Progamme Manager Job Description (TOR) ► Sherakat Network

Introduction:

Impact-Site-Verification: 219133171

NGO is looking, on behalf of our client, and Global Publishing Organization, for a skilled Programme Manager Job description to manage the successful delivery of complex and multi-strand or multi-disciplinary Education Reform projects, managing resources and ensuring that deliverables are completed to quality, cost, and time standards as specified in the contract, aiming to delight the customer throughout the project lifecycle in Pakistan.

Key Areas of Responsibility:

1. Manage contracts, scope, and deliverables

– This role will manage large and/or complex donor-funded contracts and projects, with complex partnership arrangements

– Monitor and actively manage project scope, containing scope creep and negotiating variations as required

– Manage the completion and effective handover of deliverables as defined in the contract

– Manage the issuing and control of contractual documentation (e.g., the contract, variations, completion certificates, or acts of rendered services) and ensure timely completion of any contract support activities

– Work collaboratively with the Account Manager (assigned from BD) to ensure join-up and agreement on approach towards all contractual or scope matters, providing strong client communications.

2. Plan the project and monitor and report delivery performance

The nature of the large and/or complex projects led by this role will require strategic planning that aligns plans across all elements of the project

– Work with the Portfolio Development Manager to support BD by developing delivery options, timing, risks, and cost estimates for new bids and proposals

– Actively contributing to contract negotiations and discussions, in collaboration with and as guided by the BD team

– Produce robust, achievable plans for the projects and ensure the commitment of all engaged parties to achieve them

– Monitor progress against plan and take corrective action and/or escalate to ensure plans are delivered

– Ensure timely, transparent reporting is provided to inform on all aspects of project performance and risks, to meet the need of the Project Steering Group, Client, and CPE SMT

– Lead and chair project or program working groups and meetings

3. Establish effective project governance and project organization

This role will have a large focus on ensuring coherence across the project, and operating governance that will typically require high levels of formality, complexity, and/or preparation, reflecting the bigger scale and multi-strand nature of the project

– Set up and facilitate both internal governance (Project Steering Group and Working Group) and external (with the client), to support effective decision making and proper use of escalation routes

– Ensure clarity of project organization and roles

4. Operate robust project controls

Controls on the projects led by this role will typically be more complex and require greater formality than on smaller projects. The project timeline, budgets, risks, and issues managed or resolved by this role will typically be large or complex and with a greater project or reputational impact, requiring high levels of proactivity and ownership before escalating further.

– Ensure controls are operated in accordance with good project practice and CPE project management methodology to ensure that delivery meets customer requirements

– Set and manage budgets (ensuring budgets are achieved), forecasts, control expenditure, contingencies, and timely processing of purchase orders and invoices

– Establish and operate controls for managing quality, working with Technical teams to manage the acceptance of all deliverables to ensure they achieve the specified standards

– Actively manage and report project risks throughout the project lifecycle. Promote focus of the project team (including account managers, for any communications to the client) to address these risks, ensuring mitigation and contingency arrangement are defined and provisioned for and escalating to Portfolio Contract Manager or Project Sponsor as required

– Actively manage project/program issues and corresponding resolution actions, escalating to Portfolio Contract Manager and/or Project Sponsor as required

– Ensure project documentation is organized and controlled, in line with standards

– Identify, record, and act on lessons learned throughout the project lifecycle and formalize them in the Project Closure report

5. Manage resources

This role will manage projects with large numbers of resources and large project teams. There will be a strong focus on providing leadership, direction, guidance, and performance management, and maximizing the efficiency and effectiveness of the resources and team members. This may include management of resources across a matrix model or outsourcing Project Manager resources

– Work with the CPE Resource Manager to arrange the supply of resources for the project in line with project plans Manage procurement of external resources including timely processing of procurement deliverables and approvals

– Work with the Technical team(s) to ensure all projects resources have clear terms of reference and are clear on the requirements and best delivery approach

– Actively monitor and manage the delivery performance of resources

– Coordinate and communicate with the project team to ensure they are engaged and kept up to date of changing needs and priorities of the project

– Positively and actively lead and motivate the project team

– Liaise closely with the client to dovetail plans with their work to ensure resources are available for the joint activities required

6. Manage communication and stakeholder engagement

This role will focus on managing upwards, outwards, and across from the project. It will include maintaining relationships with and influencing senior-level stakeholders on topics with a major project or reputational impact and requiring good sensitivity and judgment. The role will play a large role in the delivery of project communications

– Plan and manage project communications both internally and externally (with client and partners), in line with an actively maintained communication plan, and in collaboration with the Account Manager (BD) to ensure a joined-up CPE approach to any client interactions that may require multiple stakeholder input.

– Manage client interactions for the project, ensuring a positive experience for the client and collaborating closely with them on matters relating to delivery

– Work with the Project Sponsor and Portfolio Contract Manager to actively manage engagement, influencing, and communication with internal and external stakeholders, in order to enable successful delivery of the project

7. Manage project closure

– Manage the project closure as per the CPE Core Process framework, produce an internal closure report, and carry out the final handover to the client ensuring all deliverables have been delivered as per the contract

8. Support live opportunities work (as and when required)

– Provide project management structure and approach when putting together project plans/schedules and costings for proposals assigned by the Portfolio Development Manager

– Provide Business Development (BD) and Portfolio Development Manager any insight into customers or regions (including lessons learned, potential risks, and mitigation strategies)

– Attend technical solution proposal kick-off meetings/workshops (as needed)

– Produce high-level project plans and send them to Technical teams for review and agreement

– Agree on costing templates and approach with Portfolio Development Manager and Technical team colleagues

– Produce costings and run through them with the Technical teams for review (making necessary amends as needed)

– Run through proposed costings and project plans with Portfolio Development Manager for QA and sign-off

– Work with CPE Resource Manager to get quality-assured quotes from suppliers (if technical, also involving technical teams)

– Assist BD in preparing the proposal/bid for internal approval

– Attend Bids and Proposal Approval Meeting (BPAM) and make necessary amends to the costings (following scope changes/feedback)

– Following commercial sign-off of the price, prepare a table to meet client requirements for inclusion in the commercial proposal

– Support BD during negotiation phases of the Bid/Proposal (as required)

– Liaise closely with the BD team and Portfolio Development Manager to stay informed on the progress of proposals submitted (as required)

– Ensure that the necessary project information is completed and presented in the Project Transition Checklist for all proposals submitted

– Start Delivery Project/Programme transition into Live Contracts Portfolio once the contract is won (handing over the project/program fully after the project initiation)

– Handover Project Transition Checklist to Project/Programme Manager assigned to each project/program

– Work closely with other Delivery colleagues as needed (for information sharing, best practices,s, etc. when working on proposals)

9. Functional development

– Coach and advise more junior members of the Delivery Team, as guided by the Portfolio Managers

– Actively contribute to continuous improvement of the function, in collaboration with other Programme and Project Managers

10. Line Management

– Potential pastoral and development-focussed line management of named Project Manager(s) and Assistant Project Manager(s).

– Flexible project-based direction of the project team – these teams will be created and dissolved according to a contract need

– Supporting the recruitment, on-boarding, or exit process for internal team members, when required.

– Monitoring team members’ workload, ensuring reconfiguration or intervention when the balance is disrupted and appropriate escalation to Portfolio Contract Manager

– Leading and motivating line reports, through ongoing work and engaging goals.

– Managing the performance of named line reports and providing training where needed

– Pastoral care for named line reports, related to health and wellbeing

– Ensuring that behavioral expectations of team members are established and moderated, escalating to Portfolio Managers if/when additional support is required

11. Cover

– Provide interim cover for projects and/or programs managed by direct line report(s) during periods of absence or when intervention and support is required The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Qualifications and competencies:

Qualifications

· Educated to degree level or related experience

· Essential: Prince 2 project management certification (or equivalent)

Experience

· 15 years’ experience in (international) project and program management;

· Proven track record of managing highly complex, large, and/or international projects to demanding clients, on specifically donor-funded contracts;

· Experience in medium or high-level management and/or ability to communicate effectively and persuasively with the highest level of management;

· Desired: Experience in the education sector.

Skills

· Good knowledge and experience of working with formal Project Management methodologies such as PRINCE2 and Agile;

· Highly proficient in project planning software (MS Project or similar);

· Highly-developed project management and organization skills;

· Proactive strategic thinker, able to challenge constructively;

· Able to identify and manage risk, and operate a highly-skilled risk management approach;

· Strong presentation, communication, and negotiation skills;

· Ability to find innovative ways of solving or pre-empting problems;

· Desired: Ability to articulate a good understanding of the international education reform marketplace;

· Desired: Experience in working with digital workflows, web technologies, mobile platforms, and apps / digital platforms. Knowledge and understanding of digital learning and online education and/or education reforms;

Behaviors

· Excellent communicator;

· Self-sufficient;

· Intercultural sensitivity;

· Tenacity;

· Ability to recognize the often-divergent needs of individuals and groups;

· The ability to challenge and explore new ways of doing things;

· Able to work to tight deadlines and in a high-pressure environment;

· Positive ‘can-do attitude and pragmatic approach when working in uncertainty;

· Highly collaborative;

· Strong focus on continually improving and seeking improved methods and approaches.

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