Title:     Senior Program Officer (SPO), HWIP Project                                       Grade: E        

Department:      Ethiopia Country Office, Addis Ababa                                    

Summary Scope of Work:

The Senior Program Officer (SPO) plays an active role in planning, implementation and monitoring of the Health Work Improvement Program (HWIP) program activities. Working under the Chief of Party (COP) the SPO is responsible for providing program and management support. The candidate will help manage project operations, administration, finances, and logistics, and liaises directly with headquarters.  The SPO also contributes to new business development, developing work plans, tracking implementation against the work plans, and tracking expenditures against budgets. As needed, the SPO coordinates the negotiation of sub-agreements with partners and monitors the implementation of these sub-agreements, including tracking that appropriate technical assistance is provided to sub-grantees, that activities are implemented according to the agreed upon timeline, and that reports, both narrative and financial are submitted in a timely fashion. The SPO actively contributes to documentation and reporting of program achievements and knowledge sharing. The SPO ensures appropriate information sharing among admin, program, technical and M&E teams of HRH Project. 

Reporting Structure:

• Position Reports To:  Deputy Chief of Party
• Positions Supervised: Program Officer (s)

Responsibilities:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

• model the mission stated above
• participate in the business development process
• contribute to the knowledge sharing and transfer process
• make responsible decisions that result in time and cost containment and clear accountability

Program Management, Oversight and Support:

• Support the development of program annual work plans, including: Coordinating the drafting and writing timeline, collating inputs from other project team members, developing and refining activities, drafting activity narratives, and developing budget and procurement plan inputs from the work plan
• With Finance team, assist the development of program budgets
• Monitor the overall implementation of work plan activities and budget, working closely with technical, program, M&E, finance and HQ teams to track program implementation and fund utilization. Coordinate regular program support team meetings to review tasks, share workload across teams and facilitate planning.
• Provide direct implementation and support to appropriate program activities, including training, travel, logistics, and stakeholder communications, and other preparations. Ensure planned activities are implemented on time, within scope, and under budget.
• Support the timely submission of routine quarterly and annual program reports, including coordinating inputs from technical teams and consortium partners, drafting narrative sections, and preparing success stories
• Support the program technical review (PTR), audits and other internal quality assurance measures are properly completed.
• Ensure appropriate program support and management of sub-agreements and other contracts with local partners. Coordinate the development of sub-agreements scopes of work and budgets, in consultation with the Technical, M&E and Finance teams and the relevant sub-grantee, and ensure that the proper reviews and authorizations are conducted in accordance with the Ethiopia Table of Authority to finalize the agreements.
• Provide oversight to the Grant Officers in the monitoring the implementation of sub-agreements, coordinating regular meetings with Sub-grantee staff, reviewing reports, following up on deliverable and invoices to ensure that the latter are paid.
• Provide oversight and coordination for the process of procurement of key program related supplies and equipment, by liaising with the operations team. Provide Operations Team with an annual procurement plan and follow status of purchase regularly.
• Work with Finance staff to track and monitor program expenditure, prepare financial projections and work with technical team leaders to adjust activity plans as needed
• Ensure program management meetings, all staff meetings, and coordination meetings with HQ occur regularly to share appropriate activity, finance, and operations updates. Follow up with staff following meetings to ensure action points are complete.
• Support staff to develop standardized TORs, JDs, MOUs or agreements for hiring staff or signing agreements with sub grantees, colleges, professional associations and consultancy firms. And follow the consultants strictly up until delivering quality work products and outputs
• Any other task requested by the Program Manager and project leadership.

Leadership

• Represent Jhpiego Ethiopia at external meetings as needed, and be able to articulate the goals, objectives, activities and current status of the relevant program area(s);
• Mentor, design OJT to train and provide feedback to program officers and program assistants. As needed, provide support and oversight for consultants. 
• Develop and maintain excellent relationships with colleagues, donors and other partner organizations.
• Ensure compliance with organizational and donor policies, rules and regulations. 

Knowledge Management

• Provide coordination and leadership for the compilation of program reports, liaising closely with technical team leaders and M&E Team including editing and formatting of report document, success stories and other program and technical deliverables.
• Ensure program learning briefs are developed, documented and  hared
• Work with program staff to take quality photos, videos and audio files showcasing implementation and changes of the program. Make sure that program staff are adequately prepared and necessary logistics are there to take and make photos, videos, beneficiary interviews, audio files
• Ensure that training reports and databases are appropriately completed and used to strengthen program management.
• Support staff to use data dashboard for program management
• Use various social media platforms to share programmatic news and accomplishments
• Work with program leaders for developing and using webinars, Agelgils and case studies for enriching peer learning.
• Work with the, Senior Communication Advisor to coordinate or lead the process of developing programmatic documents, briefs, etc. This includes performing or facilitating the translation of documents as needed from Amharic to English or English to Amharic and other major Ethiopian languages if applicable.
• Prepare MOH, donor and CSA reports, in line with guidance provided.
• Ensure that technical resources, such as training packages, job aids, etc. are appropriately cataloged and filed in a place that is accessible to all.
• Ensure the correct branding is implemented according to MOH, donors and Jhpiego guidelines.
• Coordinate and ensure that trip reports from all local and international Jhpiego activities and trips are submitted, appropriately reviewed and disseminated with program stakeholders, and filed. Ensure that appropriate travel approvals are received in line with donor and organizational policies.
• Ensure appropriate information sharing within the technical and program teams, and with the M&E and Finance and Administration teams. 

Monitoring and Evaluation 

• Support M&E team to track indicators for relevant program area as well as progress against meeting deliverables and targets.
• Ensure that M&E activities for relevant program area are properly budgeted.
• Ensure the necessary training information is registered in Jhpiego training database.

Business Development

• Contribute to preparation of submissions for new or additional funding (e.g. for Country Operation Plans or USAID work plans)
• Support Program team in either Ethiopia or Baltimore in the preparation of proposals as needed (gathering intelligence, collecting support documents, editing, etc).
• Report potential new business development opportunities to the Country and Deputy Director. 

• Master’s degree in Business administration, Public Administration, Public Health, Social sciences or any other related field.
• More than five experience in program management or comparable position, preferably in a health program area
• Demonstrate in-depth understanding of Ethiopian healthcare system, especially health workforce development and management issues 

Abilities/Skills:

• Program planning, management and budgeting skills
• Excellent writing and presentation skills in English
• Computer proficiency in MS Applications including Excel, MS Word and PowerPoint
• Fluency in English and Amharic, written and spoken
• Excellent communication and interpersonal skills to work in a multi-disciplinary team setup;
• Adequate analytical and problem solving skills; and innovative ways of managing things 
• Ability to interact skillfully and diplomatically with numerous counterparts
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Ability to manage several major activities simultaneously
• Ability to work proactively, organize and manage own work and assist others to do the same