Program Manager (PM)

JOB DETAILS

LOCATION: Tunisia

CONTRACT TYPE: In line with the Tunisia Country Office regulations and NSTC, and national law

JOB FAMILY: Program Management

ONE OXFAM GRADE: C     ZONE: 2

TEAM: Program

SALARY: National, according to Tunisia salary scale

HOURS (FTE): Full time per National Staff Terms and Conditions (NSTC)

WORKING CONDITITIONS, BENEFITS AND SETUP

Oxfam offers attractive working conditions and benefit, in line with our National Staff Terms & Conditions (NSTC). Also, flexible working setup is applied following the Director and SMT steer, hence agreed and announced ways of working.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

JOB PURPOSE: 

The Program Manager (PM) is responsible for the overall successful management, implementation and closure of the assigned project, including the successful implementation and closure of the partner organizations’ projects and activities implemented across one or more countries, including regional-level components. The PM leads and works closely with the relevant project team, ensures sufficient project structure in place, sets clear responsibilities and lines of accountability within the team and supports and manages all their related operational affairs. The PM ensures smooth coordination and collaboration of the relevant work with all internal colleagues and departments, as well as externally with all relevant partners, service providers, peers and allies. The PM ensures coherence across the national and sub-reginal interventions, alignment with MENA region and global strategies, and effective coordination with internal and external stakeholders.

Key Responsibilities and Accountabilities

The PM is the lead role within the assigned project team, an important member of the larger Programs’ team, and a key position within the office structure. While time allocation can be approximately set on some key responsibilities, others must be attended to on daily and regular basis, as they arise, and/or per need.

ROLE REPORTS TO

Directly: NA Program Management and Quality Lead

ROLES REPORTING TO THIS POST

Relevant Project related team members

BUDGET RESPONSIBILITY

Assigned Grant/Project budget

GEOGRAPHICAL SCOPE

The assigned project geographical and work scope

IMPACT

Internal and External

KEY STAKEHOLDERS

Internal stakeholders: NA Director and SMT, NA team, MENA Regional Platform, Partner Affiliate/s, Executing Affiliate/s (EA) related department and staff.

External stakeholders: Oxfam extended network of partners, and project specific parnters, service providers, relevant Institutional and Official parties, and others (per need and request).

KEY RESPONSIBILITIES

Strategic and Leadership

• Attend to the sufficient and effective formulation and direct management, monitoring and mentoring of the project team.
• Throughout the lifetime of the project, ensure that its strategies and activities respond to the anticipated needs, identify opportunities, build on and advance the existing assets and resources, suitable for the context and aligned with the Oxfam strategic objectives and direction. Thus, regularly seek with the team and partners, to identify areas of development and craft ideas to achieve the theory of change for the project.
• Identify risks and set and plan and document risk prevention measures as well as appropriate mitigations in advance, including solutions that are accountable and in line with the Oxfam (and donor’s) policies, strategic direction and budget.
• Ensure strategic coherence and complementarities across country-level interventions, fostering a shared regional vision and facilitating cross-country learning and collaboration.
• Work closely and regularly with relevant Oxfam stakeholders linked to the project, taking into account the different roles, levels of responsibility and required interactions, while acting as a key interlocutor with regional and confederation-level counterparts and contributing to donor engagement, strategic reporting, and representation at regional and global levels. Contribute to the further development and implementation of the Oxfam in NA strategy and actively engage in the production of the overall annual plans and reports.
• Foster and contribute to proper and effective flow of information and knowledge and, where relevant, lead and maintain regular communication and interactions, internally and externally.
• Contribute to the advancement of Oxfam in North Africa overall programs’ portfolio through engaging in building connections with new donors, designing and writing proposals and concept notes, as well as project learning documents, case studies, etc.
• Encourage, initiate and coordinate national and regional cross-learning with and between the various project teams and partners as well as with other relevant stakeholders, internal and external. 
• Represent Oxfam in meetings at national, regional and global meetings, with partners, allies, and donors, as required and approved.
• Provide strategic contribution on governance and civic space programming, including adaptive approaches in shifting civic environments, in line with Oxfam’s Safe Programming and feminist principles.
• Contribute to the development and implementation of a regional partnership approach, in line with Oxfam’s partnership principles and informed by country-specific contexts across North Africa, to strengthen coherence, complementarities and the integration of regional and cross-border partnerships

Program and Partnerships Management & Implementation

• Further develop and advance the overall project’s plan, timeline, etc. and regularly, work with the team and partners, prepare revisions for the workplans, spending plans, monitoring and evaluation plans, risk management plans, and other aspects of quality project management.
• Ensure that program inception and thematic planning are conducted and documented through participatory and transparent processes, informed by context and power analysis across countries, and used to establish solid foundations for program design and theories of change.
• Select national and regional partners, build and advance relationships with existing and new ones in line with Oxfam’s partnership approach and organizational values.
• Oversee and facilitate efficiently all parnters contractual agreements processes, ensuring a strong understanding of country-specific contractual requirements and close coordination with relevant counterparts across the confederation.
• Ensure implementation of Oxfam and donor’s (where relevant) operational policies, procedures and guidelines in all aspects of projects’ work.
• Lead and work closely with the relevant program quality team and colleagues, to develop and enhance the project’s MEAL framework across countries, allowing contextual adaptation, and ensure alignment with the ToC, Oxfam strategic steers and documents, and general policies and guidelines.
• Oversee, support, and work with the team and partners on conducting baseline surveys, progress monitoring events, producing progress reports and final reports.
• Oversee and guide the implementation of all aspects of the project (technical steer and project management) while ensuring coherence, standardized approaches, and program quality – in line with the project’s objectives.
• Together with the relevant finance colleagues, manage and monitor the budget, project spending, assess and foresee potential challenges and delays, and propose solutions and reset plans and budget accordingly.
• Produce substantive of-quality reports and facilitate the production of the financial one; report to the Affiliate and/or donor as per the agreed timeline and requirements.
• Ensure the systematic structuring, archiving and safeguarding of program documentation to preserve institutional memory. This includes maintaining clear, accessible and secure records aligned with internal documentation and archiving standards, enabling effective tracking, knowledge retention and continuity across teams and over time.
• Build capacities of partner organizations to conduct participatory analysis and planning and stimulate the added value of the Partnership.
• Ensure learning generated from the program is shared within the project and with external actors, in close coordination with program team, and that cross-country learning is actively maintained and synthesized to inform cluster-level approaches, highlighting similarities, complementarities and strategic coherence across countries.
• Participate in the different coordination mechanisms with partners and stakeholders to ensure smooth working relations, flow of communication and coordination and synergies at national and regional levels.

All team leads and management roles carry the following key responsibilities:

• Ensure and contribute to the formulation of sufficiently resourced efficient and effective team with clear roles, responsibilities and lines of accountability. Including the drafting of JDs and leading the related recruitment processes.
• Ensure sufficient probation period and assessment and documentation, as well as compliant and efficient end of service and contract closures.
• Ensure all team members have individual annual performance goals and objectives and capacity advancements and support plans.
• Manage, mentor and monitor the behaviour, performance, and productivity of the direct project team and peers, in line with Oxfam’s principles, values, policies and obligations.
• Apply Oxfam leadership values, and lead their team by example, to ensure the fulfilment of Oxfam internal and external obligations, on all fronts; leave management, time and priority management, alignment with policies, respect of the leadership steer, contributing to a healthy working environment and relations.
• Seek, maintain and improve synergies, collaboration, and coordination with other project teams, and departments in the office. And maintain and improve respectful professional relationships and communication with all colleagues within the office, and beyond.

PERSON SPECIFICATION

Most importantly, every individual in Oxfam needs to be able to:

Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)

Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):