State Coordinator - Program Operations - NGO

State Coordinator, Program Operations

- The State Coordinator/ State Head is responsible for Organization operations in a geographic area, a state in this case.

- The State Coordinator/ State Head is primarily responsible for ensuring the timely and effective implementation of programs at the field office, including strategizing scale-up, engagement with the government, spending, hiring, local procurement, inventory management, distribution and logistical support.

- The position is required to take initiative for project management, improving work approaches, partnerships, selection of projects sites, and ensuring adequate staff to work at the field level.

- S/he will work to strengthen coordination and collaboration within teams and across all CO program teams, maintaining and ensuring constructive communication, building team morale within individual teams and contributing to a positive working environment.

- S/he will report to the Sr. Manager, Program Operations and will have various positions reporting to him/her.

- The State Coordinator/ State head directly manages Program Officers and Admin & Finance personnel.

Roles & Responsibilities:

System strengthening and system integration as part of larger scale-up efforts:

- Working closely with State officials in ensuring government system strengthening and institutionalization of programs in the state

- Preparation of overall strategic plan, basis local context and Org. Vision plan 2025 for the respective state and continuously reviewing the same.

- Organizing various discussions/consultations with Government to work towards system strengthening.

- Building body of evidence that can push appropriate policy/practice changes backed by robust evidence.

- Support in proposal development and country growth plans needed.

External Coordination, branding & Networking:

- Attends to donor affairs including hosting donor and project site visits in collaboration with programs staff.

- Develop and lead media advocacy plan for the state.

- Assist communication team in promotion of programs through active media liasioning in state in accordance with the strategy, policies and guidelines.

- Scanning of education landscape in the state and positioning as a thought leader through strategic management.

- Take lead in dissemination of program results, sharing program report to government and other agencies in suggestions with OPS team.

- Meets regularly with local government representatives, NGO partners, school administrators and parent groups to represent .

- Promotes and protects the reputation of in external settings, ensuring that the organization's experience and expertise is well communicated and consistently presented, and that we are looked upon as a professional Education organization.

Management & Coordination:

- Ensures efficient and effective coordination across all elements of the in his/her region.

- Supervises and oversees the work of the field staff and is responsible for optimizing their productivity through effective management and leadership techniques (i.e., coaching/advising).

- Ensures staff are consistently complying and adhering to policies, procedures and guidelines articulated in the CO handbooks, and facilitates the dissemination of information to all staff members to promote transparency.

- Supports staff through consultation with CO-level technical team to regularly assess staff capacity building needs.

- Ensures the performance management process is well- planned and conducted in a timely for all field staff. This includes setting performance goals, conducting progress check-ins, providing feedback, conducting year-end appraisals, and making recommendations for staff development and career advancement.

- Collaborates with Human Resources to handle recruitment and training of staff according to need.

- Leads and facilitates field staff in bi-weekly or monthly meetings to review progress against plans, find solutions to problems, share lessons learned, exchange expertise across programs, and to motivate and encourage teamwork.

- Ensures that field-staff are aware of and understand the programs' goals and objectives, working approaches and methodology, and have all necessary information related to annual plans, targets, and implementation calendars.

- Conducts regular field visits to monitor and verify the programs 'progress and impact, understand the challenges and needs of stakeholders , and suggest appropriate solutions.

- Develop and implement plans for on-line material development in consultation with Country office as per the state specific context.

- Perform other tasks as assigned by the Sr. Manager - operations, Director and Country Management Team.

Financial management:

- Supervises fund disbursement, reviews and approves the field monthly and quarterly financial expenses in accordance with financial and purchasing policy and procedures.

- Timely submission of Cash forecast, booking of monthly bills and variance tracker

- Monthly tracking of all expense vis- vis the budgets and flagging any deviations to concerned person.

- Coordinates the timely completion of annual planning and budgeting.

- Ensuring full utilization of respective budgets as per the Financial guidelines.

- Co-ordinate and answer any audit queries for the state.

Reporting & Documentation:

- Develops high quality quarterly report for distributing to partners, if applicable.

- Prepares high quality monthly and quarterly donor programmatic reports, coordinate with concerned Program, Finance and OP's department in INCO for finalizing and sharing the report on time.

- Ensuring high level of data quality for all reporting purposes.

- Preparation of appropriate case studies for submission to donors/communication team Percentages of work of State Coordinator

Tasks for State Coordinator Allocation of % on the tasks:

- System Integration and strengthening 20%

- Management and Coordination 20%

- Financial Management 25%

- Monitoring, Donor Visit and Govt visits 25%

- Training & Development 10%

Qualification & Experience:

- Master's in Management /education /Social Work or equivalent

- Minimum 10 years of relevant & progressive experience and 2+ years of management experience is required

- Demonstrated ability of strategic management

- Prior experience of working with state government at scale

- Awareness about issues in the domain of Literacy and Life skills

- Strong oral and written communication skills

- Experience of leading diversified team