Terms of Reference Project Manager – Functional Review Implementation Support & Change Partner Somalia & Somaliland 94 views2 applications

Background

CARE Somalia has undergone a functional review process to align its finance and program support (operations) due to

1. Increase in the portfolio which is evidenced in win rate over the financial years due to changing funding and donor trends
2. Full relocation of all operational support functions from Nairobi Liaison office into Somalia in line with the Somalia government directive
3. Bring inefficiencies in the way these functions are currently structured to support programs.
4. Feedback from donors that CARE there are inefficiencies in some areas like donor reporting,
5. The inability for country offices to be able to flex and be agile according to changing scale and scope over time

The finance In-depth functional review was undertaken which has included the following;

• Clear problem statement definition for the specific context,
• Country office stakeholder consultations (monkey surveys and focused group discussions) to listen and capture the voice of the different units throughout the country office including Field Offices
• Workload/task analysis of current functions,
• Financial analysis and analytics to revalidate the qualitative processes

Sharing with Country Director optional structures based on all the review and analysis. Due to required change management in the restructuring, it is necessary to identify, project management support from outside of the country program in order to prevent conflict of interest and objectivity in all areas related to the restructuring process.

As part of the functional review process, a number of other areas have also been identified requiring review and bring additional efficiencies in the immediate and short term.

Out of scope

Program and other operations units (HR, Admin, Procurement and IT)

Key Responsibilities

As the project manager, support the Country Director by working with country office teams to

1. Working with DCD-Ops develop criteria that guide the development of the third and fourth layers of the structure set up supported by data and task analysis already done and those remaining tasks related to third and fourth layers, HR, Admin and Field office structures. The objective is to achieve the agreed set of functional review requirements and balanced workloads​
2. Work with the new team to design level four of Organogram and Field Offices/Hub structure using new data gathered in the country.
3. Work closely with people across Business Operations and other departments to ensure data, systems, integration, reporting, process and change for the Care Country Office are closely aligned to organizational needs.
4. Coordinate, lead and ensure alignment between different teams working on different change components (people; programs; systems, processes, and technologies; structures and functions; leadership and governance, etc.)
5. Remap key business processes (building on prior work of core team) and identify KPIs​
6. Identify processes for sequencing now and future improvement projects as part of the ongoing evolution​
7. Develop, revise and advise on the grading of JDs in accordance with the new structure​
8. Working with line managers coordinate the filling of the positions in the new structure​
9. Communicate about the accompanying new cost structure with the country director ​
10. Work with Finance to identify key cost savings
11. Monitor and assess the change​ using agreed key performance indicators and service level agreements between teams and departments to ensure accountability,
12. Conduct impact analysis, assess change readiness and work on appropriate strategies with management to counter resistance and ensure engagement of key stakeholders in the change process.

The project manager must also ensure

1. Functional Review Process meets required local legal requirements and that technical aspect of implementation are kept on track,
2. Support the country director in ensuring consistent communication and updates provided and that the communication plan updated on a regular basis.
3. There is a risk mitigation plan in place to ensure business continuity

Key Outputs:

1. New structure options/Organogram institutionalized and functional,
2. A report on the functional review of emerging issues that require management attention/implementation with recommendations,

Reference Documents

The project manager will reference all the documents developed throughout the functional review process.

Competencies Required:

• High levels of emotional intelligence and the ability to communicate with empathy
• Proven organizational skills in coordinating activities with the ability to focus on outcomes and thorough implementation of activities,
• Demonstrated problem solving, process improvement and decision-making skills,
• Proven ability to harness ideas and produce successful outcomes and the ability to work independently
• Ability to engage with a variety of stakeholders and to negotiate and influence effectively to build consensus and achieve objectives.
• Excellent ability to write reports and articulate complex issues in a clear and accurate manner to a variety of audience and stakeholders.

Other skills:

• Ability to clearly and articulately present concepts and strategies on a broad range of initiatives.
• Demonstrated experience in end-to-end project management, managing cross-functional initiatives and process/change management.
• Understanding of CARE business processes is an advantage.

Period of Assignment

Immediate – initial assignment will be for 3 months with a possibility of extension

Reporting to

Country Director

Budget

The CO will meet all the costs of the assignment.