HealthNet TPO 1,Great Massoud Avenue,Khwaja Rawash,Kabul, Kabul, Afghanistan
Feb 28, 2018Full time
Job Description: Project planning and review: Develop project (s) technical planning in coordination with finance grant coordinator, project/program manager and other relevant departments to ensure timely availability of resources for conducting the planned activities Work closely with finance grant coordinator and project/program manager for developing project financial planning Work closely with finance grant coordinator and project/program manager in investigating the reasons of variance between planned expenditures and actual expenditures, and accordingly revision of plan. Provide technical input to finance grant coordinator and provincial project managers in presenting annual planning tools and technical presentations in the quarterly review meeting. Support finance grant coordinator to propose amendments to the next quarterly financial planning in view of expenditure incurred and previous quarter. Ensure compliance with donor and internal organizational policies and procedures. Communicate deviations (if any) to the Head of Programs Technical support and Supervision: Field office visits for orientation of the provincial management and other staff on donor’s contractual requirements including reporting, monitoring and evaluation procedures. Carry out regular supportive supervision to the field offices. Make remedial action plan against supervision findings. Develop this plan together with project manager. Responsible for follow up of remedial action plans. Make supervision report (including remedial action plan if necessary) and share with the senior management and other departments at Kabul for the required support. Financial Management To work closely with finance grant coordinator of the project on all financial issues. Support finance grant coordinator in regular follow up of the financial status of the projects, and provide feedback and recommendation to line manager,and field level staff. Support finance grant coordinator to ensure the project expenses are within allocated budget and budget codes. Support finance grant coordinator to timely submit financial reports to donors by Finance department. To participate in the budget preparation meetings. To review the monthly BCRs in coordination with project/program manager, finance grant coordinator and other relevant departments Human resource management To work closely with HR department Kabul to ensure positions are filled through proper procedures and according to proposed staffing and budget availability Prepare draft job descriptions for technical staff and provide support to HR in the recruitment process. Orient new hired staff on project activities and contractual requirements. Conduct staff annual performance appraisals of subordinates in timely manner. Conflict resolution among staff if any. PSM To work in close coordination with Procurement/logistic department to ensure all procurements are done according to plan and due time and within budget To support procurement/logistic departments to ensure that drug, medical and non-medical supply for relevant projects are made available in timely manner & close follow up of procurement with CSU team in Kabul for all relevant programs To do follow up on all procurement plans and progress with relevant department Support field office and control any procurement is made in the field office in close coordination with the procurement department Coordination and Representation To represent the relevant programs in monthly technical meetings in Kabul Collaborate and liaise with the MoPH, donors, relevant ministries, NGOs and international organisations on the issues related to the programs To have close contact with Finance, logistic, HR and admin section of Kabul office to ensure the projects have the support needed. Active participation in the EPHS/BPHS meeting, other relevant meetings at central and provincial level and representation of the organization in the forum Project Reporting: Ensure technical reports are prepared in line with the donor requirements and reporting calendar and submitted timely to donor. Review of the project reports received from field management, feedback on report to field management and submit them to the Head of Programs for final review. Together with grant coordinator finance and project/program manager conduct risk analysis of the reports and notification to Head of Programs. Annual/ project audits: Provide support to finance dept in providing technical relevant documents for annual audit. Support with the internal and external audit process if necessary. Trainings participation/conducting trainings: Ensure that provincial project manager conducts training needs assessment and submits this to Kabul office for input to the training plans. Prepare annual training plan for subordinate staff taking into account the availability of budget. Orientation to field management on different technical issues if any. Ensure the provincial project manager conducts trainings as per agreed project training plan. Ensure training reports are developed subsequent on completion of each training Ensure availability of the proper filing system for trainings carried out. Working budget: In consultation with project/program manager and finance grant coordinator prepare the working budget at the start of the project and on an annual basis and circulated to the field offices Project Close Out: Prepare project close out plan in close coordination with project/program manager, finance grant coordinator and other departments. Lead technical part of the execution of the project close out. Report to the project/program manager and Head of Programs on the project closure. Support finance grant coordinator in planning and organizing regular meetings to ensure that the project close out activities are in line with the donor requirements. Filing System: To ensure proper filing system is available and maintained. Make sure the soft copies of the technical documents are kept in an organized manner. Make sure that regular back up is obtained and IT manager is encouraged to store the back up on reliable media Sub Recipient Management Responsible for all technical aspects in close coordination with project/program manager and other relevant support units of finance, logistic and admin. Timely monitoring and reporting of the SRs Close coordination and lead person for the technical aspects communication with the SRs.