Job Description
Devex is assisting a multinational organization in identifying candidates for the position of Head of Program Management to be based in Niger.
Our client’s mission is to help the poor by strengthening the organization’s capacity of governments and other partners to conduct their activities in infrastructure, project procurement and management of sustainable and efficient.
Within these three main areas of expertise, the organization provides its partner’s transactional services, consulting and implementation for projects ranging from building schools and hospitals in the purchase of goods and services, through the training of local workers.
GENERAL BACKGROUND:
The main role of the Program Management Office (PMO) is to ensure that management, procedures, methods and implementation practices are in line with PMU standards and the organization. The Head of the Program Office will thus ensure the quality assurance of the project within the PMU. It will ensure adequate and coherent selection of activities to be implemented and maintain a balance between operational priorities and changes, facilitation of governance and decision-making, and Resources and capacity for effective and consistent implementation.
The functions and services of the Head of the Program Management Office include:
- Strategic alignment of project activities: to ensure that the PMU focuses on the activities involved in the strategy and the achievement of program objectives through support for decision-making.
- Program and project management support: Support the PMU in delivering outputs and outcomes defined in the program through effective implementation of planned projects and activities.
- Best practices: Achieving the highest standards of management, encouraging the consistent application of best implementation practices.
Portfolio Management Support
- In collaboration with the PMO team, provide appropriate levels of support for program management and administrative support to the PMU Executive Team on all program activities, while applying existing standards and Best practices, in accordance with the partner’s policies and procedures.
- Define and implement a program / project management methodology for the implementation of the program and its components.
- Promote good project and program management practices within the PMU and act as a liaison and channel of communication between the Executive and the program and project implementation teams.
- Contributing directly to the oversight of operations. Provide advice and guidance on program activities and project management in accordance with contract and program documents.
- Ensure the development, implementation and, where necessary, the amendment, budgets and organizational charts, ensuring synergies within the PMU.
- Liaise with unit heads of the PMU and support them on all matters related to the management of the finances and assets of the project.
- Develop and establish Expenditure Tracking Systems of the Project Management Office (PMO), in addition to the PMU and organization on-line tools, to ensure effective planning, accurate forecasts and follow-up The implementation of the project
Establishment, planning and closure of the program
- Facilitate the development of general plans for the implementation of the program and projects, while defining the intermediate steps required to carry out the project as a whole.
- Develop and monitor interdependencies between projects.
- For project completion, provide support (or supervise a representative) to the focal point designated by the organization to the partner.
Monitoring and reporting
- Prepare and publish regular program and project reports in accordance with donor guidelines for reporting.
- Review project status regularly, evaluating performance criteria (scope of project, cost, timing and quality).
- Supply monitoring tools and reports as required by the PMU and partner procedures.
- Define and establish procedures for program stakeholders to identify and prioritize risks and problems, plan responses and advise the executive team on mitigation measures to be implemented
- Continuous monitoring and analysis of delivery data in the program management dashboard system.
- As part of monitoring and evaluation, ensure that all projects regularly update and submit progress reports to intermediate milestones and set targets throughout the project cycle. Ensure the progress of the projects and put back the information in case of problem.
- Establish a baseline of the program and projects (time, cost and scope), and monitor performance against it.
- Define and implement a formal process to monitor project changes, especially changes that have an impact on the baseline and outcomes.
- Provide the Executive with project reports and relevant information to support the program management team.
Management of stakeholders
- Develop stakeholder profiles and facilitate stakeholder identification and analysis at program and project levels.
- Facilitate and support the formulation of stakeholder management strategies
- Coordinate the development of communication plans for programs and projects.
- Coordinate stakeholder engagement and communication, ensuring effective communication management within the program and projects.
- Coordinate internal communications related to programs / projects.
- Monitor the effectiveness of program / project communication.
Quality Assurance
- Work with the internal audit and finance departments to ensure that the program meets audit requirements.
- Work with Procurement / Procurement staff to ensure an effective interface with vendor quality management systems.
- Ensure compliance with partner-defined standards for program / project management.
- Coordinate quality control of project / program documents and deliverables.
- Ensure the quality control of the management products (project documents, reports, etc.)
Knowledge management and innovation
- Supervise and support capacity building activities in order to build staff capacity in the long term and in a sustainable manner.
- Provide training to Managers and stakeholders on good practices in program and project management
- Actively interact with project managers to share case studies, lessons learned and best practices
- Provide feedback to “Chiefs of Practice” on policies and work guidelines in order to achieve continuous improvement of organization policies.
- Define and implement procedures to collect, analyze and share lessons learned during the implementation of the program and projects. Ensure that these procedures are in place.
Resource Management
- Manage the allocation of resources through the program
- Management of all personnel issues within the PMO team. Support the Project Manager for the recruitment, integration and monitoring of staff performance.
- Promote and support a learning culture by empowering individuals and teams in identifying their learning needs and providing easy and flexible access to training to maintain and develop staff skills.
- Promote a positive work environment, respectful of men and women, and ensure that the highest standards of conduct and ethics are respected.
REQUIREMENTS:
Education:
- Masters degree in project management, business school, public works engineer or equivalent field (eg management of international relations)
- A bachelor’s degree with an additional 2 years of relevant work experience can be accepted in lieu of the training requirements described above
Certifications:
- Highly desirable PRINCE2® Practitioner or Project Management Professional (PMP) certification.
- Program / Project Management Professional (MSP®) or PMI-PgMP / PMI-PMP certifications would be an asset.
Professional Experience:
- A minimum of 10 years relevant and progressive professional experience, especially in the field of project management with a successful experience of implementation and / or monitoring of programs and projects.
- A detailed knowledge of the internationally accepted methods, regulations and tools for project management, procurement and financial management is required.
- Knowledge and experience in administration / management of the operating procedures of International Financial Institutions (IFIs) is an advantage.
- Detailed knowledge of project management tools, financial and procurement rules, and financial management tools is an advantage.
- Strong experience in data analysis, management reporting and information management tools and systems.
Languages:
- Bilingual knowledge of English and French is REQUIRED. Must be able to work and do business in French and also understand and communicate in English.
Interested applicants may submit their application to jobs-5@devex.com. Please make sure to send a copy of your CV in both ENGLISH and FRENCH. A cover letter is a plus but not required. Deadline of applications are on November 30, 2016.
