Deputy Director of Programs

SCOPE OF WORK:  The position of Deputy Director of Programs (DDP) is a member of the Senior Management Team and is integral to the successful implementation of IRC’s programs in Sierra Leone. Working under the direction of the Country Director (CD), the DDP is responsible for overall program leadership in the areas of strategic programming and planning, ensuring program quality, promoting strategic growth and strong external and internal representation and advocacy. S/he must be able to motivate and lead a diverse staff as well as effectively manage programs, partnerships and budgets. This position oversees the program team responsible for implementation of programs as well as the Consortium Coordination Unit (CCU) which is responsible for the partnership management of the consortia programs. The DDP is based in Freetown, with frequent travel to all IRC field sites in the country. 

RESPONSIBILITIES

Ethics and Integrity

• Adhere to and act in accordance with the IRC Way (code of conduct) and other  IRC Safeguarding policies and procedures.

• Spearhead the review and implementation of the country programs’ Clients’ Complaints and Response Mechanism (CRM) according to IRC’ Global CRM standards.

• Member of the Country Program’s safeguarding committee which works with the IRC’s Ethics and Compliance Unit (ECU) to ensure that complaints are handled according to policies and procedures. The committee also ensures that the IRC Way (inclusive of safeguarding policies) policies and procedures are implemented to protect the safety and security of staff and clients.

• Ensure all partners under a sub-award contract adhere to their safeguarding policies and procedures and meet donor minimum requirements/standards.

Strategic Planning

• Ensure all programs are in line with IRC Sierra Leone’s Strategic Action Plan (SAP)  2018. 

• Lead the development of Sierra Leone’s annual SAP review and ensure that it is evidence-based, evidence-generating and in accordance to the IRC SAP Guidelines. This includes leading a participatory review across key program and operation personnel, writing the annual revised SAP, and developing the budget.

• Lead the development of the annual SAP Implementation Plan (IP) according to the annual plan. This includes writing quarterly reports, leading a participatory process across key program staff to develop the IP, and monitoring its execution while providing support to the milestone owners.

Grants Management

• Lead and supervise all internal and donor reporting with programs and finance, ensuring high-quality, well-written and timely reports meeting donor and IRC requirements; conduct thorough reviews and/or revisions of all external reports compiled by the Grants units.

• Ensure that all direct staff conduct routine monitoring visits to the field to ensure donor compliance and quality program implementation.

• Stay abreast with donor regulations and compliance information, updating the Grants Manager & Consortium Partnership and Compliance Coordinator as necessary.

• Coordinate with the Program Coordinators and Grants and Finance units to ensure sound budget management, expense control and timely contractual documentation.

• Support the Grants teams to lead Grant Opening and Grant Closing Meetings with all relevant departments and partners and ensure they take place on time.

• Support the Grants teams to lead quarterly grant review meetings and to ensure they take place regularly.

• Ensure that the program coordinators review BvAs on a regular basis, and participate, along with their program managers, in BVA meetings.

Partnership Management

• Ensures the Country Programs adherence to IRC’s Global partnership policy, Partnership Excellence for Effectiveness and Results System (PEERS).

• Supports the Sector Coordinators to identify strategic partnerships and foster strong relationships.

• Provide strategic and/or capacity development support to partners as needed and as identified via due diligence processes under PEERS.

• Ensure that the CCU staff manage partners according to PEERS and also in line with IRC Sierra Leone consortia partnership values and principals with specific regards to grant management, approach, communications, and decision making. This includes overseeing the management of the Strategic Management Board (board of sub-award CD) for consortia programs and technical committees.

• Raise all potential risks related to partnerships to SMT to ensure proper mitigation steps are determined and implemented.

Human Resources

• Directly supervise 8 staff including 5 program coordinators for health, education, WGPE, 1 Monitoring, Evaluation and Learning Coordinator, 1 Senior Grants Manager and 1 Consortium Compliance and Partnership Coordinator. 

• Carry out HR functions, including recruitment, supervision, performance evaluation and capacity development of staff. 

Program Design and Implementation

• Ensure the highest level of quality in program design through robust and in-depth context analysis, evidence based or evidence generated, results based aligned to IRC indicators, and aligned to a theory of change in line with IRC’s Outcome and Evidence Framework and Sierra Leone identified outcomes as per the SAP.

• Lead the identification of new funding opportunities and potential donors.

• In collaboration with the program coordinators, grants and finance units, give overall guidance and leadership with proposal and budget development to public and private-sector donors.

• Work with the Coordinators and M&E Managers/Officers to ensure ongoing monitoring of progress in line to IRC’s Monitoring for Action guidance and according to the Sierra Leone M&E strategy. This is inclusive of on time and quality data collection & management, data usage and reporting.

• Liaise with the IRC HQ-based Technical Units to ensure regular flow of communication between field and Headquarters, appropriate implementation of Technical Unit recommendations, and to facilitate technical oversight of programs.

• Ensure appropriate management tools are developed for successful implementation of projects, including workplans, M&E plans, spending plans, procurement plans, etc.

External Relations/Representation

• Represent the IRC with donors, government institutions, interagency meetings, conferences, seminars or other events as requested by the CD.

• Ensure that the program coordinators and their teams are held accountable to working with all partners, government stakeholders and technical partners in a supportive, respectful, and positive manner.

• Help in strengthening the relationship between IRC and government departments and agencies, donors and other partners.

Communications

• Leads the development and updating of informational materials such as brochures, fact sheets, articles, posters, audio-visual materials, etc. To promote the work of IRC among various stakeholders and constituencies, in particular donors, international organizations, NGOs, and IRC headquarters.

• Encourages constructive and productive communications between program and operations staff to guarantee timely service.

• In coordination with the Country Director and the SMT, ensure effective communication mechanism is in place to facilitate access to information by all staff to enhance inclusive participation and empowering work environment.

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