Regional Technical Support Manager African Medical and Research Foundation (AMREF)
Regional Technical Support Manager
Role
The Regional Technical Support Manager is a senior technical expert who ensures the efficient and effective implementation of the TSF’s short term technical assistance portfolio and is responsible for monitoring the performance of technical support delivery at a level of at least 50 technical projects per year. The key function of this position is to manage and strengthen quality assurance protocols and processes of the TSF, ensuring that all assignments are guided by international best practice and that all TSF deliverables, inclusive of consultant reports, are of the highest possible technical standard. The RTSM ensures that TSF consultants apply appropriate methodologies and internationally agreed frameworks during assignment delivery and also reviews outputs for technical proficiency and TORs compliance. As such the incumbent has an in-depth understanding of GFATM grant implementation bottlenecks and challenges at the country level as well as very high level competencies in the latest methodologies and tools used in HIV/AIDS programming across a broad range of technical areas, specifically: development of national HIV/AIDS strategic and operational plans; development of national HIV/AIDS monitoring frameworks; strengthening of national health systems; development of country level GFATM proposals; strengthening of GFATM CCMs, PRs and SRs. S/he will drive the roll-out of a new computerised dashboard system for monitoring STTA performance and is fully accountable for achieving two of TSF’s main performance targets 1) 90% of TSF assignments meeting quality assured standards and 2) a doubling of the TSF’s technical assistance delivery.
In addition to QA functions, the Regional TSM plays a central role in building the TSF’s existing client base and project portfolio. The position shares responsibility with the Regional Business Manager for tracking business opportunities and developing the technical components of complex competitive tenders for a range of HIV/AIDS related technical areas. The position will liaise extensively with National Aids Coordinating Authorities across the region and monitor technical assistance requirements through the design and implementation of a framework for identifying country level needs, updated on a quarterly basis. The postholder supervises two fulltime technical support officers, manages a four-person Technical Support Group and oversights a minimum of 60 short term consultants on an annual basis. A key function of the position is managing the implementation of appropriate data collection and monitoring systems for the technical assistance program as a whole, with an emphasis on ensuring data accuracy and integrity from the assignment level to the reporting stage.
Responsibility 1: Design, Implement and Maintain a Framework for Identification of Country Level STTA Needs
* Conduct an in-depth desk review of existing and new GFATM programs in region
* Identify TA needs throughout the life cycle of these grant programs
* Complete a mapping exercise of major activities that occur both annually and cyclically as part of national responses across the region, such as JAPRs
* Based on research conducted, design a framework for mapping of TA requirements so as to inform strategic direction setting in TA provision by the TSF
* Regularly update framework as new priorities and needs emerge at country level
Responsibility 2: Strengthen and ensure adherence to TSF QA protocols and processes
* Review, strengthen and manage the TSF’s internal QA monitoring system for technical support in line with UNAIDS M&E guidelines
* Support the roll-out and institutionalisation of new IT-based QA tools related to TA Management
* Ensure adherence by technical support officers to the TSF QA system from receipt of TORs to management and close out of assignments
* Ensure consistency in application of TSF procedures for quality assurance
* Undertake QA of consultant deliverables at a level of reviewing up to 50 consultant reports per annum
* Where external review is required, allocate QA of deliverables to members of the TSF Technical Support Group as relevant to TSG skills areas
* Prepare TORs and manage contracts of TSG members and other external short-term QA consultants
* Where alternate external QA is required, identify consultant and prepare contract and TORs
* Undertake final review of products received following external QA to ensure deliverables match client requirements and achieve highest possible standards
* Maintain the TSF’s TA statistics for incoming requests, assignments and assignment closure
* Liaise with Business Manager to ensure all data is accurately maintained and entered into database
* Ensure accurate donor monitoring spreadsheets are kept on all TSF assignments and that information is complete
Responsibility 3: Manage Preparation of Technical Components of Competitive Proposals and Tenders
* On a continuous basis identify potential tendering opportunities for the TSF through newspaper and web based research
* In collaboration with the RBM, assume a lead role in the development of technical components of proposals using appropriately skilled consultants/consultant teams where required
* Where a client requests methodology statements from proposed consultants, quality assure consultant technical submissions prior to submitting to clients
Responsibility 4: Manage TSF Technical Assistance Identification and Delivery Processes
* Serve as focal point for all technical support requests
* Receive and undertake technical review of TORs received by prospective clients; strengthen TORs in consultation with clients
* Verify and assure Scopes of Work and allocate assignments to Technical Support Officers
* Ensure appropriate match between TORs received and consultants selected; hold bi-weekly meetings to categorise incoming requests (low to high risk) and determine consultant selection with TSOs prior to submission to clients
* Ensure TSOs prepare skills summaries of consultant shortlists sent to clients
* Review work plans and budgets negotiated by TSOs prior to submission to clients
* Manage contracting processes with both consultants and clients; assure service agreements containing negotiated performance outputs are clear; review and certify final copies of consultant contracts prepared by TSOs prior to consultant signature
* Ensure TSOs work smoothly with AA to ensure assignment logistical requirements are in place
* Support TSOs in managing and monitoring implementation of assignments, providing any backstopping as required
* Ensure assignment budgets are monitored and managed effectively on an ongoing basis with regular and timely reports made to the PM
* Initiate appropriate corrective action where consultants are non-performing or in instances of clients non-acceptance of deliverables
* Work with Business Manager to ensure feed-back is secured from clients about the consultancy process and deliverables
* Initiate client and consultant invoicing as per contracts upon acceptance of deliverables by clients, ensuring invoices include consultant fees and any other project expenditure
* Certify progress and results prior to payment by the TSF to consultants
* Collaborate with Senior Capacity Development Manager and support and monitor capacity building assignments implemented under the TSF’s STTA line
Responsibility 5: Manage the UNAIDS Technical Assistance Fund
* Oversight all TAF related systems ensuring procedures are observed at all stages of TAF related technical assistance delivery
* Support TSOs to respond to incoming queries on the UNAIDS TAF
* Verify requests and allocate assignments to Technical Support Officers
* Ensure draft application forms received from the country partners are registered in the TSF database and are sent to the relevant RST & UCO focal points;
* Hold bi-weekly meetings to categorise incoming requests (low to high risk) and determine consultant selection with TSOs prior to submission to clients
* Receive revised applications from TSOs and conduct final review step; approve forwarding of final applications to the respective UNAIDS Country Coordinator (UCC) along with a checklist and comments
* Notify TSOs on approval of assignments
* Ensure TSOs issue Letter of Agreement (LoA) to TAF clients, and forward signed copy to RST
* Once assignments are initiated ensure adherence to standard TA protocols
* Ensure TSOs work smoothly with AA to ensure assignment logistical requirements are in place
* Support TSOs in managing and monitoring implementation of assignments, providing any backstopping as required
* Ensure assignment budgets are monitored and managed effectively on an ongoing basis with regular and timely reports made to the PM
* Review all TAF deliverables prior to submission of final drafts to clients
* Initiate appropriate corrective action where consultants are non-performing or in instances of clients non-acceptance of deliverables
* Collaborate with Business manager to ensure feed-back is secured from clients about the consultancy process and deliverables
Responsibility 6: Manage & Mentor TA Staff
* Review HR needs for STTA delivery and make recommendations as needed for enhanced team skills
* Prepare TORs and manage contracting of external short-term consultants as needed
* Develop and/or revise TA team members’ JDs as required
* Participate in interview panels for new TA staff as required
* Supervise and mentor TA staff inclusive of two TSOs and the CSO; allocating tasks; supporting development of individual work plans; monitoring performance against plans; provision of coaching and skills building in agreed priority areas
* Complete Annual Performance Appraisals on all TA staff
* Review and support strengthening of all outputs of the TA team members
* Conduct weekly meetings, at a minimum, with TA team members; Ensure meetings are minuted and placed on file
Responsibility 7: Monitoring, Reporting, Planning & Other Tasks
* Provide oversight for internal monitoring of STTA to ensure achievement of TA and QA indicators as set out in the TSF performance monitoring framework
* Maintain an electronic filing system for incoming TAF applications and other TA requests
* Prepare six monthly reports on TA assistance delivery via the OGAC & UNAIDS TAFs as well as fee-based work, inclusive of challenges and lessons learned
* Ensure ongoing generation of accurate statistics in relation to TA delivery using spreadsheets; maintain data charts (TSF internal chart and UNAIDS chart) and update on weekly basis capturing any changes as they occur in relation to level of consultant effort and other variables
* Ensure the TSF adheres to protocol requirements related to TA delivery
* Develop collaboration with reputable firms, NGOs, donors, and governmental agencies;
* Promote TSF’s expertise and capabilities in program areas associated with AMREF capacities
* Assist in marketing TSF services
* Network and create linkages with stakeholders
* Represent the TSF at national and regional meetings and fora as requested
* Participate in UNAIDS Governance meetings, as required, and senior team meetings of the TSF
* Together with line manager, take responsibility for own professional development
* Contribute to content development for the TSF website
* Contribute to positioning of TSF within AMREF’s new long range strategic plan
* Any other tasks commensurate with the position of technical support manager
Skills & Experience
* A PhD or Masters degree in a relevant health or related discipline
* Minimum 12 years successful track record in HIV/AIDS program delivery
* Extensive international consulting experience as a senior HIV/AIDS technical adviser/specialist at the national or regional level
* Previous experience in consultancy management highly preferred
* Extensive experience in Global Fund proposal development and grant implementation
* Strong track record in development of successful and complex competitive bid documents
* Technical expertise in at least 3 of the following areas: development of national HIV/AIDS strategic and operational plans; development of national HIV/AIDS monitoring frameworks; strengthening of national health systems; development of country level GFATM proposals; strengthening of GFATM CCMs, PRs and SRs
* Previous UNAIDS-related work experience highly desirable
* Past experience with an international NGO working on HIV and GFATM related work preferred
* In-depth knowledge of HIV and AIDS issues across Eastern Africa
* Thorough understanding of GFATM grant implementation bottlenecks and challenges experienced at the country level across Eastern Africa
* Demonstrated proficiency in use of dashboards for performance monitoring
* Proven knowledge and application of QA principles; Excellent analytical capacity
If you feel that you meet the above criteria, please quote the reference number and send your detailed CV and application letter by email to the Director of Human Resources at jobs@amref.org. We will continue the search until these positions are filled, but we encourage interested candidates to submit their applications by February 25, 2009.
AMREF is an equal opportunity employer and has a non-smoking environment policy