Position Summary
The Senior Manager, Program & Award Management (SMPAM) will work closely with ICAP headquarters and country staff to design and implement analyses, processes, resources and tools that support improved project operations. This role will also support Country teams to directly mobilize new projects, ensuring they are established in compliance with project terms & conditions, regulatory compliance, mitigation of business risk, and adherence to Columbia University (CU), Mailman School and ICAP policies and procedures. This is a dynamic position that requires a combination of skills in project operations, grants administration and knowledge management. The SMPAD provides strategic guidance to the Project Director, project team, and home office staff to establish efficient and effective project management and implementation strategies, navigate challenges, and solve problems. The SMPAM is knowledgeable about donor requirements, contractual requirements, and ICAP and Columbia policies and procedures and provides guidance to the project team to ensure compliance and the use of best practices.
Responsibilities
Project Operations, Implementation Support and Award Management Functions (45%)
- Provide project-level oversight of and support to all activities, outputs, and outcomes related to project management and award administration, including development of project budgets and monitoring of expenses, establishment of detailed operational work plans based on timelines, execution of subaward and service agreements, procurement, and disposition of materials, supplies and equipment, coordination of award actions, expenditure analysis, and internal CU and funder reporting.
- Oversee the planning and implementation of operational start-up activities for projects. Support the establishment of project financial accounts within the Columbia University financial system of record and project briefings with ICAP principal investigators (PIs), program and finance teams, country office staff, and other stakeholders, as needed, to ensure proper and timely launch of new projects in accordance with terms and conditions set by the donor.
- Oversees and manages the development, review and submission of all post-award project requirements including all award actions and prior approvals.
- Manage close-out process for projects, ensures required documents are developed, and manages the overall close-out timeline.
Oversee all project-related budget projections, coordinate routine analysis of project expenses, and lead internal ICAP processes to plan for and address any necessary budgetary adjustments. - Actively participate in the technical coordination of projects, monitoring for optimal performance against targets, deliverables, and budgets.
- Track, monitor and report on project status with project staff in country offices and ICAP New York to ensure projects meet technical and programmatic targets. Coordinate and document team calls and meetings.
- Collaborate with Project Director to ensure effective implementation and coordination of project activities and monitor progress toward the achievement of project goals and objectives. Troubleshoot to identify, prevent and resolve potential implementation, financial, procurement, and personnel challenges, and review outputs for quality control.
Strategic Planning, Support and Knowledge Management (50%)
- Assists the Project Directors and other ICAP New York leadership with strategic management support to ICAP country offices and New York teams by facilitating regular engagements with Country Directors and office management teams
- Serves as a key liaison between country offices and New York units and project teams for planning and implementation of projects
- Develop and facilitate use of common best practices, tools and knowledge sharing related to program operations, project mobilization, and donor operations;
- Develop and implement systems and best practices for managing cooperative agreements, grants, contracts, and sub-awards;
- Lead the continuous improvement and development of key donor operations manuals;
- Lead initiatives and develop tools and templates to improve key project management responsibilities, such as donor reports, work plans, and budget management;
- Supports the drafting and tracking of country-specific business development plans and strategies focused on diverse donors;
- Organize and facilitate operations-focused meetings and trainings regarding knowledge sharing or the deployment of new tools and resources.
Performs other duties, as assigned (5%)
Minimum Qualifications
- Bachelor’s degree or equivalent in education, training or experience
- 5 years of progressive experience and demonstrated proficiency in the management and/or coordination of projects within the global health and development sector.
- Demonstrated project management, strategic planning, and award management skills with the capacity to think strategically, to facilitate actions to be accomplished across matrixed organizations, to work in multi-cultural settings and with a high degree of independence;
- Experience with programs supported by the U.S. Government, other global bilateral organizations or private funders (i.e. Global Fund, UN agencies and/or other major donors);
- Experience working with complex programs involving short deadlines and multiple tasks, in coordination with multiple partners to achieve program results;
- Strong interpersonal, communication, organizational, analytical, and leadership skills;
- Excellent skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
Preferred Qualifications
- Master’s Degree in Public Health, Public Administration, International Affairs, Management, or related fields preferred
- 7+ years of progressive experience and demonstrated proficiency in the management and/or coordination of projects within the global health and development sector.
- Capacity to write and speak French or Portuguese
- Excellent technical skills in writing, editing, formatting, research, and negotiation
- Experience working in resource-limited settings.
Other Requirements
- At least two domestic and/or international trips per year.
