The Program Officer II (PO II) is responsible for providing program management and technical support to a several projects, including those in Tajikistan, Indonesia, and globally in the areas of family planning, maternal and newborn health, and nutrition. The PO II helps manage project operations, administration, finances, logistics, and provides technical support. The PO II assists with the design and development of project management systems. The PO II works directly with agency/partner contacts and consultants to develop and monitor project scopes of work, budgets, and timelines using strong partnership and relationship management skills. The PO II reports to the Senior Program Manager and s/he is expected to work independently, with colleagues across the organization, with general supervision.
Program Management – 30%
- Support project senior managers/managers/advisors and country-based staff in developing and reviewing annual work plans and budgets and to lead work plan and budget monitoring;
- Assist in the preparation, review and finalization of required project reports;
- In collaboration with Contracts, Grants, and Procurement team, prepare project contract documents (subcontracts, sub agreements, purchase orders, and Memoranda of Understanding) as requested; and create/adapt systems for managing subcontracts and sub grants;
- Participate and provide project updates for project specific partner and stakeholder meetings as necessary;
- Create and maintain the projects’ SharePoint site(s) and assist with project-related information management;
- Respond to country office requests for assistance in various operational, technical and program areas, including travel;
- Travel up to 30% time to provide management, operations and technical assistance as requested;
- Represent programmatic areas and participate in headquarters task forces as necessary;
- Participate as a representative of the Programs Division in internal systems improvement initiative working groups, as needed (e.g., SharePoint training, IntraHealth Country Office Performance Dashboard, IntraHealth country portfolio reviews);
- Develop management tools that can be adapted for other programs as needed, e.g., travel and budget tracking tools, partner communication templates, consultant approval templates.
Technical - 25%
- Draft project reports for donor(s);
- Draft assigned technical sections of proposals;
- Review and provide content feedback on technical briefs, publications and abstracts;
- Ensure alignment of project work plans, Monitoring, Evaluation and Research (MER) plans, Learning Plans, and activities with project objectives, expected results and donor requirements;
- Provide technical contributions to work plans, technical strategies and other products as needed;
- Contributed to technical strengthening and knowledge sharing activities in family planning (a part of the Knowledge for Health project).
Financial Management – 35%
- Work closely with the country project Finance department and the headquarters Finance Department to develop, monitor, track and analyze monthly, quarterly and annual expenditures compared to project budget. Ensure that project budget projections and expenses are properly tracked;
- Review expense reports, cash requests, and internal financial system reports and collaborate with Chapel Hill-based Finance and Contracts staff and in-country Finance staff to correct any errors identified, informing Finance staff of necessary changes to be made;
- Ensure various program funding mechanism rules and regulations are followed according to donor and lead partner expectations;
- Manage procurement process, serving as headquarters point person for the country(ies).
New Business Development – 10%
- Participate in new business development bids including writing job descriptions, participating in strategic meetings;
- Create proposal budgets and budget narratives and provide administrative support as necessary;
- Liaise with the technical proposal team to ensure alignment between technical narrative and budget(s).
- Liaise with Human Resources, Finance, Contracts, Grants and Procurement, and Safety & Security staff on project-related personnel issues;
- Facilitate consultant approvals and paperwork, including identifying, interviewing and hiring consultants, managing consultant expense reports and invoices, and ensuring accuracy and adherence to contract;
- Undertake other related tasks as requested by supervisor.
- A Masters degree in Public Health or related field preferred with a minimum of 3 years of program management support experience; or a Bachelor’s degree in related field and 6 years of program management support experience;
- Three (3) years of experience in finance, administration, management, developing and tracking budgets, logistics and operations;
- Three (3) years total of technical experience in the Public Health field;
- Strong oral and written communication skills, including editing skills;
- Proficient in Microsoft Office software including Word, Excel, and PowerPoint;
- Comfortable working in teams, acting independently in the implementation of specific tasks, multitasking and prioritizing, working under pressure, and meeting deadlines;
- Ability to work and communicate with a diverse group of people of various nationalities and cultural backgrounds;
- Working experience in functional areas, including family planning, maternal and newborn health, and/or nutrition;
- Strong skills in working with external partners and building and maintaining partner relationships.
- Working experience with international nongovernmental organizations working on USAID-funded, CDC-funded and/or private foundation funded projects;
- Overseas field experience;
- Second language proficiency;
- Working Conditions/Physical Requirements;
- Minimum noise levels in an office environment;
- Position is based in an office, requiring sitting at a desk most of the day;
- Requires lifting of 0-10 lbs. occasionally or as needed.
- Effective Communication (Oral and Written) - Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate professional communication behaviors;
- Planning and Organizing - Develops clear goals that are consistent with agreed upon strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate time and resources for completing work; foresees risks and allows for contingencies when planning; and monitors and adjusts plans and actions as necessary;
- Interpersonal Relationships - Knowledge of and the ability to effectively interact within and across Divisions, Departments and/or Country Offices in a constructive and collaborative manner.
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