• Participation in the preparation of the program budget
• Develop and maintain good relationships with all partners and potential donors in the area of operation
• Take all necessary measures to motivate staff and build strong team spirit at all levels
• Supervise support staff to improve quality and efficiency of administrative matters
• Make monthly monitoring report to actively contribute to the narrative contractual, financial and other specific reports
• Any other tasks as directed by management
• Endeavours to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD's interests and assets
• Maintains regular and transparent communication with CPD and CMT in a spirit of shared successes and joint problem solving
With regard to the workshop and fleet, the Program Manager shall be responsible for:
• Direct, mediate, support and lead all matters relating to the garage
• Update, organize and define the objectives of staff in the garage by defining the responsibilities according to the activity level of the garage
• Take appropriate actions to improve workshop performance in accordance with the expected results and available means
• Implement and monitor workshop repair and maintenance activities
• Ensure, during repair service, that a log book is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book
• Efficiently organize and be transparent in the procurement of spare parts in the sub delegation
• Ensure that the garage management procedures and those of the management of spare parts are properly implemented at all levels
• Oversee the distribution and management of fuel for the vehicles and generators
• Recommending service intervals for each vehicle
• Ensuring that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client
• Ensuring that all garage operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
• Ensuring that vehicles managed in the garage move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries
• Ensuring that road license on all vehicles is renewed timely, and that updated documents are carried in each vehicle
• Ensuring that third party insurance is affected timely, and that documents are maintained in each vehicle
• Ensuring that drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect
• Ensuring that fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required
• Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively
• Ensuring that drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior and that recommendations are made to management without delay
• Other work as delegated
With regard to warehouse and fuel management, the Program Manager shall:
• Ensure that management of the warehouse and its items are monitored and properly distributed
• Ensure the management of the fuel is monitored and properly accounted for
• Ensure that management is made aware of any issues that the partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken
• Ensure that the Country Program Director and/or the OIC have timely & accurate information regarding the operation
• Oversee the operations of the garage, fuel, and warehouses
With regards to growing the range of AIRD activities beyond logistics, the Program Manager shall:
• Support the drafting of the country strategy, including growth strategy and targeted areas of expansion of activities
• Develop and maintain a strong network of contact with the donor community (for instance USAID, UK FCDO, AFD, World Bank, European Union) to be aware of latest funding opportunities and have a trustful relationship with donors and potential donors
• Identify key opportunities and produce concept notes and high-quality proposals, with support from the CPD, the Finance department and AIRD HQ. This is including the identification of activities were AIRD could provide a real “added value” to the donor or the consortium if relevant.
• Once proposal stage has been successful, manage the resources of the project under the supervision of the CPD according to the agreed grant agreement including but not limited to: HR, asset procurement, activities management, compliance, internal and external audit, donor relations and evaluations.
Required Languages
• Must be conversant in French and English (written and spoken)
Minimum Qualifications
• A bachelor’s degree in project planning and management, international development International Relations or in a technical field
• An advanced university degree in a relevant field is an advantage
• At least 5 years of managerial or supervisory experience
• Good working knowledge of warehouses and fuel systems is an advantage
• Proficiency with computers including Microsoft Word, Excel, and Power point required
• Willingness to travel as necessary, work the required schedule, work at different locations as required
• Strong analytical, communication and problem-solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
• Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
Knowledge, skills and abilities
• Knowledge of program management, evaluation, and proposal drafting
• Knowledge of donor groups and/or issues related to the program area
• Experience in change management highly desirable
Personal characteristics
• The Program Manager should demonstrate competence in some or all of the following:
• Behave Ethically: Understand ethical behaviour and practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
• Focus on internal and external Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
• Foster Teamwork: Work cooperatively and effectively with others to set goals and build teams, and make decisions that enhance organizational effectiveness
• Lead: Positively influence others to achieve results that are in the best interest of the organization
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization under the supervision of the CPD
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
• Ensuring value for money i.e., program/project monitoring
• Ability to work under hardship environment and with minimum supervision
Apply at: https://airderp.org/e-recruitment/web/site/job-details?id=15