Senior Project Portfolio Manager

Position Summary

Under the direction of the ICAP Chief Operating Officer (COO), 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. The SPPM provides Principal Investigators (PIs), project directors, project teams and ICAP country offices with regular assessments of project performance and facilitates action and assistance from within and across ICAP to address barriers to optimal project implementation and assistance in strategic management of ICAP country offices. The SPPM works in close collaboration with other ICAP New York staff to ensure that all project requirements are addressed and actively contributes to ICAP country office strategic planning, to the development of proposals for new business, and to the development of project-related work plans, reports and analyses.

Responsibilities

Project Design, Performance Monitoring and Implementation Support Functions (25%)

• Participates in the technical design of projects, activities, assessments, reviews and evaluations;
• Manages a portfolio of technical projects with responsibility to monitor for optimal performance against targets, deliverables and budgets;
• Tracks, monitors and reports on project status with project staff in ICAP country offices and ICAP New York to ensure projects meet technical and programmatic targets;
• Responsible for the development, dissemination, management and monitoring of individual project performance management plans and for raising specific concerns or challenges to the attention of PIs, Country Directors and/or ICAP leadership for timely action;
• Develops, implements and monitors the implementation of course corrections and adjustments for specific projects;
• Schedules and facilitates regular and documented project performance management meetings and consultations with PIs, project teams, and country offices;
• Tracks and monitors completion of ad-hoc programmatic requests received from sponsors/donors in relation to current projects;

• Tracks and monitors the status of project-related human subjects and IRB requirements in collaboration with project PIs and ICAP Research Unit;

• Facilitates the transfer of best practices across projects and country offices;

• Facilitates the sharing of lessons learned, job aids, and project management and implementation tools across countries in support of optimal project performance in collaboration with the ICAP Clinical and Training Unit, the Strategic Information and the Research Units;

• Works in close collaboration with ICAP Senior Grants Managers, other ICAP New York staff and ICAP country offices to ensure that all post-award project requirements are fully addressed;

• Provides logistical support, as needed, for project-specific meetings and consultations including visits to country offices and/or ICAP headquarters by PIs, ICAP leadership and sponsors.

Proposals for New Business Development (25%)

• Support 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.

Country Office Management, Strategic Planning and Support (15%)

• Assists the COO/Deputy Director and ICAP New York leadership with strategic management support to ICAP country offices by facilitating regular engagements with Country Directors and office management teams;
• Serves as a key liaison between country offices and New York units and project teams for planning and implementation of country project portfolios;
• Supports the drafting and tracking of country-specific business development plans and strategies focused on diverse donors;
• Supports country offices to plan for and manage cross-cutting in-country donor-related events and other requirements, such as PEPFAR SIMS and POART reviews, dissemination events and high-level site visits;
• Performs reviews of country-generated programmatic documents, reports and analyses and tracks improvements by country offices prior to submission to PIs.

Support to the Research Unit (10%)

• Assists the Senior Director for Research to oversee and provide technical support to a portfolio of studies and evaluations;
• Collaborates with research teams in the development of project materials including SOPs, work plans, training materials, and monitoring tools;
• Assists with preparation of meetings, reports, presentations, manuscripts, communications, and materials describing and documenting ICAP research;
• Assists with the dissemination of updated research and regulatory guidance;
• Coordinates abstract development, submission, and presentation at major national and international meetings;
• Manages ICAP databases of research publications, presentations, and upcoming conferences;
• Serves as Proposal Manager on select research proposals

Performs other duties, as assigned, by the Senior Director for Research. (5%)

Minimum Qualifications

• Bachelor’s degree in Public Health, Public Administration, International Affairs, related field or equivalent in education and experience plus 4 years of related experience.
• At least 4 years of experience related to implementing, monitoring and managing complex projects within the global health and development sector
• Experience with 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
• Strong interpersonal, communication, organizational, analytical, and leadership skills
• Excellent skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.

Preferred Qualifications

• Master’s Degree in Public Health, Public Administration, International Affairs, Management, or related fields preferred;
• At least 4 years of experience related to implementing, monitoring and managing complex projects within the global health and development sector;
• Training and/or certification in project management;
• Capacity to write and speak French or Portuguese;
• Excellent technical skills in writing, editing, formatting, research and negotiation;
• Experience working in resource-limited settings.

Other Requirements

• Five to six domestic and/or international trips of one week in duration per year.