Program Manager

JOB DESCRIPTION

RESPONSIBILITIES
Strategic Planning and Implementation

· Work with the Country Manager to create and/or update strategic work plans on an annual and multi-year basis, re-evaluating as is necessary

· Develop and ensure effective systems to track progress, and regularly assess program components, so as to measure successes that can be effectively communicated to internal and external stakeholders

· Manage program and/or activity budgets as assigned

· Assist in resolving issues that comes up during project implementation

· Work with the Country Manager to develop strategic relationship and partnership with key stakeholders at National, Regional and District Level

· Interact, build and nurture effective working relationships with relevant NGOs, United Nations Agencies, and Civil Society Organizations in order to foster coordination, collaboration and partnership

· Collaborate with the HQ education department to continuously seek out further training, education and collaborative opportunities with all partners, ensure to involve education team as much as possible to build local healthcare professionals and volunteer teams

Medical Missions/ Fact Finds/ Education Trainings/ Strategic plan for programs:

· Help develop a strategic plan for surgical delivery programs within Ghana (missions, surgical rotations etc)

· Provide direction to programs implemented by the foundation

· Oversee the efficient and effective day-to-day operations while maintaining a working knowledge of significant developments and trends in the field

· Fact Finds and assessment trips to set up and prepare for programs in new sites for missions

· Oversee the planning, implementation and evaluation of programs and services; This includes extended, roaming post- operative trips associated with medical missions

· Work in collaboration with OSI and the research and outcomes department to formulate research proposals and projects, support in getting the research approved by IRB and finding of implementing partners in each country to assist with research. Support foundations with communication of research results and implementing of any suggestions from information gathered

Patients

· Work closely with Patient Coordination team to implement a National Registry in Ghana, involving additional stakeholders and partners, both public and private

· Oversee patient recruitment efforts and support in the maintenance of the patient registry

· Work directly and manage the Patient Coordinator in his/her team of regional coordinators in the efforts to recruit patients

· Work collaboratively with the Patient Coordinator to manage the development and continuation of nutrition programs for patients pre and post mission

Volunteer Management

· Support the program coordination team to recruit new volunteers for the foundation and facilitate their credentialing process

· Work with program coordination team to manage volunteer needs and set expectations prior to both local and international mission placement

· Manage and keep on file the participation of medical volunteers in missions outside Ghana, assisting with logistics (flights/visas/paperwork) and keeping track of their goings and comings

· Work with the programs team in helping to facilitate medical volunteer’s participation and in helping with non-medical volunteer’s involvement in workshops and conferences outside of Ghana

· Working with the Country Manager for volunteer management and to develop a rewarding system (volunteer retreat, volunteer of the quarter etc.)

Data Collection and Reporting Coordination:

· Ensure that field-based and facility M&E data volunteers have the tools, access, and training necessary to perform their duties optimally. Support in problem-solving challenges.

· Engage program teams on a weekly basis to discuss challenges with data collection, analysis, and reporting.

· Prepare and develop systematic and realistic M&E implementation plans that outline processes for the capturing of quantitative and qualitative data to report on project performance indicators, and with input from the programs team finalise for approval by the Country Manager.

· Coordinate the implementation of baseline surveys.

· Review and adapt existing, or develop new, project reporting templates that facilitate the effective collection of data and aggregation of information.

· Compile data from all Operation Smile Ghana projects ensuring data is at the agreed levels of quality standards.

· Maintain effective information databases for projects.

· Compile reports and verify data, validating the accuracy of reports generated from projects. prior to submission to donors on a quarterly and annual basis or as directed by the Country Manager. 

· Provide facility level M&E reports to the program on technical focus areas 

Data Quality Improvement:

· Conduct monthly data quality assessments/audits to identify data quality improvement and training needs.

· Develop facility data quality improvement project plans.

· Work closely with the data collection volunteers, and Technical Advisors to implement data collection and data quality improvement plans.

· Measure and report data quality improvement project progress and outcomes

· Support the Country Manager on regular data quality drives, setting targets to reduce data capturing and reporting mistakes.

· Provide supportive supervision on data entry and capturing processes to the M&E Data Collectors

Support to Program stakeholders 

· Key stakeholder management and support with regards to Speech on Wheels Project stakeholders, University and other Hospital and Health stakeholders

· Collaborate with the Country Manager to resolve any difficulties with program activities and program compliance.

· Contribute to the development of guidelines and standards for the implementation, monitoring and evaluation of all project interventions.

· Ensure adherence and compliance with relevant norms and policies.

· Actively identify successful activities and interventions and working with the Country Manager, develop lessons learnt and document these.

· Organise and coordinate regular lessons, learnt workshops to contribute to knowledge sharing and improved data driven decision-making.

· Facilitate implementation of key community capacity building initiatives to ensure community-based monitoring and evaluation.

Partnership Development, Marketing and Media

· Assist in creating networks and support to ensure smoothly run, safe, and cost-effective medical missions with new and existing private and corporate partners

· Work with Country Manager to obtain coverage and recognition for Operation Smile missions, fund-raising events, board members, and major donors

· Work with incoming media who may be a part of mission teams. Provide feedback on all media coverage to the OSI Communications Department

Internal Communication and Collaboration

· Provide support and maintain communication with the other team members and local partners during the planning, execution and follow-up phases of programs

· Work with Regional Medical Officer and Medical Advisory Board to ensure Global Standards of Care are communicated to all parties involved and made the essential priority to ensure safe, successful missions and program facilitation at all times

· Ensure clear communication with various departments for planning of any program activities, surgical or training events and support foundation in the implementing thereof

Financial Management

· Ensure and monitor the allocation of resources in the most efficient and cost-effective way while aiming for the highest quality of implementation

· Monitor on monthly basis actual expenditures and compare them with the implementation model, budget requirements, review the budget if needed with Country Manager and Regional Director

  Business Operations

· Work with Regional Director, Regional Program Manager and OSG office and HQ supporting team, on creating and overseeing of relevant budgets

· Work with the HQ education department to support in the development and implementation of training materials or new policies and procedures

· Monthly, quarterly, semi-annual, annual and other program and financial reports prepared and in placed and documented in time aligning with project design and donor requirement

· Develop reports as and when required

· Qualitative reporting and implementations models ensured

· Capture evidence of good practices in regular basis

· Lead the recruitment process in the Project team whenever the case arises to hire new staff to manage the projects

Requirements

• Advanced university degree in Public Health, Healthcare Administration, Business Administration, Information Science, or other relevant fields.
• Experience working in the healthcare non-profit sector or for-profit sector working with non-profit organizations required.
• Project Management experience required, and certification preferred.  
• At least 5 years of experience with increasing responsibility in management positions. 
• Experience with boards of directors, government officials or corporate leaders preferred.  
• Demonstrable management of workforce and HR requirements. 

Competencies: 

• Strong Leadership skills with previous experience leading diverse teams. 
• Strong fiscal skills being able to demonstrate ability to plan, manage, and execute budgets. 
• Strong demonstrable implementation skills specifically with programs. 
• Understanding of the Ghana healthcare environment and associated challenges. 
• Highly organized and self-motivated.  
• Oral, written, and presentation language skills are required in English.
•  Able to work diplomatically in a global team-based environment that includes medical professionals, and volunteers. 
•  Able to accept newly assigned projects or duties as they become necessary.