Programme Management Associate (Facilitating Partner)

I. Background Information

Our client is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Our clientsupports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, Our clientprovides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Project Information

Following the political events in Afghanistan in August 2021, the subsequent economic collapse has led to an unprecedented humanitarian crisis putting over 24 million people in immediate need of aid. To provide immediate short-term livelihood opportunities and deliver urgent essential services in rural and urban areas, our clientis working with funders to implement a large-scale community resilience program. The initiative aims to reach an estimated 1.1 million households, or 7.1 million Afghans, with livelihoods and income support. In addition, 9 million Afghans in some 6,450 rural communities and 8 cities will benefit from improved access to essential social services through strengthening the capacity of community institutions in inclusive service delivery.

Job-Specific Information

Under the direct supervision of the Deputy Team Lead Rural and Grant Management Specialist, the Programme Management Associate (Facilitating Partner) is responsible for the following key functions:

A. Programme Function: Support to the Rural Team

1. Coordination and Team Support

2. Data Management

B. Grant Operational Functions

3. Financial Management

4. Reporting

5. Grant Management and Compliance

6. Asset Management

The Facilitating Partner Programme Management Associate will report to Deputy Team Lead Rural and Grant Management Specialist for “Grant Operational Functions”, providing close management and documentation of the delivery of the Facilitating Partners.

A. Program Function:Support to the Rural Team (50%)

1. Coordination and Team Support:

● Rural Team Support: Provide coordination, administrative, and operational support to the Rural Team, assisting with project implementation and undertake other assigned tasks and responsibilities as required to support the effective delivery of programme activities.

● FPs Issue Resolution: Follow up on pending issues raised by FPs with relevant our client departments, including Finance and Procurement, to ensure timely resolution, maintain effective communication and provide regular updates to the Rural Team Lead.

● Field Visits: Conduct field visits to physically verify and check FP inventory and monitor programme implementation as required, providing detailed reports on findings and recommendations to the Rural Team Head.

2. Data Management:

● FPs Data Management: Download facilitating partner (FP) data from the Management Information System (MIS) and attach relevant supporting documents to FP invoices for submission to the Rural Team Lead for approval.

● Staff Contact Management: Maintain and regularly update the contact list of FPs’ staff to ensure accurate and up-to-date information.

B. Grants Operational Functions (50%)

3. Financial Management:

● FPs Invoice Management: Receive invoices from FPs, review them for accuracy and completeness, and ensure they comply with contractual requirements.

● Project Cash Flow Forecast: Coordinate monthly and quarterly cash flow projections for timely submission to Finance.

● Operational payment liquidation: Prepare supporting documents for liquidation of FPs operational cost.

● Spot Check and Sample Check: Conduct the spot check and sample check for FPs operational cost supporting documents to ensure compliance with grant support agreement requirements.

● Support the review of FPs’ budgets, budget reallocations, and amendments; develop budget tracking tools; monitor FPs’ budget utilization and variances; and analyze FPs’ budget status to ensure alignment with approved forecasts, workplans, and implementation plans.

● Review all financial documents coming from the finance unit and FPs and make sure all figures are based on the FP grant agreement and MIS before Rural Team approval.

4. Reporting:

● FPs Grant Agreement Review: Review FP grants agreements to ensure compliance with established guidelines and contractual obligations.

● FPs Reporting: Collect and compile inception, quarterly and ad hoc reports from FPs, ensure that reports are complete, accurate, and aligned with the required format. Forward the reports to the relevant departments for review and further actions as necessary.

● Reporting Follow-up: Monitor reporting deadlines and follow up with the FPs to ensure timely submission of required reports.

5. Grant Management and Compliance:

● Ensure FPs adherence to Grant Terms of Reference, General and Special Conditions of Contract.

● Maintain tracking systems for grant milestones, deliverables, and deadlines.

● Provide training to facilitating partners on grant support agreement requirements, as well as best practices for compliance and documentation.

● Support the facilitating partner capacity assessment process and follow up on the implementation of recommended action plans as part of capacity strengthening initiatives.

6. Asset Management:

● FPs Asset/Inventory Management: Maintain and update the inventory of FP assets, ensuring accurate records of stock levels, distribution, transfer and replenishment.

● FPs Asset Report: Monitor reporting deadlines and follow up with the FPs to ensure timely submission and quality assurance of asset reports.

III. Qualifications and Experience

The FP Programme Management Associate should possess strong communication and coordination skills, pay close attention to detail, and have the ability to work effectively in a team.

Demonstrable experience in data management is required. Experience of financial management, contract management or inventory management is highly desirable. Experience in working with FPs/NGOs and familiarity with community driven projects and approaches is a distinct advantage.

a. Education

● Completion of secondary school is required.

● A first-level university degree (e.g. Bachelor) in Sociology, Development Studies, International Relations, Management, Business Administration or other related areas, is desirable but not required, and may be considered as a substitute for some years of work experience.

b. Work experience

- A minimum of 6 years of experience working community driven development projects

- Experience of field implementation of a complex project/operations, for example with an NGO or private sector, is valued.

c. Languages

- Fluency (oral and written) in English is required.

- Pashto and Dari languages are desired.

- Ability to speak the local language dialects predominant in the region is desirable.

IV. Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as a positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of one's own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts one’ own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Reporting:

● FPs Grant Agreement Review: Review FP grants agreements to ensure compliance with established guidelines and contractual obligations.

● FPs Reporting: Collect and compile inception, quarterly and ad hoc reports from FPs, ensure that reports are complete, accurate, and aligned with the required format. Forward the reports to the relevant departments for review and further actions as necessary.

● Reporting Follow-up: Monitor reporting deadlines and follow up with the FPs to ensure timely submission of required reports.

IV. Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as a positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of one's own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts one’ own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.