CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $100,000 - $105,000

Position Summary

Reporting to the Director, Management & Operations, the Senior Project Portfolio Manager (SPPM) is responsible for managing the development, execution, and day-to-day monitoring of project implementation and performance plans for a portfolio of ICAP technical projects supported by the Survey Unit, including the PHIA project. The SPPM’s primary responsibility is to support the project team, including Principal Investigators (PIs), project directors, project teams and ICAP country teams to develop, implement and monitor projects according to the project workplan and budget. The SPPM plays a key role in the programmatic and financial management of projects and ensures timely and cost-effective implementation of project activities, including coordinating the development and monitoring of workplans and budgets, and contributing to donor-required and internal project reports and documentation. The SPPM works in close collaboration with ICAP New York staff across multiple units to ensure project requirements are addressed in a timely manner and actively contributes to opportunities for new business development. 

Responsibilities

• Project Design, Performance Monitoring and Implementation Support Functions (80% effort)

  • Manages a portfolio of Survey Unit technical projects in designated countries, by supporting planning, monitoring and reporting processes, to ensure timely and cost-effective implementation of project activities.
  • Tracks, monitors and reports on the progress of projects and activities towards the achievement of key objectives and deliverables, including identification of implementation challenges which may affect the project timeline or quality of program performance.
  • Collaborates with in-country teams to organize solutions to challenges as they arise, and ensure they are addressed in a timely manner.
  • Coordinates the development and monitoring of project implementation plans, including assessment of status and progress of activity implementation.
  • Contributes to the development of program planning and monitoring tools, and ensures utilization of these tools to support efficient project implementation.
  • Schedules, facilitates and documents routine project management meetings and consultations with PIs, project teams, and country offices.
  • Facilitates planning and coordination of project-related technical assistance provided by ICAP units and external consultants in support of project implementation.
  • Coordinates, tracks and monitors completion of ad-hoc programmatic requests received from sponsors/donors.
  • Coordinates the compilation of information for progress reports, lessons and innovations, and other program materials for internal and external communication.
  • Facilitates the sharing of lessons learned, job aids, and project management and implementation tools in support of best knowledge management practices across projects and country offices.
  • Supports country teams to prepare annual budgets in line with project workplans, and conducts periodic budget reviews and revisions when necessary. Ensures fulfillment of project activities within budgetary guidelines.
  • Ensures compliance with sponsor/donor requirements and Columbia University protocols and policies. Contributes to the preparation and implementation of corrective action plans.
  • Reviews and monitors project expenditures in collaboration with ICAP NY and in-country finance and program staff and identifies concerns and challenges for immediate resolution.
  • Support in-country teams with management of grant funds by coordinating development and submission of prior approval requests and other donor required forms and documents.
  • Supports in-country teams to manage consultants and sub-agreements by participating in the development and/or review of consultant and sub-agreement scopes of work and budgets, and ensuring consultant and sub-agreements align with overall project objectives and budget.
  • Liaises with ICAP NY and in-country procurement teams to develop realistic procurement plans. Oversees the procurement process to ensure that necessary procurements are made on time and within budget. As timelines and project requirements shift, ensure that any procurement changes are identified and addressed.
  • Provide support and guidance to country teams to build their capacity to develop budgets, manage procurements, forecast expenses, develop subaward packages, develop continuation applications and annual progress reports for donors, and other operational tasks as required.
  • Participate in the overall management of multi-country project budgets, including but not limited to: development of strategic internal allocations, development of life of project budgets, forecasting, and financial analysis and modeling in response to requests from senior staff.

  Strategic Planning and Support (10% effort)

  • Serves as a key liaison between country offices and the New York survey unit and project teams for planning and implementation of country survey unit projects.
  • Supports the drafting and tracking of country-specific business development plans and strategies in line with the survey unit mission and vision.
  • Performs reviews of country-generated programmatic documents, reports and analyses and tracks improvements by country offices prior to submission to PIs.

   Proposals for New Business Development (5% effort)

  • Supports planning for ICAP initiatives, including participation in country office planning meetings.
  • Serves as Proposal Manager on individual competitive and non-competitive proposals, responsible for the overall coordination of proposal teams, and on-time development of proposal packages including draft and final narratives, workplans and budgets.
  • Drafts and contributes specific content for proposals, in relation to ICAP’s corporate capabilities, prior performance and experience relevant to specific countries and technical domains.
  • Facilitates the generation of proposal content and documentation from relevant country offices.

  Performs other related duties, as assigned (5% effort).

Minimum Qualifications

• Bachelor’s Degree in public health, public administration, or a related field or equivalent in education, training and/or experience.
• 5 years of minimum professional experience or experience related to implementing, monitoring and managing complex projects within the global health and development sector;
• Experience in the management and operational requirements of programs supported by the U.S. Government, other global bilateral organizations or private funders;
• Demonstrated project management, strategic planning, and proposal development skills and 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;
• Excellent interpersonal, organizational, analytical, writing and verbal communication skills.
• Strong experience in the use of Microsoft office software programs (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.

Preferred Qualifications

• Master’s Degree in public health, public administration or a related field
• At least 5 years of experience related to implementing, monitoring and managing complex projects within the global health and development sector;
• Experience in HIV or other health-related programming in developing country settings;
• Training and/or certification in project management;
• Capacity to write and speak French, Portuguese or Spanish
• Excellent technical skills in writing, editing, formatting, research and negotiation;
• Advanced in MS Excel including PivotTables, VLOOKUP, INDEX/MATCH, and Data Tables
• Experience working in resource-limited settings.

Other Requirements

• Regular (up to 25%) international travel to field project sites

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.