The Program Officer (PO) is a member of the Field Program Support Team at the SCMS Program Management Office (PMO). He/she is primarily responsible for providing operational backstopping support to assigned field offices, but may also be involved in strategic and technical backstopping as well. The PO serves as the key liaison between the assigned field offices and the PMO on all operational matters: planning, budgeting, financial management, monitoring and evaluation, technical assistance, knowledge management, reporting, and contract management. The PO supports assigned Country Directors (CD) and their field offices in implementing the aforementioned functions according to SCMS processes and standard operating procedures. The PO also supports the Global Program Manager (GPM) and Technical Director, System Strengthening to identify best practices in the field as well as with the application and integration of best practices in the assigned field programs. Additionally, the PO backstops field offices in the 2 provision of technical assistance and support of commodity procurement activities, in coordination with the field procurement advisors. The PO also fosters and ensures effective communication and information-sharing between the field offices and the PMO and between field offices and SCMS clients.
Operational support to the CD and Field Office:
- Planning, Budgeting, Monitoring, Financial Management and Reporting
- Support the CDs in assigned field programs with strategic and work plan development and management as well as budget development.
- Monitor and track the implementation of work plans by reviewing and contributing to monthly and, where used, quarterly reports from field offices.
- Support the CD to develop and manage a country Performance Management Plan (PMP), including leading quarterly peer reviews of performance analysis in the PMO to help identify issues and drive evidence-based interventions.
- Support the FO to identify and capture programmatic risks on a quarterly basis, including facilitating quarterly reviews of the proposed risk management strategies with the GPM.
- Monitor expenditures according to planned budgets and analyze budget pipelines.
- Support the FO to prepare 12 month expenditure forecasts on a quarterly basis, analyze results and provide appropriate feedback to the FO and the PMO management.
- Coordinate and organize communications between the field office and PMO-based functional units and specialists.
- In concert with the managing partner home office, ensure that assigned SCMS field offices follow SCMS and managing partner standard operating procedures.
- Monitor and support timely development and/or completion of reports as needed and requested by the CD.
- Ensure a strategic approach is taken to budgeting commodities and using countries’ approved supply plans.
- Capacity-building and Technical Assistance
- Support the CD in identification of skills and knowledge capacity gaps and arrange and contribute to the appropriate training of field office staff.
- Support CDs to develop scopes of work, identify appropriate technical assistance providers, and ensure that required USAID travel concurrences are obtained.
- Coordinate with the Program Officer for Short Term Technical Assistance (STTA) to ensure STTA providers traveling to countries of responsibility receive appropriate briefings and deliverables are completed.
- Coordinate with the PO for STTA to ensure the timely submission of trip reports, technical deliverables and expense reports in order to effect consultant payments.
- Review technical deliverables and provide feedback. Integrate technical recommendations into the country work plan, in coordination with the CD.
- Ensure approval of STTA providers’ expense reports following receipt of trip reports.
- Contract Management
- Assist CDs, as needed, in providing budget estimates for new initiatives.
- Coordinate subcontractor budget development.
- As directed by the GPM, liaise with the SCMS Contract Manager.
- Procurement Support
- Collaborate with staff from other units to find solutions to complex procurement issues and track the progress of contracts.
- Knowledge Management and Communication
- Maintain and manage electronic country program files, including system registration forms, technical reports, contract deliverables, and other key documents.
- Assist the CD, as necessary, with communication to the field office regarding policies, procedures, and other technical and administrative notices.
- Foster effective communication between the field office and the PMO, among field offices, and between field offices and SCMS clients.
- Participate in the annual performance reviews of field program staff related to their work in countries of responsibility.
Support to the GPMs and Technical Director, System Strengthening
- Contribute to developing, planning and implementing appropriate technical, procurement and program management elements.
- Actively participate in monitoring global program activities to ensure they are on schedule, meeting program quality criteria, and yielding expected results.
- Assist in the assessment of and facilitate “best practices” information-sharing between SCMS field offices.
- Organize technical briefings and presentations concerning SCMS project activities for officials of USAID and other organizations.
- Provide program updates to the assigned GPM regularly and discuss field program issues. Engage the GPM, as needed, in supporting strategic and technical issues in the field programs.
Responsibilities
Support to Internal and External Clients
- Inform internal business performance improvement and client management initiatives.
- Manage and maintain effective relationships with US-based clients, as appropriate.
- Coordinate with USAID/Washington on financial issues, and respond to financial questions from USAID missions.
- Maintain regular communications with USAID/Washington and others on specific topics related to field office activities.
- Travel internationally to conduct technical and management visits to field offices.
- Carry out other relevant program tasks, as assigned by the Global Program Manager.!
- Master’s degree or equivalent work experience plus at least four years of experience working in the field of international health, HIV/AIDS, supply chain management, health logistics, or international development; at least two years of experience in project/program administration.
- Experience working in a developing country highly desirable.
- Experience with work planning and budgeting.
- Strong organizational and analytic skills.
- Capacity to work independently and take initiative on one’s own.
- Ability to manage multiple tasks within tight deadlines and prioritize effectively, while delivering high quality work.
- Excellent written and verbal English language skills. French or Spanish skills desirable.
- Strong interpersonal and presentation skills.
- Ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint. Knowledge of Microsoft Project helpful.
- Experience with USAID or other USG agencies highly desirable.
- Must be eligible to work in the United States of America.
All applications should be submitted by Sunday, November 29, 2015.
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.
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