Program Manager At International Orthodox Christian Charities

Position Summary and Purpose:

Under the supervision of the Country Representative, the Program Manager supports the expansion of and ensures technical quality of IOCC’s work in Poland, including implementation of project activities, integration of monitoring, evaluation, and learning (MEAL) tools and plans, project plan development, supervision of project staff, and working with IOCC local partners to ensure field operations are consistent with IOCC procedures and regulations.

In Poland, International Orthodox Christian Charities (IOCC) and its local partners are implementing several projects under the “Ukraine Response Program”, assisting the Ukrainian refugees and IDPs. IOCC’s current key sectors of focus are Health & Nutrition, Water-Sanitation-Hygiene (WASH), Shelter and Protection and will be addressing needs in other sectors as appropriate. By pursuing these program areas, IOCC supports both refugees and local populations, and helps to tackle the problems and to improve lives long term.

Responsibilities and Essential Functions:

1. Project and Budget Implementation: leads overall implementation of field projects through frequent field visits and in accordance with IOCC and donor regulations, grant agreements and modifications. Ensure that project activities operate within approved budget(s) and carefully monitor expenditures in coordination with project timelines.
2. Capacity Building: supports the selection of, coordinates with, and facilitates capacity building of IOCC’s partner organizations, local NGOs, and community-based organizations (CBOs) involved with the implementation of project activities.
3. Program Reporting and Improvements: prepares accurate and timely program narratives and/or financial reports for donors and IOCC HQ. Conducts research and data gathering on significant and new developments. Identifies best practices in assigned programs’ activities. Improves program performance and shares innovative methods with partners.
4. Meeting and Task Force Participation: attends relevant meetings as well as forums to foster and enhance collaboration. Identifies new and improved program approaches, methods and ideas. Plays an active role in task forces. Works closely with partners and key stakeholders on program initiatives. Participates in technical working groups as appropriate to provide strategic and technical support for the implementation plan of action.
5. Project Documentation: maintains and verifies project files, both programmatic and financial, ensuring proper documentation and compliance with donor and HQ reporting requirements and taking steps to address problems with data quality, if identified.
6. Project Management and Participation: leads, manages, and/or participates on cross-functional project teams.
7. Procurement Support: works closely with Country Representative, and other relevant staff on implementation of project-related procurements, including selection of appropriate suppliers and contractors, ensuring good procurement practices are followed, and alignment of actions with IOCC and donor requirements.
8. Representation: under the direction of Country Representative, represents IOCC in assigned coordination/working groups, forums, and meetings with external stakeholders and organizes visits with donors, IOCC staff, and other guests and visitors to project sites.
9. Business Development: supports (and, as assigned by the Country Representative, leads) the concept note and proposal development process from concept inception through submission, including writing and budgeting, including coordination with IOCC HQ Operations team, as outlined in IOCC Business Development Policy.
10. Financial Management: in coordination with the Accountant and Regional Finance Manager, holds regular budget vs. actual (expenditure) review meetings with appropriate project staff.
11. People Management: supervises a team of field staff in implementation of assigned project activities. Supports the capacity building of field staff through on-the-job coaching and mentoring, as well as developing and holding trainings for staff and local partners. Provides supervision, mentoring and training to staff according to personnel management system.
12. IOCC Employee Expectations: maintains familiarity with IOCC policies and procedures, and positively encourages staff to abide and comply.

Security Expectations: ensures that all project activities are aligned with IOCC Safety & Security Plan and donor safety and security procedures.

Minimally Required Knowledge, Skills and Abilities:

• Country Specific Technical Sectors Areas: Deep understanding of the assigned country’s technical sectors: Health & Nutrition, Water-Sanitation-Hygiene (WASH), Shelter and Protection.
• Training Design, Development and Delivery: In-depth understanding of curriculum design and development. Proven ability to train diverse groups.
• Donor Relations: Knowledge of key donor agencies (such as UN agencies) and their procedures, guidelines, policies, and compliance requirements.
• Proposal/Report Writing and Editing: Proven ability to write and edit concise and compelling proposals and program reports.
• Languages: Foundational writing and speaking skills using local language (Polish) and advanced for English language, especially in training and report writing.
• Software Applications: Advanced knowledge of Microsoft Office applications, database and internet applications.
• Communication: Advanced oral and written communication skills using different forms of media. Ability to translate complex concepts to individuals at all levels.
• Management and Supervision: Proven ability to lead, manage, and develop direct reports to create a positive work culture.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented and consistently accurate, ability to manage stress effectively in a fast-paced environment, and ability to quickly learn new systems, processes and procedures.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.

Minimally Required Education, Experience, and Training:

• Bachelor’s degree or equivalent experience in international development or affairs, political science, or a related field; or a combination of education and work experience that yields the minimally required knowledge, skills and abilities
• 3 years of experience working in international relief and development programs

Physical Requirements and Working Environment:

• Travel required: 60% or more within the country
• Sits talking on the phone for long periods of time
• This position may require bending, kneeling, crawling, standing, sitting, lifting up to 20 lbs and walking for extended periods of time.
• Standard office environment; mostly sedentary position.
• Frequently works in an office environment and sits at a desk for extended periods of time, and requires dexterity to operate general office equipment
• Infrequent weekend and evening work may be required