Program Operations Support Manager

Experience Needed :  At Least 5 Years  

Career Level:  Manager  

Education Level:  A university degree in business or a related field and relevant experiences and abilities, such as an MBA, are preferable . 

Contract LENGTH : One Year 

Location :          Cairo - Maadi 

Background

Life Makers Foundation Egypt (LMF) is a national Egyptian registered charity that works under the Egyptian NGOs’ Law, and it has a registration number of 5123 for 2013. Since its establishment in 2011, LMF works on youth development to build their capacities to develop their countries and respond to the current and potential humanitarian needs and disasters. LMF adopts the core principles of humanity, neutrality, impartiality, and independence in its operations and programming to ensure the provision of assistance with no regard to ethnicity, religion, race, or any other consideration and proportional to need.

LMF is a youth-led organization that works in 24 Egyptian governorates through its direct program implementation and partner organizations. The Foundation was established in 2011 and works in education, health, livelihoods, food security, and basic needs sectors.

Life Makers is a voluntary, non-governmental, non-religious, non-political, and non-partisan movement that mobilizes the best human spirit to alleviate suffering and protect life and human rights. It provides development and humanitarian interventions for the most vulnerable, preserving their dignity and ensuring participation.

JOB PURPOSE:

The Program Operations Support Manager ensures the smooth execution of programs and projects, overseeing their daily progress to guarantee timely and efficient completion. They collaborate with diverse stakeholders, keep meticulous project schedules, promote effective communication, and proactively resolve challenges. Furthermore, they establish and implement operational procedures, ensure adherence to organizational standards, and offer administrative assistance to project teams.

KEY AREAS OF ACCOUNTABILITY:

•       Understanding projects objectives.

•       Monitor the project's results by adhering to project management methodology.

•       Monitoring projects’ activities by applying project management knowledge, skills, tools, and techniques to project activities to meet the project deliverables.

•       Gathering and archiving lessons learned and all project’s documentation to maintain department records and enhance performance.

•       Follow up on the project progress with the support team regarding the running project.

•       Develop data analysis and reports for projects.

•       Manage the Lessons Learned repository at the project level; attend Post-Project Review meetings to identify key areas of improvement to be captured in the repository.

•       Organize workshops to identify areas of improvement for projects, documenting recommendations.

•       Ensure constant development of the processes and templates throughout the projects’ lifecycle.

•       Monitor and report on the progress of the projects to the COO.

•       Identify sources and gather and compile data and information to prepare documents, guidelines, and other materials as required.

•       Create and maintain files of correspondence/documents and electronically received information and ensure up-to-date filing. Maintain hard and electronic copies of the office records and reference files on various subjects. Ensure the safekeeping of confidential materials.

Support in Proposal Writing

·         Contribute to developing and refining high-quality project proposals in coordination with the proposal writing team.

·         Collaborate effectively with cross-functional teams to gather relevant data, conduct needs assessments, and integrate feedback from key stakeholders.

·         Assist in creating detailed project budgets, timelines, and risk assessments.

Team Capacity Building

·         Deliver comprehensive training sessions and provide individualized coaching to project managers and team members.

·         Focus on best practices, established methodologies, and practical tools for project management.

·         Identify skill gaps within project teams and develop targeted training programs to enhance their capabilities.

·         Facilitate workshops and knowledge-sharing sessions to foster continuous learning and professional growth.

·         Work closely with project teams to identify performance challenges and implement improvement strategies.

·         Provide guidance and support to ensure projects are executed efficiently and achieve desired outcomes.

·         Serve as a mentor and guide project managers and team members.

·         Foster a culture of collaboration, knowledge-sharing, and continuous improvement.

Reporting:

·         Prepare comprehensive narrative and statistical reports on the progress, outcomes, and impact of programs and projects.

·         Ensure that all reports are accurate, well-organized, and submitted on time to internal and external stakeholders, including donors, partners, and management.

·         Collaborate with project teams to gather necessary data, insights, and feedback for inclusion in reports.

Documentation Management:

·         Oversee the documentation process for all programs and projects, ensuring that all documents are accurate, up-to-date, and systematically filed.

·         Develop and implement a structured approach to document management, including version control, document sharing, and archiving.

Ensure that all project documents are stored securely and are easily accessible to authorized personnel.

CORE COMPETENCIES AND SKILLS:

Achievement focused:

·         Follow the Results-based management (RBM) in achieving planned goals and objectives.

Working Smart:

·         Achieve more in less time.

·         Balances between work and personal life to ensure the sustainability of high-quality performance.

·         Able to contribute and create a participatory, enjoyable, fulfilling, and rewarding work environment.

Accountability:

·         Holds self-accountable for making decisions and managing resources efficiently.

·         Holds the team and partners accountable for their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved.

Ambition:

·         Set ambitious and challenging goals for themselves (and their team), take responsibility for personal development, and encourage others to do the same.

·         Widely shares their vision and engages and motivates others to contribute to the bigger vision of LMF.

·         Future orientated thinks strategically

·         Thinks globally and acts locally.

Collaboration:

·         Builds and maintains effective relationships with their team, colleagues, members, external partners, and supporters.

·         Values diversity sees it as a source of competitive strength.

·         Approachable, good listener, easy to talk to

Creativity:

·         Develops and encourages new and innovative solutions.

·         Willing to take disciplined risks.

Integrity:

·         Honest, encourages openness and transparency.            

EXPERIENCES:

·         A university degree in business or a related field and relevant experiences and abilities, such as an MBA, are preferable.

·          Minimum 5 years in a similar position.

·         Excellent in written and spoken English.

·         Application and intermediate knowledge of office practices and procedures.

·         Effective phone etiquette skills. Must be able to communicate effectively in both written and verbal form.

·         Excellent computer skills, including MS Office & excellent knowledge of MS Visio.

.       Numeracy skills and a solid understanding of data analysis methods.