POSITION TITLE: Program Associate, Field Support
DEPARTMENT OR COUNTRY PROGRAM: HQ International Programs
RESPONSIBLE TO: Senior Program Manager
SUPERVISORY CAPACITY: Interns/Volunteers
DATE: January 31, 2013
*APPLICANTS MUST ALREADY BE ELIGIBLE TO WORK IN THE UNITED STATES.
The International Programs team focuses on meeting and exceeding ARC’s vision and mission through innovation, collaboration and disciplined attention to program outcomes. The team rigorously implements ARC’s shared vision of ensuring that every person who participates in an ARC-supported program has a better chance of taking control of their life and achieving self-sufficiency. We accomplish this by working in partnership with refugees and internally displaced people to design and deliver high quality, long lasting programs.
The International Programs team currently includes over 1,500 individuals in eight countries, Washington D.C. and Minneapolis. Working together and respecting our diverse cultures and experiences, we strive to maintain the highest standards of teamwork and collaboration.
PRIMARY PURPOSE OF THE POSITION:
The Program Associate position sits within the International Programs (IP) Department at ARC headquarters in Minneapolis, MN. The IP Department works with ARC field offices and other headquarter office departments to provide technical, administrative, fundraising and general support and oversight for ARC’s programming worldwide. Working under the supervision of the Senior Program Manager, the Program Associate serves as liaison for a number of countries. Geographical assignments may shift over time. The role of this position is to provide direct support, as well as build capacity of field staff and program assistants at headquarters to enable effective management of grants, adherence to ARC and donor policies and procedures, inter-departmental coordination and support to program development efforts as needed.
- Conduct programmatic reviews of new grant contracts to ensure deliverables are achievable and reflect ARC proposed activities, prior signing of award contract.
- Assist in orientation and capacity building of new field staff, as regards ARC grant management policies and practices.
- Support timely submission of high quality donor reports, assisting Program Assistants as needed with 1) reviewing draft reports for content and format 2) facilitating review by technical advisors and 3) monitoring the timing of submission.
- Ensure effective collection and archiving of all programmatic reports and other documentation.
- Identify gaps in grant management capacity in country teams and propose capacity building actions to address them.
- Maintain detailed listing of all current grant portfolios in focal countries.
- Work with Grants Managers in countries to ensure all grants management documentation is on file at HQ forgrant opening/mid/closing.
- Participate in grant opening/mid/closing meetings; particularly for United States Government and large grants.
- Under the supervision of the Senior Program Manager, ensure appropriate mechanisms for program monitoring and evaluation, backstopping, and problem solving for field programs, including field visits as necessary.
- Working with program assistants, track status of the completion of a full range of program management deliverables and communicate any concerns in program performance to Senior Program Manager.
- Contribute to proactive problem solving and innovation in the face of one-time and systemic management challenges.
- Assist field teams with procurement processes and lead headquarter IP procurements as needed.
- Ensure appropriate procurement practices are followed in each country program and that the country teams understand all procurement policies.
- Contribute to the development and rollout of tools and processes for ongoing improvement of operational procedures.
- As needed, assist Program Assistants in obtaining signatures on such things as grant agreements, Delegation of Authority, pre-spending certifications, etc.
- Assist with budget preparation, review and adherence to IP budget policies and procedures as necessary.
- Review proposal budgets for correct use of budget templates, full financial coverage of proposed activities, and appropriate levels of core field and headquarter costs.
- Conduct research and participate in assessments related to program development initiatives.
- Attend external meetings and fora as needed.
- Write and/or coordinate field staff efforts to produce quarterly board reports, site descriptions and capability statements.
- Assist in ongoing improvement of internal tracking and reporting systems to support ARC meeting program requirements and standards.
- Work with M&E technical staff in the field and at HQ to track and analyze program performance in general operations as well as program outcome indicators
- Produce and circulate regular situation updates to interested parties.
- Maintain paper and electronic files.
- Conduct research and collect data required for improving program management.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:
- Assist with training and oversight of IP Assistants.
- Recruit, train and supervise volunteers and interns, as needed.
- Liaise with other departments to support effective information sharing and coordination.
- Assist with travel and other logistical arrangements for IP Team members.
- All other duties assigned.
KEY BEHAVIORS & ABILITIES:
- Education: Undergraduate degree required. Masters Degree in Public Health, International Relations, Public Affairs or other Relevant Advanced degree preferred
- Minimum of 3 years relevant working experience, including international experience working with/supporting international relief/development programming; including one year of field experience
- Background in program management, design, and development
- Experience working with USG and UN donor regulations and requirements
- French/Arabic language a plus
- Supervisory experience preferred
- Proficiency in standard computer software (word-processing, Excel, databases, Power-Point and internet)
- Must be available for some evening and weekend hours
- Ability to travel to country programs 5 -15% time with little notice
- Commitment to ARC’s mandate and objectives
- Experience working with diverse communities
- Highly developed organizational, liaison and communication skills
- Ability to work under own initiative and as part of a small team
- Ability to multi-task and work under pressure
- Ability to be administratively self-sufficient
ARC has assisted victims of both man-made and natural disasters for more than 25 years. Currently working in 12 countries around the world,...