Health Program Manager

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics and ethnic matters.

Today, PU-AMI is intervening in 25 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in protection, shelter, Health and food security and livelihood sectors.    

SUPERVISION

UNDER THE DIRECT SUPERVISION OF

Deputy Field Coordinator/Field Coordinator

UNDER THE TECHNICAL SUPERVISION

Health Coordinator

UNDER THE OVERALL SUPERVISION

Field Coordinator      

SUPERVISES

Deputy Health Project      Manager(s), medical specialist(s) , Health Information System Team Leader(s)    

OVERALL MISSION

1- GENERAL OBJECTIVE

The Health Project/ Program Manager has overall responsibility for the management of the team of field staff implementing PU-AMI Health projects. This includes ensuring the timeliness, high quality and effectiveness of all health activities, in accordance with the timeframe and procedures defined by      the different donors     .

1

The HPM –      represents PU-AMI before partners, authorities including local municipalities and local actors and communities involved in the implementation of health projects. The HPM also represents PU-AMI at a regional coordination level (e.g. Regional Health Working Groups).

The HPM works under the overall supervision of the Deputy Field Coordinator/Field Coordinator, both ensuring      that PU-AMI maintains an integrated approach to programming.

To perform this position successfully, she/he should be able to:

 Provide leadership for health interventions through coordinating the programmatic, technical, logistical and administrative aspects of the program(s), ensuring that program activities are delivered on time, on budget and to a high level of quality;    

1. Ensure proper and timely internal and external qualitative reporting on the targets achieved, including proper monitoring on the financial budgeting of different programs;

 Ensure the implementation of monthly meetings with the team and participate to the health coordination meeting.

 Team management of all operational staff within the project;

 Identification of technical support needs;

 Ensure capitalization of all aspects of the project.

2- RESPONSIBILITIES       AND TASKS

ROLE AND RESPONSIBILITIES

1. ENSURE THE      QUALITY ON THE IMPLEMENTATION AND MONITORING OF THE OVERALL HEALTH            PROGRAMS          

 Ensure that beneficiaries, Primary Health Care Center (PHCC) employees and local populations understand the projects’ objectives and participate actively in their implementation;

 Plan activities and ensures that activity timelines are met. In the event of       delays in project implementation, he/she immediately informs his/her superior and proposes solutions to remedy the situation;

 Work in close collaboration with the Health       Department (Health Coordinator, Deputy Health Coordinator(s) Pharmacist Specialist     , Community Health Specialist     ,  senior Medical Specialists                ) on the medical strategy for projects, the quality of activities (e.g. Instruments/tools to be use and developed), the technical choices to be made, and the reporting obligations and mechanisms;

 Track the defined performance indicators, report on progress to his/her line and technical managers and team, flag any difficulties encountered in project implementation, and propose improvements or reorganization depending on needs;

 Analyze data gathered through      health reporting tools and FFM tools      and propose alternatives to improve program/project implementation;

 Track the Quality and financial conditions outlines in the contract with partners. Responding rapidly to deviations or anomalies by flagging these up immediately to the line manager;

 Ensure follow-up and analysis of epidemiological morbidity data, in collaboration with the Health Information Team Leader, Medical Advisor and Health Coordinator;

 Leads needs assessments to be undertaken related to programs to ensure medical needs & service provision gaps, medical equipment, medications and medical consumables, in collaboration with the deputy Health PM           , Pharmacist(s), Quality specialist(s) and Medical Specialists     ;

 Complete regular visits to the field to ensure proper implementation of activities, to determine gaps and follow up on implementation by the field teams;

 Ensure the implementation of monitoring and/or evaluation processes according to the MEAL Strategy plan defined on project needs;

 Undertake monthly analyses and transmit the analyzed data to the Program Department (Grants and Communications Manager, MEAL Coordinator and Health Coordinator). Depending on the needs of the projects and/or the data collected, produce and disseminate reports of the monitoring and evaluation exercises to the relevant people;

 Ensure proper archiving of all the documents, tools and training materials produced in the context of project(s) and ensure the availability of the verification sources mentioned in the proposals or subcontract(s)       agreement;

 Update and Transmit the internal and external reports to the Deputy Field Coordinator/Field Coordinator and Health Coordinator while making sure to meet the internal deadlines for endorsement (Health reporting tools and FFM     ) and the external contractual deadlines;

 Liaise closely with Finance and      Administration       department to ensure that financial spending is on track and according to initial      estimations;

 Guarantee the suitability of programs and their accordance with the Health Policy and framework of operations of PU-AMI. Submit any request for advancement into new medical activities to the related person in the health      Department      .

1. SUPERVISE THE MEDICAL TEAM

 Familiarize himself/herself with the Internal Rules and Procedures of PU-AMI for the mission, and ensure that they are known and respected by the team;

 With the support of the Administrative and human resource Department, propose job profiles if requested or prepare/review job descriptions for members of the team if needed under the delegation of Health Coordinator/Deputy Field Coordinator/Field Coordinator ;

1. Participate

          actively in the hiring process for new staff (shortlisting, interviewing, testing, etc.), as well as in any decision related to the termination of employment contracts of any member of his/her team;       Ensure each of the team members has a clear vision on targets and tasks to be perform to ensure the smooth development of program activities (     updated Key staff work plan     );

 Ensure that each of his/her team members is provided with written performance appraisal once every six month and at contract termination;

 Create coordination mechanisms specific to the team and ensure proper program implementation and direct staff supervision on major tasks/roles ensuring high quality implementation;

 Identify the training needs of the team and address them (organizational and medical support, methodology, organization of training sessions, etc.);

 Participate in  c     onstructing the organizational chart of the health department at the base level team in coordination with Health Coordinator and the Deputy Field Coordinator/Field Coordinator;                                        

1. ENSURE LOGISTICAL AND ADMINISTRATIVE SUPPORT FOR THE MEDICAL PROGRAM

 Address his/her logistical needs to the logistics department (base level), in line with available budgets and in coordination with the Deputy Field C     oordinator/Field Coordinator;

 Take into account the time and logistical constraints of the mission, as well as the purchasing rules specific to the programs, in order to ensure that his/her requests are realistic in light of procurement timelines;

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 Ensure the PHCCs receive requested supply of medications and medical consumables and Non Food Items which comply with donor and internal regulations;

 Communicate to the Logistics Manager on a weekly basis his/her needs related to vehicles and communication equipment for the implementation of program/s;

 In coordination with the Logistic Manager, organize the logistical components of his/her programs (delivery, distribution, on-site storage, etc.);

 On a bi-weekly basis provide the Admin Manager with all information necessary for the development of cash flow estimates specific to his/her program(s);

 Ensure that the monthly budget lines follow up of the program(s) falling under his/her responsibility is up- to-date, participate in analyses, detect possible anomalies, and propose adjustments in budget forecast to the Admin Manager.

1. REPORTING

      Serve as the primary point of contact on health program implementation issues;    

Ensure that all data is operationally accurate before sharing with the Deputy Field Coordinator/Field Coordinator/health coordinator while meeting deadlines;

 Provide and ensure timely, properly written monthly project narrative and quantitative (including financial reports);

• Be responsible of filling the Monitoring Tool according to the indicated guidelines
• Draft and deliver routine and ad hoc reports when needed to understand various aspects of the project’s outcomes;
• Monitor and report any trends concerning project implementation through the reporting tools and SOPs
• Identify, lead, and oversee project's reporting needs to establish an effective reporting cycle and report for any delay during the project implementation
• Provide summarized feedback reports for lessons learnt and opportunities to improve project
• Translate donor’s requirements into reporting deliverables;
•      Ensure that all data is operationally accurate before sharing with the Deputy Field Coordinator/Field Coordinator/health coordinator while meeting deadlines;
•      Be responsible of filling the Monitoring Tool according to the indicated guidelines;
• Monitor and report any trends concerning project implementation through the reporting tools and SOPs;
• Draft and deliver routine and ad hoc reports when needed to understand various aspects of the project’s outcomes;
• Assist in monthly and quarterly data analysis and provide feedback;
• Identify, lead, and oversee project's reporting needs to establish an effective reporting cycle and report for any delay during the project implementation
•  implementation.

1. ENSURE THE REPRESENTATION OF PU-AMI TOWARDS HEALTHCARE PROVIDERS

 Represent the organization towards local actors involved in the implementation of medical programs, and ensure that good relations are maintained with each of them, respecting the principles of neutrality and independence of PU-AMI;

 In agreement with the Deputy Field Coordinator/Field Coordinator, attend external meetings on relevant medical matters when they take place, and participate actively;

 In the event of visits from Donors, participate actively in the preparation and the smooth organization of the visit in agreement with the Deputy Field Coordinator/Field Coordinator.

• Participate in the monthly Health meeting, base meetings and any ad-hoc meeting(s) when necessary;

1. ENSURE THE SAFETY OF PROPERTY AND PEOPLE

 Ensure that the safety plan is known by the team falling under his/her responsibility, and that safety rules are respected;

 Contribute to data collection on safety issues in his/her field of operations and disseminate them to the Deputy Field Coordinator/Field Coordinator and/or Security Manager focal point(s)      or on an ad-hoc basis if urgent;

 Ensure that project(s), methodologies, or selection criteria do not place beneficiaries, PU-AMI staff or any other persons in harm’s way. Alert the Deputy Field Coordinator/Field Coordinator and/or Security focal point(s)      without delay, in case of impending danger to teams or beneficiaries;

 Ensure that members of his/her team and daily paid workers as the case may be, are provided with safety gear adapted to their activities (for example: PEP kits (post-exposure treatment kits], gloves, etc.)).

1. CONTRIBUTE TO THE DEVELOPMENT OF NEW PROPOSALS

 Participate in identifying health-related needs, in coordination with the Deputy Field Coordinator and Field Coordinator;

 In the context of identifying new operations, and together with the Deputy Field Coordinator, contribute to the preparation of project proposals for the Health sector;

 Participate in the strategy development of the mission.

1. BUDGET

 Manage expenditures related to specific grant (e.g. budgetary forecasting for a PHCC implementing the Flat Fee Model on health financing);

 Ensure follow-up and control of his/her budget area;

 Analyze and propose solutions for reallocation if needed, after receiving a monthly updated budget follow- up from the Admin/Finance Department;

 Approve expenditures and re-allocations within his/her budget area(s);

 Plan and monitor expenditures to take place during the grant period;

 Address his/her cash forecast according to his/her budget areas;

 Avoid any over or under expenditures at the end of the grant.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

3- PRIORITIES OF THE DEPARTMENT

• Successful implementation of the mission health program in response to the Syrian crisis in Lebanon
• Strong partnerships with local and international organizations in the health sector
• Strong monitoring of the health context and ensuring appropriate response
• Conduct regular meetings with the team and coordination team.

QUALIFICATIONS

MANDATORY REQUIREMENTS

• Language skills: Fluent in English and Arabic, (speaking/reading/writing).
• Education degree: Bachelor degree required in Health sector (Nurse, Medical Doctor, Paramedical or another relevant area); Master degree or related qualification preferred in Public Health or in relevant field of required expertise/field.
• Work experience: General management experience, minimum of 5 years’ experience in the Humanitarian sector working with vulnerable populations      (refugees, displaced persons) or health/Public Health project management, interest in health financing and research. Proven experience in the lebanese health system working with local and International NGOs. Experience in pharmacy management. Knowledge of the project cycle management and logical framework; ability to monitor activities’ indicators.