Development Manager
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Employee Contract Type:
Local - Fixed Term Employee (Fixed Term)Job Description:
WORLD VISION VANUATU
POSITION DESCRIPTION
KEY POSITION INFORMATION
Position Title
Development Manager – [write project/ programme name]
Grade
13 (HAY)
Reports To
Area Program Manager
Department/Group
Operations
Location
[Write location & name of Area Programme]
ABOUT WORLD VISION
World Vision Vanuatu is a Christian humanitarian organization dedicated to working with children, families and communities to overcome poverty and injustice. Since 1981, we have been working to transform communities through delivering programming in education, health care, water, agriculture and sustainable livelihoods. In line with the Vanuatu Government’s development vision for the next fifteen years, ‘Vanuatu 2030: The People’s Plan’, World Vision - in partnership with communities - deliver programs that are relevant, cost-efficient, effective, and make a lasting difference.
World Vision Vanuatu currently delivers programs in four of Vanuatu’s six provinces: Shefa, Sanma, Torba and Tafea. These programs address resilient livelihoods, which includes agricultural and economic development, waste management and disaster risk reduction; inclusive WASH, which integrates inclusive water, sanitation, health and nutrition; and ending violence which focuses on positive family relationships and the elimination of gender-based violence.
PURPOSE OF THE POSITION
The purpose of this position is to manage the [write project/programme name] in [write location] contributing to the achievement of the [write overall project/programme goal] by:
- Managing project activities within the respective Province, including planning, implementation, monitoring, reporting and some budgeting responsibilities, to ensure World Vision delivers high quality outcomes on time and within budget
- Managing program/project staff including capacity building, performance monitoring and day to day operational support
- Working in partnership with Provincial stakeholders and communities to ensure that World Vision is delivering relevant and high quality programs in a sensitive and professional manner.
Major Responsibilities
Results Expected (What success looks like)
Time Spent
Effective Management of Project Activities
35%
Lead the project team to ensure that implementation is timely, in line with the agreed action plan and is of high quality
World Vision delivers high quality project outcomes on time and within budget.
Community is satisfied with the project activities and outcomes
Ensure communities have well communicated feedback processes in place and any issues or feedback are addressed appropriately, drawing on management support when/if required
Community feel satisfied that feedback and issues are addressed
Lead the development of the detailed implementation plan for the project and regularly monitor progress according to plans
Detailed Implementation Plans are realistic and project team clearly understand the sequence of project activities
Work with project teams to develop quarterly procurement plans to support Detailed Implementation Plan
Procurement of goods and services is timely and within project budget
Submit monthly funding requests to the Manager ensuring no delay to project activities.
Project activities are delivered on time
Proactive and regular communication with Manager to provide progress updates, raise issues/concerns and possible solutions, timely request for assistance if needed, and share successes.
Significant deviation from plans and potential issues are documented and communicated with the Manager in a timely manner.
Program Quality and Reporting
25%
Lead team-based monthly reflection, monitoring and planning (MRMP) activities and oversee the preparation and submission of MRMP reports
Project team are actively engaged in the MRMP process by contributing to project planning and reflection.
High quality MRMPs are submitted on time to relevant managers and matrix managers.
Ensure monitoring of project outputs and recording of beneficiaries is carried out to a high standard and on a regular basis including collection of data using appropriate tools
Variances in monitoring data and areas for improvement are identified, reported and addressed
Oversee the collection of data ensuring the use of appropriate tools.
Data is collected using appropriate tools to ensure WVV’s donor reporting is accurate and timely.
Compile and present progress reports at internal and external meetings as required
Project progress information is easily retrievable from project files and is clearly communicated to relevant internal and/or external stakeholders when required.
Contribute to quarterly, annual and project end reports to donors
Existing project information and project team input is shared with PQ Department/Portfolio Manager on request to enable high quality and accurate reporting.
Track project expenditure to ensure it does not exceed agreed budget and inform Manager of any significant budget variances.
Monthly review of Project Spending Reports is undertaken; overspends/underspends are noted in MRMP reports; and Manager is aware of significant variations in spending.
Staff leadership and management, including capacity development
20%
Provide leadership in the day to day management, development and well-being of project staff
Teams are effectively supervised and managed, including open communication and strong understanding of projects being implemented.
- Positive team culture is fostered and team members feel confident and comfortable sharing challenges and learnings.
- Direct reports all have current performance agreements in place that are appropriate for their position.
A culture of learning and professional and personal development exists within the team.
Support staff when performance is not meeting expectations in a timely manner with records kept
Facilitate regular team meetings to keep staff informed, engaged & provide space for team discussions/questions/challenges outside of the monthly reflection process
Support staff to develop annual performance agreements including setting performance indicators and performing appraisal discussions with staff.
Identify staff capacity-building opportunities (including internal and external learning and development options) and support the team to create time and space to participate in these opportunities.
Support timely recruitment and orientation for vacant positions.
Build effective partnerships with stakeholders
10%
Proactive engagement with community leaders and other external stakeholders as required to ensure support for project activities, including facilitating conflict resolution and escalating to World Vision management as appropriate.
Strong relationships with communities and partners are established and maintained including encouraging open, honest and regular communication.
- Communities and partners are supportive of the World Vision activities.
World Vision maintains a reputation for quality project implementation and integrity with all communities and stakeholders with whom we work.
Serve as community liaison between World Vision and local governmental representatives and community leaders
Monitoring and delivering on key aspects of MOU Agreements with stakeholders
Represent World Vision at key stakeholder meetings e.g. government, donors, local and international NGOs and community-based organisation etc.
Pro-actively share communication points (clear on target project messages) with Comms for review/approval before taking part in any media interview
Administration
10%
Cash advances, financial acquittals and travel authorisation requests are fully completed and sent to Area Programme Manager/Support Services in a timely manner and demonstrate accuracy and efficient use of WVV funds in line with work plans. Any fraud or suspected fraud is reported directly to management after discovery.
All financial, travel and procurement documentation is completed and submitted in accordance with audit, donor and organizational requirements ensuring no delays to project activities
Perform regular checks to verify that all project documentation is completed and filed including MOUs (electronically and hardcopy as required) for operational matters and in accordance with audit/donor/organizational requirements
Shared project filing is being updated with all relevant documentation on a regular basis and WVV Management are able to locate relevant documentation as required for reporting and audits.
Other
[As required]
- Disaster Response: able to deploy as required in the event of an emergency response.
Adequate response for emergency activities is provided.
KEY ACCOUNTABILITIES
No. of Direct Reports:
[write how many direct reports this position will have]
Positions Supervised
[write the job title/s of the positions that this role will supervise]
Reports to:
Area Program Manager (APM)
Other Reporting Relationships:
WV Vanuatu Matrix Manager: [write the Portfolio Manager/Matrix Manager]
WV International Matrix Manager: Nil
Financial Authority
Program Related Purchases: 50,000 vatu (according to WVV Levels of Authority Policy)
Decision Making Authority
Accountable for decisions within the scope of budget to achieve outcomes of the program/project.
WORKING RELATIONSHIPS:
Contacts
Reason for the Contact
Expected frequency of contact
Internal
Field/Project Staff
Area Programme Manager
Portfolio Manager
Finance Department
Procurement and Logistic Department
P&C Department
Operations Department, Program Quality Department, Country Director
Supervision, management
Support, guidance, direction
Support, guidance, direction
Expenditure, payroll, ITC
Travel, goods and services
Personnel records, recruitment performance, training
Escalation of issues, guidance,
Daily
Several times per week
Weekly
Weekly
Weekly
As required
As required
External:
Community members/leaders
Area Council/Provincial government representatives
Community Based Organisations, NGOs, Partners
Engagement, mobilisation,
Advocacy, partnerships
Daily/Weekly
Monthly
Monthly
ATTRIBUTES OF IDEAL CANDIDATE
The following knowledge, experience, skills, and abilities are required to successfully undertake this role and may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.
Education
Secondary school education and/or relevant qualification or equivalent work experience
Essential
Knowledge & Experience
At least 2-3 years’ experience in managing projects, including planning, monitoring, report writing, financial management
Preferred
Experience a specific sector (write name of sector/s required eg. Water & Sanitation, Health, Social Work, Agriculture, Gender)
Preferred
Skills & Abilities
Strong planning and organizational skills and ability to solve problems, prioritize and handle multiple tasks
Essential
Ability to work gracefully under pressure and lead teams in situations of insecurity and uncertainty
Essential
Ability to analyse data and compile simple reports
Essential
Positive, ‘can-do’ attitude
Essential
Demonstrated ability to interact, work well and build strong relationships with people, partners and communities
Essential
Intermediate level computer skills including an email system and Microsoft Office application (e.g. Word and Excel)
Essential
Self-motivated and able to work without daily supervision
Essential
Very good written and verbal communication – fluency in English and Bislama
Essential
Work Environment
Office based position with regular visits to communities and stakeholders/partners
May require occasional travel to other Provinces
Core Competencies:
In addition to meeting the above technical and educational job requirements, candidates will be assessed on demonstrated behaviours from each of these Core Competencies
Be Safe and Resilient Build Relationships Learn and Develop Partner and Collaborate Deliver Results Be accountable Improve and Innovate Embrace Change
Prepared by: Kaylene Benson
Date: 29 November 2019
Reviewed by: Janet Collins
Date: 2 December 2019
Hiring Manager: [write hiring manager name]
To be revised: 29 November 2021
Applicant Types Accepted:
Local Applicants Only