ILRI vacancy: Program Management Officer
ILRI vacancy: Program Management Officer (closing 31 March, 2013)
Posted: 15 Mar 2013 05:57 AM PDT
Vacancy Number: A/013/2013
Location: Addis Ababa, Ethiopia
Duration: 2 years with the possibility of renewal
General: The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, Vietnam) and East Asia (China).
The position: ILRI has vacancy for a Program Management Officer for its new research programs. Under the supervision of the research program leader and supervising administrative staff, the Program Management Officer is responsible for overall administrative, financial, human resource and grants/program management within the Program.
Specific responsibilities:
Program Reporting Administration and Human Resource
Oversees all the Program Administrative functions and directly supervises program support staff including performance management, work planning and reviewing of job descriptions
As part of the Program, supports the Program leader and team leaders in the preparation of Program reports including annual Program performance indicators reports
Participates in Program management meetings, serving as Secretary and ensuring follow up on action points.
Provides leadership and management of all aspects of the program administrative unit ensuring the office systems run efficiently and in a coordinated manner
Reviews Program administrative functions, structures and procedure and makes recommendations for changes, and overseas their implementation
Acts as the main link between Program and Human Resource units and also provides support the Program Leader with staff planning issues
Supports the Program Leader, Team Leaders and scientists with staff recruitment and engagement of consultants.
Maintains updated staff/supervisor list and organization chart
Proposal Development/Resource Mobilization
Support project leaders in proposal development including participating in proposal development meetings, reviewing of technical proposals to ensure compliance with donor proposal development guidelines, overall responsibility of reviewing proposal budgets to ensure compliance with ILRI and donor financial guidelines and collating all supporting documents required.
Participate in proposal development meetings internally and with donors during proposal development.
Working closely with Program Leader, maintain a database of all proposals being developed and/or submitted to donors including preparing Management committee and Board of Trustees resource mobilization reports.
Grant / Partnership Management
On approval of proposals and before submission to finance and legal offices, review all Program related restricted projects grant agreements to ensure that the donor agreement provisions and/or clauses do not conflict with any ILRI legal and financial policies and that reporting requirements for interim and final financial and technical reports are achievable.
Drafting of all project partner sub grant agreements ensuring compliance with specific donor regulations. This includes but not limited to working with different project partners in development of sub grantee budgets, project financial and technical reporting requirement etc.
Provides guidance and/or trainings to project partners/sub grantees and ILRI project team on donor and ILRI administrative, legal and financial requirements.
Review and confirmation of all consultancy contract requests and staff recruitment position requests prior to approval by Team Leaders and Program Leader and submission to Human Resources office to ensure compliance to ILRI and donor requirements.
Review and confirmation of project partners/sub grantees and consultants payment requests before approval by project leaders and submission of payment to finance for processing.
Provide support to different project leaders in the implementation of different Program donor funded projects including following up with sub-grantees and project consultants to ensure achievement of contract deliverables.
Review of all donor financial reports once prepared by the budget and grants department to ensure that all costs are included and that all donor requirements are adhered to.
Works with different ILRI departments including Legal, budgets and grants, resource mobilization to ensure that all Program projects are implemented in line with ILRI and donors legal and financial requirements.
Budget development and management
Preparing of Program annual budgets and subsequent periodic budget revisions in consultation with team leaders, project managers and Program Leader.
Working with the Program’s team leaders and in consultation with different project managers in the updating of monthly staff time in line with budget provisions and work plans before submitting to finance for processing of monthly payroll.
Review of activity project budgets including workshop, training and/or field activity budgets, prior to approval by project leaders and implementation of the project activities. This is to ensure that the all projects are implemented within the approved budgets and also in line with donor and ILRI financial requirements.
Follows up with related project staff and ILRI corporative services team to ensure that all projects are properly closed on completion.
Minimum Requirements
Master Degree in Business Administration, Programme Management or related field
At least 5 years relevant experience in programme management working in international research/development or similar organizations
Knowledge of administrative/financial management of donor funded projects/programs.
Experienced in developing and managing work plans, results-based budgets and monitoring and reporting progress and reviewing proposals.
Proven skills in monitoring and evaluating systems to measure impact and effectiveness of programs.
Experience in coordinating programmes with numerous partners
Team player with good communication and coordination skills.
Professional training / certification in project management an advantage
Grade: 3A level 3.
Minimum Base Salary: Birr 19,338
Terms of appointment: This is Nationally Recruited Staff (NRS) position based at ILRI’s Addis Ababa campus. Initial appointment is fixed term for two years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.
The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa. Dining and sports facilities are located on site.
Applications
Applicants should send a cover letter and CV combined together explaining their interest in the position, what they can bring to the job, relevant documents and testimonials and the names and addresses (telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Human Resources Office, ILRI, P.O.Box 5689, Addis Ababa, Ethiopia; Telephone: (251-11)-617-20-00; Fax (251-11) 646 46-45 or 617 20-01. The position title and reference number of the position for which the application is made A/013/2013 should be clearly marked on the envelopes if mailed or fax applications. Only short-listed candidates will be contacted.
Closing date: 31st March 2013.
To find out more about ILRI, visit our websites at http://www.ilri.org
To find out more about working at ILRI visit our website at http://www.ilri.org/ilricrowd/
ILRI is an equal opportunity employer
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