Location: Lusaka, Zambia
Effective Date: December 2015
Pact values support a diverse work environment.
Position Summary: The Provincial Program Coordinator is directly responsible to and supervised by the Deputy Chief of Party, Pact. The Provincial Program Coordinator will support the DCOP in the day to day management and implementation of strengthening activities
in the respective province (Lusaka or Central). S/he will work closely with and support sub-grantees, DATFs and CATFs, and health facilities working in their province and will ensure coordination with other relevant programs and stakeholders.
Core Values: Pact employees embrace the following core values as representatives of the institution:
• all people have a right to participate in decisions affecting their lives
• gender equity is mandatory for social transformation
• resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
• diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
• teamwork and collaboration shape our day-to-day working relationships
• innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
• gathering and sharing information are primary roles for all employees
• staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
• a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Key Performance Areas:
• Grants Management
• Program Management
Specific Duties and Responsibilities:
• Maintain hard copy filing and electronic filing for the shared network drive for grants and program for Z-CHPP.
• Develop and maintain site visit schedule and filing of all reports.
• Assist with Z-CHPP pre-award activities including grants and finance management assessments.
• Assist with Z-CHPP grants management activities including post award activities like requests for extension, incremental funding, budget realignment, approvals, clearances, addressing pre-award conditions and modifications.
• Responsible for monitoring of grant ensuring compliance with USAID rules and regulations.
• Review Z-CHPP financial reports to ensure compliance to donor regulations.
• Assist with closeout activities including final financial and programmatic report, financial reconciliation of sub-grant funds, and property disposition.
• Responsible for the development, review and editing of all Partner program documents including progress reports, program descriptions, implementation plans, budgets and MER plans.
• Work with DATFs and CATFs and health facilities in the provinces to ensure coordination with other programs and stakeholders.
• Support Partners in day to day management and implementation of community based prevention interventions and community strengthening activities in targeted provinces.
• Support drafting and review of Pact program documents including progress reports, annual work plans, and programmatic phase-out.
• Monitor the implementation of Pact and Partners implementation plans and budgets.
• Review monthly Partners financial reports to ensure adherence to IP’s and budgets.
• Represent Pact in partners’ public events in consultation with the DCOP.
• Support partners with the implementation of Z-CHPP activities.
• Support partners to ensure timely reporting.
• Perform functions with a view to safeguarding and developing the best interests of Pact.
• Ensure the accuracy and completeness of program reports and Partners files.
• Perform other reasonable duties as assigned.
Educational and Experience required
• Bachelor of Arts in Social Sciences or relevant or equivalent experience.
• Fluency in the local language and English for day-to-day communications and excellent
• Training and knowledge in HIV/AIDS prevention in the health sector
• Program management experience (M & E experience is added advantage).
• Minimum of 5 years’ experience implementing programs or capacity building.
• A minimum of 4 years’ experience in NGO and HIV environment
• Ability to work independently, take initiative and manage a variety of activities concurrently
• A strong team player with excellent interpersonal skills and ability to work in high profile, fast-paces environment
• Ability to communicate technical issues effectively and persuasively
• Demonstrated ability to manage multiple projects effectively, think analytically and take initiative in solving problems.
• Ability to use MS Office (Word, Excel, Access, PowerPoint)