoring of progress, facilitation of requirements to secure project progress, synergize activities across the national and local implementing partners, coordination and relationship building with key stakeholders, including relevant national and local governments, particularly in the Ministry of Health and Sanitation. The Programme Manager will in particular support the implementation of all projects and will make every effort to ensure that the Project’s objectives/outputs are achieved to a high standard of quality according to the log frame and budget, within the project period and in compliance with national laws, donor regulations and MSSL’s policies and procedures. She/he will be responsible for ensuring full compliance with grant requirements.
Provide oversight, support and leadership to the MSSL programmes team who are the budget holders for the programmes being implemented
Ensure that all project aims, objectives and deliverables are implemented, monitored and evaluated and reports provided to donors on time with accurate recording of data
Work with the Monitoring and Evaluation unit (M&E) to establish and implement Project monitoring and evaluation systems in order to provide regular information on progress towards indicators of outputs and objectives and assess the impact of the Project. Monitor achievements of project results and indicators as per log frame, and ensure that planned activities remain appropriate and realistic, and if required, suggest corrective measures to line management and/or project Team
Accurate and timely reporting, coordination and accountability to Donors, ensuring full donor compliance.
Ensure that programme activities, product models, innovations and lessons are shared with the MSSL SMT, MSI, M&E Unit, donors, Government of Sierra Leone and other partners.
Finance / Budget and Grants Management
Function as the support mechanism to budget holders for the grants, with the primary responsibility of grant cycle management and grant compliance.
Ensure compliance with the financial management procedures and expenditure monitoring systems.
Ensure Authorisation of all the necessary Project site expenditure (including reimbursements and advances) is implemented by budget holder efficiently and that Project expenses are kept to a minimum consistent with sound administrative and financial practices.
Ensure that budget holders are coding Project expenditure correctly and consistently (i.e. allocated to correct budget lines) and that donor funds are used solely for the purposes for which they were granted.
Support Budget Holders to develop and monitor monthly Project expenditure report for accuracy and appropriateness. Regularly discuss with Finance Manager concerning financial reporting issues, errors, trends, payment delays, outstanding commitments and related matters.
Ensure that budget holders implement risk management procedures and due diligence to eliminate possibility of fraud and corruption, with a particular emphasis on the private sector and the voucher program. Ensure full implementation of Fraud and Whistle Blowing policies.
Contract Management and Compliance
Ensure that contractual compliance obligations to all projects and Government are understood and adhered to by all relevant Project staff (and Partners)
In the event of any urgent and serious matters, provide immediate reports (verbal or written) to line management. Such matters of significance may include: Staff, Security, Financial or Asset control, Project performance, Legal issues, events likely to gain adverse publicity, and or any other matters felt to be of significance by the Project Manager.
Ensure that approved objectives, outputs (targets) and budgets are reached. Any changes to the project design, objectives, outputs or budget must have prior approval by the donor
Ensure the effective management, maintenance, security and legitimate usage of all project facilities, assets, personnel and equipment.
Government Liaison / External Relations/Fund raising
Supporting the Director of Programmes establish / strengthen Govt relations at the national, district and sub district levels, support Regional Managers in developing strong rapport with district administration
Ensure that appropriate MOU is in place with National and district authorities
Establish and maintain positive working relationships with other institutions involved in the project by ensuring appropriate representation
Establish local procedures in order to liaise effectively with the Ministry of Health and Sanitation and any other relevant local government authority. This may include such things as: planning, implementing, reporting, monitoring and evaluation or any other aspect that requires district level government (particularly in the Ministry of Health and Sanitation) understanding and support for effective project management.
Develop, maintain and strengthen relations with other agencies working in the country in the SRH field
Develop proposals, project briefs and/or brochures to attract funding opportunities from other multi-lateral and bilateral donors.
Undertake all areas of responsibility in a professional manner and in a way that enhances the reputation of the Project and the reputation of MSSL and MSI
Develop, define and maintain updated job frameworks for all relevant Project staff, which clearly explain the roles and responsibilities of each staff member. Ensure that all MSSL policies are adhered to.
Work with line management and Human Resources Department to recruit staff for all project positions. Ensure that MSSL’s recruitment procedures are followed.
Ensure that all project staff clearly understands their roles and responsibilities. On the basis of their job frameworks and agreed Key Performance Indicators, manage staff performance and provide constructive feedback to staff in line with MSSL’s Performance Management Process.
Identify the key skills required by all Project staff to effectively fulfil their designated roles and where necessary suggest or plan staff training to fulfil such needs as well as provide on the job training and coaching/mentoring; assist all Project staff to have access to training in order to develop their skills beyond the requirements of their current position.
Exhibit and lead by example on MSI Behaviours and Leadership Behaviours; ensure all staff exhibits MSI Behaviours as well
Administration & Procurement
In close coordination with the P and PS Director, ensure that assets purchased by or provided to the Project comply with asset management guidelines of MSI and MSSL.
Collaborate with all Donors, relevant government health staff and MSI – P&L to manage an effective system for the supply of commodities for the project.
Manage inventory to maximize efficiencies and oversee fleet management for the project vehicles, in collaboration with the DCS, procurement and logistics staff of MSSL.
Qualifications and experience
Graduate Degree holder with relevant degree in development, public health, maternal and child health, family planning highly desirable.
Experience working in a development programme is essential; ideally within Africa and within the health or family planning sector.
Extensive experience in managing donor funded project life cycles.
Strong networking, business development and advocacy skills. Credibility to lobby, influence and represent MSSL at all levels.
Excellent communication skills are required particularly around negotiation, influencing and conflict management.
Proven experience of driving impact, quality and sustainability in international programmes and improving operational standards.
Demonstration of ‘making things happen’, operating at pace and delivering effectively through others.
Results driven. Motivated and energetic.
Strong commitment to the goals and vision of MSI and MSSL.
Strong supporter of the cause for contraception and a woman’s right to safe abortion. (Pro-choice.)
Manages time well and helping others to do so too.
Passion for service excellence and improving quality.
Strong leadership and management skills; able to effectively build capacity.
Excellent interpersonal/communication skills.
The highest levels of integrity, and a strong ethical sense.
Self- managed and able to prioritise and work under pressure.
Willingness to learn and develop.
Willingness to travel at short notice.
MSI Behaviours and Values
Team Member Behaviours
Work as One MSI
You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximise our ability to influence others.
You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity
You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
You are courageous in challenging others and taking appropriate managed risks.
Develop and grow
You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always
You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
You build and maintain effective long-term working relationships with all stakeholders and are a true MSI ambassador.
Leadership (For Leaders only)
You inspire individuals and teams, through situational leadership, providing clear direction.
You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
You articulate a vision of the future which inspires and excites others.
Mission driven: With unwavering commitment, we exist to empower women and men to have children by choice not chance.
Client centred: We are passionate about our clients and dedicate our efforts to delivering agreed objectives to the highest possible quality.
Accountable: We are accountable for our actions and take responsibility for everything we do to ensure long term sustainability and increased impact.
Courageous: We recruit and nurture talented, passionate and brave people who have the courage to push boundaries, make tough decisions and challenge others in line with our mission.