Position: Program Manager
Reports To: Regional Program Manager
The Libya Transition Initiative (LTI) launched in June 2011 to support Libyan efforts to build an inclusive and accountable democratic government that reflects the will and needs of the Libyan people. Funded by United States Agency for International Development and implemented through Chemonics International, LTI partners with civil society organizations, local media outlets, and interim governing authorities to promote inclusive and effective transitional political processes; reinforce national reconciliation and identity; and promote government legitimacy and address grievances.
Chemonics seeks a Program Manager (PM) for its office in Benghazi. The Program Manager plays a critical role in the Grants Management Unit (GMU) for ensuring that program activities are implemented rapidly and effectively, in full compliance with USAID regulations and policies, and consistently with donor operating methodology which emphasizes a hand-in-hand approach to working with local partners. The PM will be responsible for the administrative and financial development and implementation of donor-approved activities, working in coordination with other team members including Regional Program Manager, program development officers (PDOs), Grants Specialists (GS) procurement specialists (PS), and finance staff. The PM also coordinates as needed with the M&E specialist and Reporting Officer, as well as with the donor in-country representatives when requested, to provide information and updates on grant concept development and activity implementation either verbally or in writing.
The PM is expected to spend significant time traveling to field locations and elsewhere in country if/as needed to support grant making. In addition to direct support in grant development and implementation, s/he also provides policy guidance, oversight and training to other staff members in his/her location. The PM reports directly to the Regional Program Manager, and supervises the GMU.
Specific Duties and Responsibilities
- As a part of the GMU, assist in the design, development and implementation of grants, in coordination with the PDOs, Finance and Administrative manager, RPM and other staff to ensure compliance with donor and USAID policies and procedures, and achievement of intended results.
- Work closely with PDOs, M&E specialist, the information reporting officer, and others to ensure that monitoring and evaluation is conducted as required and that outputs and impact are captured and recorded in the project Activity Database in an accurate and timely fashion.
- Provide support focused on compliance, grants management and successful implementation of grants and other activities such as short-term technical assistance (STTA) and/or direct distribution of goods and services (DDGS).
- Ensure effective liaison between project staff and grant recipients; provide project grant recipients with technical advice and assistance as needed in areas such as financial management, procurement requirements and implementation planning.
- Ensure proper negotiation of final terms and conditions for grants, under the direction of the RPM, DCoP and CoP, and review and analyze budget estimates for allocability, reasonableness, and consistency. This will include working with grantees and project staff to develop or revise detailed grant budgets so that they are realistic and appropriate to the needs of the activity.
- Work with other members of the project team to ensure full compliance with USAID policies and procedures and consistency with the project Activities Management Guide. This includes specific procedures relating to grant solicitation and selection, grant awards, grant implementation, grant monitoring and evaluation and grant close-outs, as well as procedures for STTA and DDGS.
- Ensure the proper preparation and execution of grant documents and grant disbursements consistent and compliant with USAID and Chemonics requirements, and project procedures and best practices. Documentation required will include grant agreements, negotiation memos, grant activity forms, branding and marking plans, and others.
- Ensure that all grant and other activity files are complete and maintained as required.
- Ensure that grants and activities are closed out within required time frames.
- Coordinate with other members of the relevant GMU in accordance with the activity cycle through all stages (identification, development, implementation, close-out)
- In coordination with the PDO, GS and PS assess grantee capabilities related to activity implementation and advise them on how to enhance them.
- In coordination with finance and procurement staff, analyze, assess, and assist with budgetary and financial aspects of grant proposals, recipient financial management capacities and planning for implementation/procurement and cash disbursement needs for grants implementation throughout the life of the project. The PM will coordinate as needed with other team members to ensure adequate TAP projections and cash flow for activities throughout their implementation.
- Work under the supervision of the RPM, and with guidance from the COP and DCOP. Coordinate closely with PDOs, GS, and procurement, finance and information management staff.
- Undertake other duties as assigned by supervisor.
- Strong management and administrative skills, and demonstrated experience managing grants, preferably both cash and in-kind.
- Strong understanding of community-based organizations in Libya and an up-to-date knowledge and knowledge of political and social conditions in country and the target region.
- Demonstrated experience in assessing recipient organizations’ grant-worthiness, as well as their financial, administrative and program planning capacities.
- Experience and/or good understanding of donor organizations.
- Relevant field experience with NGOs in the Libya and preferably experience in, monitoring and evaluating field projects.
- Ability/willingness to travel as needed, sometimes to remote locations and under challenging conditions.
- At least two years relevant experience in the management and administration of grants and/or donor-funded projects, such as activity management, financial management, procurement, and/or sub-contracting.
- Demonstrated experience in grant management focused on ensuring that procurement, finance, logistics, and programmatic aspects are being implemented on-time and in accordance with the specifications of the approved activity.
- Familiarity with donor contract and grants management policies and procedures is desirable, but experience with other donor funded projects will be accepted.
- Proven ability to work in a professional and cordial manner with fellow staff members, visitors, and partner institutions including international and local NGOs, governmental entities, support organizations, and the general public.
- Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment that reflects positively on the image and communicates the established program message.
- Ability to effectively use computer software including the project Activity Database (using Microsoft Access) and word processing. Demonstrated high proficiency with Excel spreadsheet applications is also a requirement.
- Able to work in a team and proven good interpersonal skills.
- Understanding the culture and sensitiveness of the Libyan environment.
- Fluent in writing and speaking English and Arabic.