Reports to: Director of Programs
Application Deadline: March 11, 2024
About this role
The Program Executive plays a key role in supporting the successful implementation of programs, ensuring adherence to project plans and objectives.
Key Responsibilities:
1. 1. New Project On-boarding: Support the Pillar teams with the processes involved in gaining approvals for new program interventions, onboarding implementing partners (IPs), and procuring the professional services required for successful implementation:
• Ensure full understanding of each newly conceived project and the project management support that will be required; work collaboratively with the team to develop plans and schedules for the onboarding process
• Assist with the preparation of all documentation required for the onboarding process:
1. Assist implementing partners and project teams with grant applications in compliance with Investment Committee standards and requirements.
2. Liaise between the project team and the procurement team in the development of Terms of Reference and partner selection criteria.
• Support the team in developing relationships with potential implementing partners; provide support to IPs as they navigate the onboarding process, ensuring that they are kept fully informed and given help with producing documentation to standard (if required)
• Support the team in liaising with key suppliers to ensure maintenance of good relationships and quality of service; liaise with the Legal Team as required to amend contracts and with Finance team to ensure timely payment once delivery has been made
• Provide support to the Pillar teams in entering projects into the program tracker ensuring that key activities and program milestones are comprehensively entered; liaise with the Operations Manager to ensure the involvement of the operations team is scheduled and coordinated
2. Program Implementation Support: Provide logistical and administrative support to the delivery of FSD Uganda Program Interventions; acting as part of the team in ensuring the results articulated in program plans are achieved
• Ensure full understanding of the work and annual plans of each pillar; take initiative to identify ways to reduce the workload of Pillar leadership through the provision of quality project management support
• Provide general research support by reading widely, keeping abreast of current events or news, relevant research and reading resources, emerging developments in the financial sector and the overall economy and sharing relevant information with the team.
• Assist the team in preparing presentations, reports, and other key programme documents; as well as editing and formatting documents as requested and in a way that complies with the FSD Uganda brand
• Support the program technical team in entering records of project progress into the program tracker, results tracking and knowledge management systems; alert the Pillar Heads to any delays or problems
• Assist the program technical team in developing and maintaining good working relationships with both internal and external stakeholders; serve as an information resource on status of project/products and respond effectively to queries from stakeholders
• 3. Record Keeping: Take overall responsibility in maintenance of all records of FSD Uganda Program Interventions. Setting up a proper and efficient filing system for both physical and electronic information
• Ensure that both physical and electronic records of all Pillar documents are well organised and stored securely, providing support to the team in maintaining comprehensive records and organising electronic scanning where necessary
• Manage the maintenance of all FSD Uganda Program paper-based record systems; ensuring that all documents required in a paper form for conformance with legal, regulatory or contractual obligations are stored effectively for easy retrieval
• Liaise with communication team to maintain the FSD Uganda Program contact database; including frequently scanning business cards from contacts and uploading into the master database
• 4. Executive Committee (EXCO) Support: Support the Executive Committee (comprising of the Executive Director, Director of Programs, Chief Operations Officer, and the Director of the Deal Flow Facility) in the discharge of their duties
• Manage the calendars of the EXCO to ensure that is no conflict in appointments and meetings
• When required undertake research in preparation of presentations, speeches and keynote addresses. This will among other tasks include drafting presentations, speeches and keynote addresses as per FSDU branding guidelines.
• Facilitate and manage the monthly EXCO meetings ensuring that agenda is set well ahead of time and the minutes are taken and shared in time.
• Liaise with the Administrative Assistant to ensure that all the logistical arrangements are in place for EXCO meetings and travel plans both within and without the country.
• Specifications For the Role
Qualifications
• Good quality bachelor’s degree from a recognised university
• Certification in Project Management (e.g., PMP/ PRINCE2) added advantage
Relevant Experience
• At least 3 years project management work experience; a focus on project administration will be an added advantage
• Proven, strong organisational skills, including the ability to self-start, prioritise and proactively respond to evolving/ unfolding demands
• Strong research and analytical skills
• Experience in managing processes and analysing information
• Demonstrably strong customer focus
• Excellent communication skills (written and spoken); able to interact with both senior and junior stakeholders both internally and externally
• First-rate knowledge of Microsoft Office applications
• Excellent skills in written and spoken English. Demonstrate good attention to detail with grammar, spelling and writing style that will appeal to key stakeholders.
• Team player. Ability to work effectively with colleagues across the organisation
Critical Technical Skills & Knowledge:
• Experience of working in a multi-cultural environment.
• Research and Data Analytical Skills.
• Understanding of monitoring and results management concepts and processes.
• Excellent spoken and written English language communication skills.
Behavioural Competencies or Character:
• Initiative & Decisiveness – Level 2
• Innovation & Value Addition – Level 2
• Drive for Results – Level 2
• Relationship Building – Level 2
• Communication & Influencing for Impact – Level 2
• Thought Leadership – Level 2
• Learning & Resourcefulness – Level 2
Job application procedure
Application procedure: Click here to Download and fill in the application form. Email it back with your cv only to fsducareers@fsduganda.or.ug
The email subject line should read Application for the Program Executive Position. Only shortlisted candidates will be contacted.
FSDU is an equal opportunity employer. Women, people with disabilities and others that fit the profile above are encouraged to apply.
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More Information
- Address Kampala, Uganda, East Africa
