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Program Management Officer

Position #: LEE035

Location: Nairobi, Kenya

Salary Range (CAD): Competitive

Duration: Term - 1 year

Closing Date (DD/MM/YY): 10/05/13

Candidate Profile

Education

  • Master’s degree in a relevant social science discipline such as international development/affairs or economics

    Experience

    This position requires minimum of three years of relevant work experience, which includes:

  • Research project design and implementation support
  • Analyzing, monitoring and compiling research results
  • Application of statistical methods in qualitative and quantitative data analysis including statistical software (e.g. STATA)
  • Coordinating projects, conferences and meetings
  • Preparing reports and briefing notes and communicating to various target audiences with strong visualization of data and results
  • Building and maintaining partnerships
  • Engagement activities to promote research to policy linkages
  • Working in developing regions is an asset

    Language

  • Bilingual position (English/French) requiring language skills at an advance level for English and at an intermediate for French

    Knowledge

  • Knowledge of social and economic policy and/or organizational development issues
  • Familiarity with database management or other statistical software
  • Familiarity with knowledge or information management tools is an asset

    Competencies

  • Strong analytical, problem-solving and writing skills
  • Ability to work in a fast-paced team with multiple research programs and meet deadlines
  • Excellent interpersonal and communication skills
  • Superior planning, organizing, coordinating and team work skills
  • Ability to work under minimum supervision
  • Ability to perform research-related tasks (e.g. library and web research, analysis and synthesis of documents, writing and editing) and to use a wide range of research methods (e.g. quantitative and qualitative data collection analysis)
  • Sound MS-Office Suite (Word, Excel, PowerPoint), internet, website management and information management skills including comfort with specialised information management software
  • Awareness of and sensitivity to individual, gender and cultural differences

    Primary Duties or Responsibilities

    Program Coordination

  • Coordinates, collects and centralizes all information about the activities of the program (i.e. research outputs, program level performance indicators)
  • Prepares and coordinates program level documents such as (i.e. annual work plans, project information memoranda, communications strategies, evaluation plans, project reports or briefings, reports to donors, reports of meetings) for the program team, and in response to specific requests by Centre management
  • Tracks the time to respond to concept notes and proposals in order to assess the program’s response rate
  • Develops and implements team processes in order to ensure good work flow within the team and with other Centre services
  • Acts as the point of contact for enquiries about the program
  • Makes recommendations about the content and operations to improve the work of the program
  • Coordinates the implementation of monitoring and evaluation plans
  • Coordinates linkages between IDRC and external partners, donors, UN organizations, NGOs and other governments in areas related to a program to communicate the work of the program, facilitate collaboration on joint activities, and ensure good working relationships
  • Contributes to liaison with key Canadian institutions to ensure good working relationships
  • Plans and coordinates program meetings, retreats, international meetings and conferences involving the program’s network of partners and prepares background material, distributes agendas, and provides general support to enhance the effectiveness of the meetings
  • On occasion, travels abroad to attend program meetings and retreats
  • Prepares minutes and meeting reports of a technical nature to ensure discussions and decisions are well documented

    Knowledge Management

  • Tracks and monitors grantee and TTI team research outputs and liaises with records management staff to ensure that this documentation is properly filed and catalogued
  • Coordinates with consultants to ensure program learning across diverse activities and dissemination of good practices
  • Participates in the self-assessment of the program as part of the external review process and in the preparation of the end-of-cycle report
  • Contributes analysis about program outcomes based on an overall program perspective to contribute to team learning and discussions on future programming
  • Compiles project results and other outputs as well as lessons learned for wider dissemination outside the Centre
  • Reviews project and program material and prepares synthesis documents of results, decisions, and directions for team discussion
  • Monitors discussions and practices by other contributors to the field, identifying items useful for TTI and its grantees, especially in its pursuit of advocating for more core funding
  • Populates TTI monitoring and evaluation database with qualitative data and tag appropriately to the Initiative’s Results Framework, grantee tailored objectives and other topics and contributes to further database development
  • Receives monitoring and evaluation data from grantees, validates them and files them into the TTI database
  • Analyzes quantitative data from TTI database to uncover trends and identify outliers and presents analysis in a clear and comprehensive manner
  • Researches specific topics of interest to the program to enrich the knowledge of team members and to move the program forward
  • Monitors the relationship between grantee financial reports, planned and completed activities
  • Tracks outcomes of Organizational Development processes and events back to individual grantee progress on institutional objectives
  • Plays a key role in the application of PCR content within the team, including dissemination of PCRs, information sharing, integration of team-based learning, and required reporting based on lessons learned from PCRs

    Support for Program/Development and Management, and Project Development

  • Collects and analyzes information from a wide variety of sources to investigate aspects of issues relevant to the project and its future development
  • Assists in the design of evaluation plans
  • Assists in organizing and managing research competitions (grants) including setting guidelines, disseminating calls for proposals, identifying reviewers, and ensuring prompt review of incoming proposals
  • Monitors progress of consultants and identifies emerging issues
  • Performs preliminary screening of concept notes, RSPs and project proposals and assists with their administration
  • Contributes to the preparation of Project Approval Documents (PADs)
  • Assists in the preparation of proposals and progress reports to external funders for externally funded projects and provides periodic project updates, as needed

    Communications

  • Contributes to the implementation of a communication strategy for internal and external audiences and coordinates its implementation
  • In collaboration with TTI team and other IDRC staff, assists in the drafting and editing of reports, special papers, reviews, journal or newsletter articles, manuscripts and other documents for publication or presentation
  • Contributes to the program’s website and newsletter, writes abstracts, and keeps information current, coordinates the content and prepares project profiles
  • Packages information specifically for grantees, with targeted outreach
  • Tracks uptake through web usage statistics
  • Prepares and coordinates written, graphic, visual materials, web site content and other social media for public presentation/dissemination (networking, public relations purposes or for revenue generation)
  • Prepares reports and briefing notes on project outputs for different audiences (technical, academic, policy as well as the general public)
  • Organizes meetings conferences, seminars and workshops both locally and internally; documents and disseminates outputs to participants and selected management
  • On occasion, makes presentations and/or represents IDRC at selected meetings, conferences, workshops or seminars

    General Administration

  • Maintains the program’s pipeline of activities throughout the year, including tracking of allocation targets
  • Files documents (i.e. PCRs, projects with multiple components) according to the required protocol
  • Acts as gatekeeper of the program’s documents to ensure that key documents are available and accessible
  • Using available resources and applications (e.g. EPIK), retrieves and aggregates project information in support of the program’s reporting requirements
  • Generates and provides information as requested, often on an urgent basis, for both internal and external audiences

    As this is a local hire, rather than an international recruitment, the terms and conditions of employment that apply to our Kenyan support staff will be relevant to this appointment.

    How to Apply

    Please email your curriculum vitae and supporting cover letter highlighting how your experience, qualifications and skills match the requirements for this position to pmottirossa [at] idrc.ca.

    We appreciate the interest of all candidates, however, only those selected for an interview will be contacted.

    For more information and application, see: Senior Program Specialist

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