Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION

The Integrated Program Management System (IPMS) Coordinator provides leadership to the program and business process development core to establishing Heifer’s Integrated Program Management System (IPMS) for use at field, country, and headquarters levels.  The Coordinator is the IPMS process owner and therefore will ensure that all processes are documented, or developed where a process is either not already in place or needs review, integrated into standard policies and procedures, supported by clear templates, guidelines, and technology, as well as maintained as needs evolve for the Organization.  

As the IPMS Business Process Owner, the Coordinator will ensure clearly defined and documented processes and procedures for three streams including 1) Monitoring, Evaluation, and Learning (MEL), 2) Management Functions (MF), and 3) Collaborating, Learning and Adapting (CLA). The Coordinator will work across organizational departments within headquarters, country national and field levels including with HQ-based Enterprise Systems to ensure that the core activities of each stream are included in the system.  This role requires a high degree of networking among teams and between country programs and headquarters to ensure proper system integration throughout the phases of building, roll out, implementation, and maintenance.

ESSENTIAL CHARACTER TRAITS

This position must be a networker, a person who thrives on talking and listening to others and without a doubt likes to write and document the outcomes.  This person must value using creative feedback mechanisms to ensure that the documentation captures the true meaning and need that was communicated.  This person must be persistent, patient, detail-oriented, and a leader in finding solutions that meet both field and headquarters needs all at the same time. 

RESPONSIBILITIES AND DELIVERABLES

LEAD AND PROJECT MANAGE THE DEVELOPMENT AND USE OF THE IPMS AS THE PROCESS OWNER; FACILITATING THE DEVELOPMENT AND DOCUMENTATION OF THE BUSINESS PROCESSES IN CLOSE COORDINATION AND IN DIRECT PARTNERSHIP WITH THE ENTERPRISE SYSTEMS TEAM, AT FIELD, COUNTRY, AND HQ LEVELS (60%)

• Develop a well elaborated request for proposal, in collaboration with designated teams including Program Effectiveness and Enterprise Systems, and procurement process for the Integrated program management system based on developing well integrated business process documentation.
• Build Integrated Program Management System and launch in collaboration with Country Area Teams and Enterprise Systems and other key Organizaton department stakeholders.
• Project manage the development and use of the IPMS as it evolves.
• Document and coordinate sharing of lessons learned from IPMS and specific actions taken to modify/evolve the system to meet field and HQ needs.

MAINTAIN IPMS AS SYSTEM EVOLVES WITH ORGANIZATIONAL NEEDS (20%)

• Lead process to review system utilization and propose ways to achieve optimum use for all stakeholders.
• Propose use of system for learning and adaptation for all stakeholders.
• Adapt system for quality management purposes on a continual basis.

TRAIN FIELD AND HQ TEAMS IN USING THE IPMS FOR OPTIMUM RESULTS. (15%)

• Written manual for the Intregrated Program Management System including project set up, project close out and core activities to track for the implementation phase of the project.
• Prepare and conduct webinars and trainings developed and coordinated for optimum use of the IPMS for field and HQ teams.
• Train during Field visits on the IPMS and review current use for effectiveness. 
• Maintain documentation showing work in close collaboration with other teams including programs, finance, risk management, human resources and Program Effectiveness, including the MELS team, to ensure proper core activity tracking and reporting is integrated into the system.

OTHER JOB-RELATED DUTIES AS ASSIGNED (5%)

Required Skills Required Experience

MINIMUM REQUIREMENTS

• Bachelors degree with documented experience in international development at both field and HQ level project management plus five (5) years of experience.
• Experience with developing systems to track functions pertaining to monitoring data and/or impacts, program compliance, finance, and learning.

PREFERRED REQUIREMENTS

• The person should be familiar with project management practices, which could include PMDpro methodologies or that which is similar, and industry compliance standards.

MOST CRITICAL PROFICIENCIES

• The person should have direct experience in setting up projects, industry standards for implementation as per terms and agreements with varied donors, compliance, and project set up and close-out procedures.
• The person should be familiar with tools, templates, and approaches at industry standard and have appropriate writing skills to complete process documentation.
• The person should have the ability to work with interdisciplinary teams to integrate workflows and processes into those that already exist or those that are currently in design and development and highlight areas of discrepancy or noncompliance/gaps that need to be further developed.
• The person should understand budgets and be able to develop a budget template that can be integrated as a standard tool for activity-based budgeting.

ESSENTIAL JOB FUNCTIONS AND PHYSICAL DEMANDS

• Ability and willingness to travel.
• Ability to work with sensitive information and maintain confidentiality.
• Excellent communication and presentation skills (oral and written).
• Ability to effectively lead and facilitate project development in a collaborative team environment.
• Complexity/Problem Solving - Given one or more business requirements and create the structures of a solution which can be validated to meet those requirements.
• Ability to prioritize work.
• Regularly interacting with all levels of staff to integrate with related business activities seamlessly.

QUALIFICATIONS AND EXPERIENCE:

• High school graduate or equivalent. Must be certified.
• Can be either a Certified SPD Technician or Certified Scrub Technician
• Minimum 3 years of supervisory experience preferred.
• Previous clerical experience in a medical setting desired.
• Knowledgeable in instrument tracking, purchasing, decontamination, sterilization systems
• Possess the ability to perform routine clerical tasks.
• Vision for near, mid-range, and far accommodation. Hearing for low, medium and high pitch.
• Requires some pushing, pulling, reaching, kneeling, stooping and finger dexterity.
• There is potential for exposure to blood and body fluids (high) and exposure to infectious diseases. 
• Knowledgeable in instrument tracking, purchasing, decontamination, sterilization systems

PHYSICAL REQUIREMENTS/HAZARDS

+----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Frequency | None | Some | Freq. | Very | | | | | | | | | | | | Freq. | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Lifting > 50 |   |   | X |   | | lbs. | | | | | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Lifting > 20 |   |   |   | X | | lbs. | | | | | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Pushing > 50 |   |   |   | X | | lbs. | | | | | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Pulling > 50 |   | X |   |   | | lbs. | | | | | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Stooping, |   |   | X |   | | Kneeling | | | | | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Crawl |   | X |   |   | +----------------+----------------+----------------+----------------+----------------+ |   |   | X |   |   | | | | | | | | Climb |   | |   |   | +----------------+----------------+----------------+----------------+----------------+ |   |   |   |   |   | | | | | | | | Balance |   | X |   |   | +----------------+----------------+----------------+----------------+----------------+

Some = 1 - 4 times/day or 10%  Freq. = 20 - 40 times/day or 33%

Very Freq. = 100 times/day or 56%

WORKING CONDITIONS:

( x ) INSIDE [Specify major                                HAZARDS:

working conditions]                                (x) Exposure to toxic/chemical/detergents

(  ) OUTSIDE [Specify major                              (x) Exposure to extreme conditions: hot/cold

working conditions]                                (x) Exposure to dust/fumes/helicopter drafts

(x) Exposure to moving mechanical parts

PHYSICAL REQUIREMENTS:                                  (x) Exposure to potential electrical shock

(  ) Exposure to X-ray/electromagnetic                                                                                                 energy

( x ) Manual Dexterity (eye-hand coordination)    (x) Exposure to high pitched noises

(x) Perform shift work                                        (x) Exposure to communicable diseases

(  ) Maneuver weight of patients                         (x) Exposure to pathogen exposure

(x) Hear alarm/phone/tape recorder/equipment   (x) Exposure to risk exposure

(  ) Walk 6 hours per day                                               (  ) Use of latex gloves

(x) Reach above shoulder

(x) Repetitive arm/hand movements                   MENTAL/EMOTIONAL REQUIREMENTS:

(x) Finger dexterity                                            ( x ) Manage stress appropriately

(x) On Call Work                                               ( x ) Handle multiple priorities

(x) Color vision                                                  ( x ) Works alone

(x) Acuity - Near                                                ( x ) Manage anger/fear/hostility/violence

(x) Acuity - Far                                                  ( x ) Work in areas that are confined and/or            

(x) Depth perception                                               crowded

WORK POSITIONS (% OF TIME SPENT):

Sitting:           50%              Standing:       20%            Walking:            30_%