ROLE PROFILE Title Functional Area Reports to Location Effective Date
Head of Program Program Country Director Colombo 1st November 2019
Travel required Grade
40% E1
ROLE PURPOSE This position is responsible for supporting Plan Sri Lanka program staff in strategic planning, institutional strengthening, research and evaluation processes, implementation and monitoring of programs in line with program strategy, CSP and SAP, and to promote and support networking and linkages at local and national level.
DIMENSIONS OF THE ROLE Financial measures or statistics relevant to post such as budget; list of direct and indirect reports A member of the Sri Lanka Country Leadership Team (CLT) and line manager of senior managers in the areas of resource mobilization, sponsorship, technical advisors, and Project Managers. Reporting regularly to the CD on the management of all risks associated with programme delivery including programme strategy and effectiveness, and resource mobilization Technical oversight and support to Country Programmes for designing, implementing, evaluating and resourcing programmes and advocacy/influencing initiatives. Accountability for program delivery Supports programme integration, learning and timely and effective delivery of commitments Works closely with the other Head of Departments to ensure timely support to programme delivery and good planning of activities that require logistical, finance, administrative, HR or security support. Upon delegation of the CD, the HOP may approve all commitments, contracts, grants, leases, disbursements and transfers to third parties up to an agreed limit Direct reports are likely to include the following, but these may change over time, according to the needs of the team structure M&E Specialist Business Development Manager Sponsorship Manager Programme Specialist-Child and Youth Engagement Project Managers of grant funded projects
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ACCOUNTABILITIES 1.1
Strategic planning and delivery of programmes
The Country Strategy is reviewed, updated and monitored based on the changing environment in Sri Lanka. Indicators will include:
Country Strategy (CS) is developed and/or reviewed with detailed plan for strategies and processes along with monitoring and evaluation mechanisms at implementation level.
A yearly research and evaluation plan supporting implementation of the CS and contributing to program quality is developed and implemented.
Programme strategy and programme operations are aligned and are delivering the key country programme priorities in an integrated manner in line with recognised programme standards and principles.
Emergency interventions are appropriate to identified needs and gaps, and maximise Plan Sri Lanka’s added value, while ensuring adherence to humanitarian standards and minimising security risks
Plan Sri Lanka has an efficient knowledge management system/approach in place that helps learning, sharing, scaling up, and innovation
Clear strategies for disaster risk reduction, mitigation and response are in place at country level and embedded as appropriate into long term programmes
A clear plan to strengthen programme quality in all programme areas exists and is implemented to a high standard and in a timely manner
Grant management is recognised as being of a high standard and agreed commitments are met in a timely manner and to the expected quality
The programme team budget is developed, implemented and monitored to the highest quality
1.2
Resources Mobilization
Relevant resources mobilization strategies/plans are in place to support the delivery of the Country Strategic Plan and quality grant management Indicators will include:
1.2.1
Sponsorship: An accountability framework for effective and efficient delivery of sponsorship work is defined and implemented
Country target for sponsorship growth is set in consultation with CLT/CMT and the regional office; and fulfilment of this target is ensured through Sponsorship team and Program Unit management teams to maintain smooth sponsorship funding for the programs of Plan Sri Lanka
Effective relationships with National Offices in the areas related to sponsorship are established and maintained
Effective integration of sponsorship and programmes activities including grants for effectiveness and maximization of our impact.
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Functions of sponsorship department are analysed in the context of technology upgrading and corporate requirements and proper staffing is ensured to run the business smoothly.
Mechanisms for partner leadership and community/volunteer participation in and ownership of sponsorship activities are in place and effectively working.
1.2.2
Grants acquisition management Country Resource Mobilization strategy is developed and implemented in conjunction with key stakeholders to deliver the country grants target.
Grants acquisitions are in line with the country strategic plan.
The country annual target for grant acquisition is agreed and achieved.
Effective collaborations with NOs, institutional donors and organisations at country level, both on local and international fundraising are established and maintained.
1.3
Team management
The Programme Department is operating as a high performance team supporting quality interventions in Plan Sri Lanka’s areas of interventions. Indicators will include:
The team’s performance objectives are well set, efficiently monitored using Plan’s performance management system and results frameworks. Team goals are known by colleagues in other departments and progress reported upon to stakeholders
The members of the Programme Team are adequately supported in their work and their development needs are identified and met
Poor performance is managed so that the competencies required for effective delivery of objectives are in place
The programme administration requirements and standards are met by the programme team
Country and programme unit staff capacity to deliver CCCD is being enhanced and adequately monitored
Adequate staffing and cost recovery is in place to ensure the right resources are available for Plan Sri Lanka’s ambition
1.4
Working in partnerships
Appropriate partnerships are in place to support technical quality and reach Indicators will include:
Partnership strategy is developed and implemented.
Effective partnerships and collaborations are Plan Sri Lanka are established and maintained with civil society, INGOs, UN and government entities to maximise the use of our resources for the implementation of quality programmes at scale.
Program delivery is largely performed by partners
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Dealing with Problems: Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them Analyzes and provides quick solutions to constraints related to design and implementing programs - not on an ad hoc basis but in a strategic manner.
Facilitates the program support teams toward excellence by managing a diverse team working in innovative program development, implementation, research and evaluation and sponsorship and setting challenging deliverables leading to results.
Facilitates negotiations with different partner organizations at national and regional level, consultants and donor agencies in the event of arising conflict and solicits resolution through a win-win situation protecting Plan’s interests and image.
Engages with donors and represents the organization in a professional manner which reflects positively on Plan as an organization;
Develops /establishes protocols/ processes on programmatic aspects to translate strategies into deliverables at implementation level to ensure common understanding on the issue across the organization.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
KEY RELATIONSHIPS Communications and Working Relationships: Internal
Country Leadership Team members Other Heads of Program in the Region National Office Programme Directors and relevant technical staff
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External National and Local authorities especially relevant ministers in the country Partners organizations Other INGOs, UN organizations, strategic partners, donors Media and journalists
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TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE Master’s degree with 10-12 years’ experience as program head in any development organization with demonstrated ability to develop and implement program strategy. Experience in or familiarity with sponsorship program management is desirable. Relevant overseas experience will be useful.
Core competencies: Understanding Plan:
Proficient
Understands the role of Plan and context in which Plan works Leadership:
Proficient
Cultivates an environment where people are confident to take the initiative, be innovative and learn new ways of working Communicates effectively: Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, Children and communities; exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form Management:
Proficient
Proficient
Manage resources (staff, budgets and work) to deliver results to agreed quality standards; able to apply planning-leading-organizingcontrolling skills Positive team style:
Proficient
Adopts a team style which adds value to work and reinforces good working practices Child protection and Safeguarding awareness: Demonstrates an understanding about the Child Protection Policy and compliance, applies the possible protection measures within the scope of job, and provides inputs for strengthening child protection measures.
Proficient
Functional competencies: Development management:
Proficient
Understanding of and ability to serve as development catalyst and practitioner -
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given the country context, Plan mandate and the specific programs – health, school based water & sanitation, family economic security, social development Program integration and evaluation: Ability to assess-plan-negotiate-organize-monitor-evaluate-measure the success of sectoral programs and what they are supposed to deliver
Proficient
Participatory management:
Proficient
Ability to involve the members of the team or communities in consensus building and decision making Strategic planning:
Proficient
Ability to develop and integrate programs from a total systems perspective Influencing and advocacy:
Proficient
Builds ownership and support for programs and promotes programs to stakeholders thus obtaining support for initiatives Networking and collaborating:
Proficient
Establishes good relationships with stakeholders and other professionals; works cooperatively with other units, maintains networks outside the organization Conflict Resolution:
Proficient
Correctly identifies the causes of conflict and fosters joint problem-solving using effective negotiation and mediation skills Facilitation skills:
Proficient
Effectively handles discussions with a focus on both groups and individuals to enrich participants’ understanding of particular subjects or situations, understands process and can diagnose group needs and intervenes accordingly Solutions focused:
Proficient
Effectively analyzes information and provides effective and quality assured solutions People orientation and development:
Proficient
Coaches colleagues and clients and takes personal interest in the growth of people in the organization; counsels if necessary Technological savvy: Understands and uses different technological resources (computer, multimedia, internet, software)
Knowledgea ble
Demonstrates the attitudes of:
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Integrity, transparency, proactive stance Proficient Respect for gender equity Adherence to child rights
PLAN INTERNATIONAL’S VALUES IN PRACTICE We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors. Holds self and others accountable to achieve the highest standards of integrity. Consistent and fair in the treatment of people. Open about mistakes and keen to learn from them. Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations. Creates a climate of continuous improvement, open to challenge and new ideas. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises. Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate. Builds constructive relationships across Plan International to support our shared goals. Develops trusting and ‘win-win’ relationships with funders, partners and communities. Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
We empower our staff to give their best and develop their potential We respect all people, appreciate differences and challenge equality in our programs and our workplace We support children, girls and young people to increase their confidence and to change their own lives.
PHYSICAL ENVIRONMENT
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Based at CO with at about 40% travel to programme area, projects areas, donor agencies, government offices and partner organization.
LEVEL OF CONTACT WITH CHILDREN Low
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