Job Summary:
The Strengthening Infectious Disease Detection Systems (STRIDES) Activity seeks a Regional Sr. Program Officer with procurement and subcontracts experience to manage and support subcontractor implementation across 3 regions. This STRIDES Regional Sr. Program Officer plans, executes, and finalizes Activity procurement and subcontract processes according to strict deadlines, organizational policies, donor regulations, and Activity requirements. They coordinate with internal teams and external partners to acquire goods and services essential to Activity success. This position oversees quality assurance, cost control, and performance monitoring of subcontractors and vendors throughout the Activity lifecycle for countries assigned. It is expected the STRIDES Regional Sr. Program Officer will collaborate closely with technical, implementation, and operational teams to align procurement and subcontracting strategies with Activity objectives and compliance requirements.
This position will be based in Kenya or Zambia.
Program Officers (Level I – III) provide a range of project management, communications, and administrative services at increasing levels of complexity to support project implementation and proposal development. Individuals within these positions are expected to demonstrate an increasing level of proficiency with best practices in project management.
Accountabilities:
Project Procurement and Subcontract Management:
- Supports procurement and subcontracts team through coordination of project resources (subcontractors and vendors), planning for deliverables, and leading meetings with local implementing partners.
- Draft technical specifications, SOWs, and terms of reference (TORs) for goods and services.
- Possesses advanced knowledge in a technical area and understands integration with procurement and subcontract management.
- Ensure compliance with donor requirements and organizational policies and procedures with regards to subcontract and procurement management. Provides initial review and comments on subcontractor reports and annual work plans for sub-led countries.
- Oversees reporting process for sub-led countries on the STRIDES project to ensure client requirements are met; may aggregate reporting for oversight of a project.
- Represents project at client/funder meetings and participates in external events. Liaises with client regarding the overall project and communicates planning and task completion for assigned countries and regions.
- Serves as project point of contact with sub-contractors, partners, and vendors for assigned country and regions.
- Promote and facilitate communication between assigned projects and other relevant internal and external stakeholders, including various units within the country or US office. Monitors sub-contract and vendor deliverables and acts as required.
- Prepare procurement request packages and confirm alignment with workplans and budgets for assigned countries and regions.
- Submit procurement requests and coordinate with Global Procurement for solicitation for assigned countries and regions.
- Provide technical criteria for bid evaluations; serve as primary technical evaluator on panels.
- Document evaluation notes and recommend technically suitable vendors.
- Verify goods/services meet technical requirements and complete acceptance documentation.
- Maintain procurement records and ensure compliance with FHI 360 Policy 01001.
- Monitors project risks and informs Procurement and Subcontract Project Manager of issues..
Programmatic Administration:
- Support projects knowledge management initiatives in documenting approaches and achievements.
- Provides context and framing in project reporting.
- Ensures document management site is used appropriately by project team.
- Provides operations support, e.g., writes position descriptions, participates on staff interview panels, and serves as hiring manager as needed.
Workplan and Startup Management and Support:
- Help to identify partners and participate with partner diversification efforts in alignment with the STRIDES contract, including development and/or review of request for proposal (RFP) narratives and budgets.
- Leads aspects of request for proposal (RFP), request for information (RFI), and/or request for quotes (RFQ) design efforts.
- May lead workplan design activities, sub-components of a larger project or overall design of some smaller awards for sub-led countries.
- Leads project design tasks and approach to project tasks and may lead project-level tasks in multiple task areas for subcontract and procurement identification and management.
- Support the subcontract design and is responsible for subcontract monitoring.
Finance Support:
- Support assigned projects in areas including start-up, work planning, budget development, project reporting, and general problem-solving.
- Provide on-going programmatic and financial oversight to assigned projects, including monitoring of spending rates, sub-awards, deliverables, reports, etc.
- Reviews or enters purchase requisitions in the finance system of record (headquarters' (HQ) only)
- Contributes to the development of the project’s budget process.
- Reads and interprets budget to understand tracking.
- Ensures the reviews or approval expense reports from STRIDES Finance
- Facilitates the review and/or approval of invoices from STRIDES Finance.
Applied Knowledge & Skills:
- Advanced knowledge of project management concepts and practices.
- May have or be in the process of developing content knowledge in a functional area.
- Excellent oral and written communication skills.
- Excellent and demonstrated project management skills.
- Ability to influence and collaborate with others.
- Ability to analyze and interpret data, identify errors, and prepare reports.
- Must be able to read, write, and speak English fluently; French language skills are a plus.
Competencies:
There are 31 FHI 360 development competencies. Of greatest focus for this job are:
- Project Management (Planning and Time Management) - Accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal's people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
- People Management (Making Others Great) – Facilitate professional development of staff by providing challenging, learning assignments and opportunities. Shares and solicits feedback monthly at the very least. Helps establish compelling development plans. Assigns responsibility and accountability for tasks/decisions. Monitor's process, progress, and results. Creates a climate in which people want to do their best.
- Creating and Managing Systems and Processes – Recognizes the need for standardization and balances client and organization need in systems design. Anticipates the effects of process change on people while optimizing task efficiency and simplicity.
- Employees are expected to possess or have high potential for the development of these three fundamental competencies.
Problem Solving & Impact:
- Works on problems of complex scope that require evaluation of variable factors.
- Demonstrates good judgment in selecting methods, techniques, and evaluation criteria for obtaining solutions.
- Networks with key internal and external personnel.
- Decisions may cause delays or failure to achieve results that impact departmental goals.
Supervision Given/Received:
- Determines methods and procedures on new assignments and may coordinate activities of other personnel.
- May serve as a mentor and provide guidance to junior staff.
- Reports to STRIDES Subcontract and Procurement Project Manager.
Education: *
- Bachelor's Degree or its International Equivalent • Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Fields.
- Project Management (PM) Certification preferred.
Experience: *
- Typically requires a minimum of 6+ years of relevant experience with projects management principles and practices.
- Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
- International or Domestic (US) Program Development or Program management preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 - 25 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
The expected hiring salary range for this role is KES 6,000,000 - 8,000,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
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