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Position Title: Grants Technical Coordinator (Re Announced)

Activation Date: 13 October, 2024 Announced Date: 13 October, 2024 Expire Date: 03 November,
2024

Job Location: Kabul

Nationality: National

Category: Health Care

Employment Type: Full Time

Salary: As organization salary scale

Vacancy Number: HNTPO-08-13-2024/001

No. Of Jobs: 1

City: Kabul Office

Organization: HealthNet TPO

Years of Experience: 7 Years

Contract Duration: End of the year 2024 with possibility of Extension

Gender: Male/Female

Education: MD and Master's degree in Public Health or a Similar field.

Close date: 2024-11-03

About HealthNet TPO:

HealthNet TPO is a Netherlands based not for profit, non-governmental organization founded on the
principle that access to affordable quality health care is a basic human right. HealthNet TPO works with
interdisciplinary professionals to develop and implement innovative, culturally appropriate, evidence
based public health interventions with a focus on: innovative development of health systems, mental
health and psychosocial care, long and short term training of health workers, control of communicable
diseases (including malaria), and health financing schemes. HealthNet TPO offers ground-breaking and
unconventional solutions that foster self-reliance and promote sustainable health care that is accessible
to all.

HealthNet TPO in Afghanistan aims to improve the health status of the people in Afghanistan by
supporting the local communities and the Government of Afghanistan in the development of a
sustainable health care system. HealthNet TPO is working in Afghanistan since 1994, implementing
integrated health projects managed mainly by national staff and supported technically by expatriate
staff from the headquarter office. HealthNet TPO Afghanistan is providing Primary Health Care, Mental
Health and psychosocial services, fighting malaria and supporting Mother & Child Health Care in terms
of providing training for Community Midwifes and to conduct operation research. Health Net TPO is
currently implementing projects in 22 provinces and the major program it implements are Malaria
Control program, SEHATMANDI projects in four provinces, nutrition, Mental Health and Psychosocial
program through a community system strengthening approach.

HealthNet TPO has a zero tolerance toward sexual exploitation and abuse and child abuse. HNITPO takes
seriously all concerns and complaints about sexual exploitation and abuse and child abuse involving
HNITPO employees and Related Personnel.

Job Description:

Purpose: The role is intended to oversee the grants management processes, assuming primary
responsibility for the effective and efficient technical management of the assigned project(s) in
accordance with the organization's standards and the terms and conditions laid out in the signed
agreement(s) for the project(s). This entails maintaining excellent and timely internal and external
coordination, as well as ensuring compliance with the terms and conditions set forth by the donors and
the organization.
Responsibilities: Project(s) Planning:

Project planning in coordination with the finance coordinator and other support departments to ensure
the timely availability of resources and support for implementing the planned activities.

Organize and lead the project kick-off meeting and follow up on the plan at all levels.

Support the financial annual planning of the project(s).

Plan daily work extracted from the project work schedule and/or logical framework, and delegate
tasks/assignments to subordinates according to their skills, interests, and aptitudes.

Revisit project financial and technical plans in case of variances between forecasts and expenditures,
and backlog of indicators/activities to ensure project expenses are in line with the forecasts, and project
indicators/activities are on track/achieved according to the set targets.

Support the finance grant coordinator in amending quarterly financial planning in light of expenditure
incurred and carrying forward unspent budgets to the next quarter, strictly adhering to the
terms/conditions of the contract.

Trigger and lead any amendments and changes in the activities needed to reach the targets to be
reflected in the revised project work plans, ensuring compliance with donor and internal organizational
policies and procedures.

Lead the process and prepare the project closeout plan in close coordination with the financial
coordinator and other departments.

Filed Supervision and Technical support:

Conduct regular supportive supervision in line with the developed supervision plan to field
offices/project sites and provide information, guidance, direction, and on-the-job support to the project
team.

Develop field visit reports and share them with the program director for the required support and
decisions. Follow up closely on the findings of the meetings with relevant departments and field office(s)
and set a practical system for the follow up the key findings of the missions.

Ensure the submission of written feedback to the provincial management team within one week of the
field visit and develop a remedial action plan to timely address the findings of the
supervision/monitoring visit.

Identify potential disputes among team members and promptly resolve conflicts that are harmful and
affect the smooth implementation of the project.

Financial Management
Work closely with the finance coordinator to ensure the financial management of the project(s) is in line
with the budget and donor requirements.

Develop a working budget for field operations in consultation with senior management and perform
monthly follow-ups with the field.

Strictly adhere to deadlines and submit project reports to donors in a timely manner. Support the
finance coordinator in regularly monitoring the financial status of the projects and provide feedback and
recommendations to the line manager, finance department, and provincial management team.

Assist the finance coordinator in ensuring that project expenses are within the allocated budget and
budget codes.

Follow up on project installments with donors to ensure that they are received according to the
payment schedule.

Support the finance coordinator in submitting financial reports to donors on time.

Ensure the disbursement of funds to the field based on need and follow up on salary payments to field
staff.

Participate in budget development meetings.

Review monthly BCRs and coordinate with the field, finance, and other relevant departments to ensure
that project expenditures are in line with forecasts and that variations are managed in a timely manner
and propose remedial actions in areas of under spendings.

Human resource management

Ensure all the staff needed for the projects are flagged on time and, jointly with HR, onboarded on time.

Support the HR department in Kabul in recruitment by following proper procedures and adhering to
staffing structure in the project.

Prepare draft job descriptions for technical staff and submit them to HR and subordinates on the first
day of employment.

Orient newly hired staff about project activities and contractual requirements.

Ensure that staff's annual performance appraisals are conducted in a timely manner.

Identify and resolve any potential conflicts among staff members promptly.

Enhance the capacity of project staff through formal and informal training, coaching, and mentoring.

Procurement & Supply management

Develop a procurement plan, supported by the procurement/logistics department, to ensure that all
procurements are done according to the project's procurement plan.

Support the procurement/logistics departments to ensure that medicines, medical supplies, and non-
medical supplies for the relevant project(s) are made available in a timely manner.

Ensure that Goods Receive Notes (GRNs) are returned to the Kabul office right after the goods and
supplies are dispatched to provincial office(s).

Coordination and Representation

Strongly represent the organization in meetings with donors and relevant stakeholders.

Collaborate and liaise with the Ministry of Public Health (MoPH) and other relevant ministries on issues
related to the project.

Prepare and submit summary notes, decisions, and discussion points from the meetings attended in, to
the line manager.

Collaborate and liaise with the MoPH, donors, NGOs on issues related to the project.

Actively participate in meetings with donors and technical departments within the MoPH, as well as
other relevant meetings at the central and provincial levels, and represent the organization in these
forums.

Project Reporting:

Ensure that technical reports (monthly, quarterly, semi-annual, annual, end project, and ad-hoc) are
prepared in line with the donor requirements and reporting calendar, and submitted to the donor in a
timely manner.

Ensure that project financial reports are submitted to the donor and MoPH on time.

Annual audit:

Provide support to the finance department in providing technical relevant documents for the annual
audit.

Prepare an action plan for program related audit findings.

Follow up on the action plan.

Support the internal audit process.

Staff capacity building and better performance:

Support the process of Training Needs Assessment (TNA) and plan trainings for staff based on TNA
results and budget availability.
Prepare an annual training plan for subordinates, considering the budget provision.

Conduct orientation sessions for field management on various technical topics during supervisory visits.

Ensure that the planned trainings are conducted according to the agreed project training plan.

Ensure that training reports are developed upon completion of each training.

Ensure the availability of an organized records and filing system for all conducted trainings.

Supervisory and Visibility

Improved Communication and linkages;

Effective and excellent communication with team members and keep an open-door policy for project
staff to share their issues & concerns and provide technical and management support.

Identify and timely resolve employee disputes that have negative consequences on program
implementation.

Encourage and inspire team members to follow his/her path and the way to achieving the project
objectives & goal.

Conceptualize, analyse, apply, synthesize and evaluate information gathered from the project, or
generated by observation, experience as a guide for taking action for further improvement of the
project activities.

Ensure greater productivity and efficiency through managing time effectively, spend time on most
important tasks, meet the deadlines and produce quality results.

Implement organization strategy and policy documents, assign tasks to team members based on their
strengths and abilities

Ensure compliance with policies and procedures and project(s) contractual requirements.

Training, development and innovation:

To work closely with subordinates and to have regular meeting in regard to capacity needs of staff in
the areas of work and work place and explore new ways and technologies, innovative approaches for
better performance.

Personal Motivation and Problem solving:

Develop good relation with staff in a way to have mutual trust building and interest to identify and
provide support in resolving the personal problem of subordinates

Job Analysis and review:

To have a regular review of the staff performance through different approaches including self-reflection
on how they feel about their performance and create an environment where staff can look at their
performance, share their thoughts with supervisor and take steps to resolve issues and further improve
performance.

Visibility:

Support the visibility focal point in developing communication and visibility plan for the project.

Provide good quality pictures and brief narrative about services to publish and disseminate in social
media.

Develop case studies and success stories from the services provided to target beneficiaries and
reflection on services provision from the involved stakeholders.

Ensure the project major achievements and successes are shared with the audiences in different
meetings.

Support M&E team to develop dashboard for the project key indicators and regular monthly updates are
displayed.

Qualification Requirements

MD and Master's degree in Public Health or a similar field. Female applicants are encouraged to apply.

At least 7 years of experience in managing public health projects.

Knowledge and experience in Mental Health and Psychosocial Support Programs are preferred.

Knowledge and experience in Mother and Child Health program are preferred

Training in MHPSS, PSEAH, Child Protection, Project Management, Proposal and Report Writing

Excellent communication, management, and interpersonal skills.

Strong analytical skills

Job Requirements:

- MD and Master's degree in Public Health or a similar field.

- At least 7 years of exerpince in managing public health projects.

- Knowledage and exerpince in Mental Health and Psychosocial Support Programs are preferred.

- Knowledage and exerpince in Mother and Child Health program are preferred.

Submission Guideline:

Interested and qualified candidates are requested to send their CVs along with an application letter and
apply Via E-mail to vacancy@hntpo.org.af

Please ensure to fill out the Health Net TPO application form which is available in
http://www.acbar.org/application form

Please ensure to write the number of vacancy and position you are applying for, in the subject line of
your E-mail Add.

Incomplete applications or applications received after closing date will not be given consideration.
Candidates who are meeting the above criteria will be short listed;

Preference will be given to female candidates

Submission Email:

vacancy@hntpo.org.af
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Grants Technical Coordinator (Re Announced)

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