Job Description
JOB TITLE: Deputy Programme Manager (DPM)
REPORTS TO: Programme Manager
STAFF REPORTING TO POSTHOLDER: Four (4) Technical Leads.
LOCATION: Kisumu with frequent field travel as the programme requires
DURATION & HOURS: Full–time & fixed term, renewable based on performance and
availability of funds.
PURPOSE OF THE ROLE
The Deputy Programme Manager will provide the technical leadership and operational
management in the Empowering Youth in Sustainable Aquaculture Markets and Jobs
creation program implemented by Farm Africa in partnership with Mastercard Foundation.
The programme aims to tap the potential offered by the aquaculture sector for
entrepreneurship and employment, building knowledge and capacity so that young people,
especially women, are attracted by the opportunities and growth potential offered by working
in aquaculture and mariculture. The programme will cover Kakamega, Kisumu, Homa Bay,
Busia, Siaya and Kilifi.
The Deputy Programs Manager plays a critical role in supporting and assisting the Programs
Manager in the effective planning, coordination, and execution of various components of the
program and initiatives within Farm Africa. The Deputy Programme manager will work closely
with the Programme Manager and four Technical leads in ensuring that the programme is
delivered to the highest standard of project donor contract management, compliance and
reporting, and achieves maximum possible impact as well as delivering value for money. The
post holder will offer technical leadership to for four (4) Technical leads in charge of
Aquaculture, Mariculture, Agronomy and Agribusiness. He/she will also be overseeing the
development of annual budgets, work plans and corresponding operational and procurement
plans, in line with donor contracts and Farm Africa internal financial policies and procedures.
The Deputy Programme Manager will work closely with Technical leads and team members
to coordinate program activities and ensure effective communication, resource allocation, and
timely delivery of programme goals under the guidance of the Programme Manager
He/she will oversee execution of the communications strategy, as well as periodic project
monitoring, Evaluation and Learning (whether according to the structured quarterly review
cycle, or on an ad hoc basis). He/she will assist the Programmes Manager in leading and
managing program teams and provide guidance, support, and direction to ensure the
successful execution of the programme activities and foster a collaborative team culture.
He/she will also ensure proper coordination of partners’ field activities and take lead in
stakeholder management. On a periodic basis s/he will deputise for the Programme manager
in his/her absence.
KEY TASKS AND RESPONSIBILITIES
Programme development, implementation and monitoring
To provide technical leadership and operational management of the program.
Ensure effective grant management with regard to outcome deliverables, budgeting,
financial management and reporting.
Support Technical leads to execute activity plans and associated programme milestones
are commensurate with the donor contract prerequisites and obligations.
Work closely with the Programme Manager to plan and coordinate for swift project startup, including but not limited to the following tasks:, recruitment of high quality project staff,
induction of recruited staff, identification and resourcing of office, transport and logistic
support, communication and reporting modalities and channels, and project
implementation planning workshops with full and realistic project work plans.
Ensure the highest standards of professionalism and administrative efficiency is achieved
in project closeouts/exits
Provide hands-on technical, operations management support to the Technical leads to
ensure the Programme is delivered according to the contractual requirement of donor.
Identify and solve problems and issues in the implementation of project management
systems and guidelines in conjunction with the Programme Manager.
Oversee the Programme’s Quarterly Review process and other mechanisms that technical
and implementation lessons are being learned across the teams, and adjustments made
to project design or methodologies accordingly.
Liaise with Technical leads to prepare accurate, realistic and effective data collection
plans, and implementation of the same.
Support and coach field teams to ensure ongoing and quality/impact improvements on
use of data and related adaptation of projects within agreed project frameworks and
contracts, identifying need for and arranging technical support as/when needed.
Undertake regular visits to project offices to attend internal meetings, monitor the
implementation of operations and identify support required by the technical leads.
Oversee effective communications within the programme and with other departments.
Financial management, compliance & governance
Support the Programmes Manager in developing and managing program budgets.
Assist in monitoring expenditures, financial reports, and making adjustments as
needed to stay within budgetary constraints
In collaboration with relevant Programme Manager, Technical leads and the Finance
team, the post holder will be responsible for the preparation and revision of a realistic
activity budget; authorising and monitoring expenditure in line with the budget and
donor guidelines, Farm Africa grant management and financial guidelines. This will
include mainly analysis of monthly expenditures against budget reports and quarterly
variance analysis reports on all budgets.
Work closely with the Technical leads and the Procurement Coordinator or
representative to develop quarterly and annual procurement of goods and services
plans and ensure the implementation of same for enhancing efficiency and
effectiveness of project implementation
Support the Programme Manager in developing and managing program budgets.
Assist in monitoring expenditures, financial reports, and making adjustments as
needed to stay within budgetary constraints
Reporting
Ensure timely and accurate donor and project reporting to the Programme Manager or
representative. This task includes the editing and review of narrative and budget reports
in readiness for submission, in close collaboration with other Programme Manager, Project
Coordinators and Programme Finance Coordinator.
Track all the donor reports deadlines and ensure that these are submitted in a timely
manner (both budgets and narrative reports etc).
Relationships management
Support partner assessments such as due diligence and partner risk analysis.
Support the smooth management of partner consortia, ensuring MoUs and FTAs are
adhered to and troubleshooting any operational glitches as they occur, reporting at
organisational level on corrective actions and lessons learned.
People management
Participate in the induction and training of programme staff.
Support processes that aim to ensure all Technical leads have clear work plans and
objectives and receive quarterly supervisions and reviews, and lead in organising the
quarterly review process.
Efficiently deal with any performance management and any issues that may arise with the
Technical leads.
Alongside the Corporate Services Manager and Finance Manager, provide intensive
support to ensuring adherence at project level to Farm Africa’s organisational policies and
manuals (Field Staff Handbook, Procurement and Finance Manuals, Security Policy, AntiFraud, Corruption and Conflict of Interest Policy, Safeguarding Policy, Communications
Protocols), etc.
Other
Provide cover for Technical leads in their absence when no other natural replacement
exists.
On a periodic basis s/he will deputise for the Programme manager during his/her absence.
PERSON SPECIFICATION
Essential Desirable
Education, qualifications & other knowledge
A postgraduate qualification in a relevant
subject;
Preferred background bachelor’s degree in
Agriculture/Fisheries/aquaculture/Mariculture
A minimum of 5 years project management
experience in Kenya and/ or another African
Country
At least 5 years senior management
experience
Exemplary written and spoken English
Excellent time management skills, with a
proven ability to prioritise between tasks,
deliver in a high-paced working environment,
and self-manage
Programme experience relating to
agricultural and environmental natural
resource management and sustainable
livelihoods and small economic activity
development.
Experience
Experience in working with the private sector
to achieve development outcomes
Experience in project design, proposal
development and project management
Experience of designing and implementing
programme monitoring systems
Experience of staff management and
commitment to staff development and team
building
Experience of organisational and strategic
planning processes
Experience of working with participatory
approaches to development and capacity
building of staff and stakeholders.
Skills & abilities
High level of analytical and conceptual
thinking
Computer literacy, including proven
experience with word processing and
spreadsheets.
Strong sense of integrity and personal
commitment to the goals and values of Farm
Africa
Excellent communication and team building
skills with the proven ability to train and
mentor staff successfully.
Ability to undertake unaccompanied travel
and operate away from the working base in
order to achieve objectives
Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa.
Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment
and developing businesses in rural Africa.
EXPERT: Expertise and insightful evidence-based solutions are at the heart
of everything Farm Africa does.
GROUNDED: Our teams and partners work closely with local communities,
engaging them in every level of decision-making.
IMPACTFUL: We deliver long lasting change for farmers, their families, and the
environments they live in.
BOLD: We model innovative approaches and are not afraid to challenge
strategies that are failing.