How the Assistant Programme Manager fits into the LAMPS team

The Assistant Programme Manager will be a junior-level management role supporting Integrity’s operations in East Africa, working primarily on the Learning and Monitoring Programme Somalia.

The Assistant Programme Manager (APM) will sit within the Learning and Monitoring Programme Somalia (LAMPS) programme management team. The role will also include responsibilities for working flexibly across Integrity’s different directorates within a fast-paced working environment.

Your role will be based in Nairobi, with up to 25% travel to Somalia for workshops, meetings and support to delivery. You will be line managed by the LAMPS Programme Manager. You will also have the opportunity to work with the Team Leader and technical workstream teams in the designing of new deliverables, managing consultants and building relationships with key partners and institutions, Directorate Operations (D/Operations) on matters relating to duty of care, risk management and project support, and Directorate Corporate (D/Corporate) on financial administration. This role will run until September 2020 (LAMPS end date), with the potential of extension.

The Assistant Programme Manager’s Scope of Work

The Assistant Programme Manager role is a varied one, including project, financial, and operational management.

The Learning and Monitoring Programme Somalia (LAMPS), funded by the UK Government’s Department for International Development (DFID), is providing third-party monitoring services to a representative proportion of it’s Somalia portfolio and across its Country Operational Plan. LAMPS provides a crucial tool for DFID to monitor and improve its work and that of its implementing partners (IPs). LAMPS provides credible data for effective decision-making, builds confidences with key DFID stakeholders, provides user-friendly evidence and transparent and demonstrable lessons from achieved and/or intended results across DFID Somalia’s portfolio.

You will play a significant role in the project management of LAMPS. You will focus on supporting the Programme Manager to ensure the successful contractual, administrative, operational and financial management and delivery of the programme. You will coordinate closely with the Operations Officer on logistics, as well as working closely with the Team Leader and workstream teams in the planning and tracking of third-party monitoring, technical assistance and learning deliverables on the programme.

You will also support the administration and logistics for research and MEL projects in East Africa for clients including the UK DFID, UK Foreign & Commonwealth Office and USAID. This will include coordinating with Integrity project teams and staff in the UK and US to facilitate project set up and movements. In addition, you will also support the consolidation of good practice within the company.

Terms of Reference

A. Project Management & Coordination (40%)

The Assistant Programme Manager will support the LAMPS Programme Manager to:

• In coordination with the Team Leader, manage and coordinate inputs across the team, including sub-contracted partners and short-term technical assistance, to meet client delivery requirements.
• Plan and manage output delivery schedules and work plans, ensuring delivery in line with the contract and agreed client expectations.
• Identify, track and manage project level risks, populating and updating the risk matrix and issues log, escalating issues as appropriate.
• Manage internal and external communications on contractual, financial, administrative, and operational aspects of the programme.
• Deliver the programme in line with Integrity’s standard operating procedures.
• Manage operational and duty of care arrangements on the programme, coordinating with the Operations Officer and Security and Risk Advisor as appropriate.
• Support the delivery and submission of project deliverables, as necessary.

B. Contract and Financial Management (35%)

• Support the Programme Manager in day-to-day client and consortium contract management and compliance.
• Support the forecasting, tracking and reconciliation of output, labour and project expense budgets on a monthly basis.
• Administer monthly invoicing processes, requesting and reviewing staff, consultant and sub-contractor timesheets and expenses, finalising them in preparation for approval by the PM.
• Coordinate and manage relationships with key suppliers, corresponding on agreements, contracts and payments where relevant.
• Coordinate programme and office cash requirements, working with the PM and D/Corporate.
• Manage office petty cash and MPesa accounts.

C. Procurement, Logistics and Asset Management (25%)

• In coordination with the Programme Manager, manage the procurement of goods and services, ensuring application of LAMPS Procurement Policy and tools.
• Manage international and local logistics for LAMPS international and Nairobi-based team members travelling in/into Kenya and Somalia on programme or company business.
• Liaise with Integrity personnel to manage logistics for visiting Integrity staff and consultants, preparing visa requirements and organising accommodation and transport in Kenya and Somalia.
• Manage and regularly update the LAMPS Asset Register of all equipment, overseeing LAMPS and company property used by staff, consultant and consortium members.
• Conduct quarterly inventory audits of all LAMPS and East Africa Regional Office assets, preparing asset registers for the client.
• Identify, record and report any issues with Integrity equipment to the PM, coordinating with suppliers to remedy issues or replace equipment where relevant.
• Support the Integrity Data and Knowledge Management Team in the coordination of ICT administration, updates and fixes.
• Liaise with the office management, to ensure office facilities are useable, serviced, cleaned and maintained, in line with agreement agreements.
• Coordinate and maintain the SIM/mobile plans owned by the LAMPS and Integrity in East Africa.

Your Experience

It is essential that you have:

• Masters qualification in international development and/or project management.
• Experience working on the design and delivery of projects, applying project management approaches.
• Excellent written and verbal English.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel).
• Have the right to live and work in Kenya.

It is desirable that you have:

• 1-3 years’ experience working within the international development, research and/or the consultancy sector.
• Formal project management qualification: APM, Agile or PRINCE 2.
• Experience in working on research, monitoring and evaluation projects.
• Experience in at least one of these sectors: governance, disaster resilience, peacebuilding, economic development and health.
• Experience in financial management processes and tools.
• Fluency in Swahili or Somali.
• Worked in FCAS environments.
• Additional software expertise, e.g. Microsoft Access, Microsoft Power BI, Nvivo etc. Qualitative and Quantitative research skills.