Program Manager Free Haven Community Initiative

Free Haven Community Initiative, Inc. (FHCI) is a registered poverty-alleviation Non-Governmental Organization (NGO) located in Livingstone Zambia that has four main areas of focus: Education, Health, Nutrition, and Empowerment.

To read more about us and our projects, visit fhcizambia.org

We are currently looking to fill the role of Program Manager at FHCI.

This FULL-TIME position is focused on overseeing and managing our Project Coordinators. Our Project Coordinators provide extra lessons to support students in their learning outside of school. Each Project Coordinator is responsible for approximately 25 students. They split these students into multiple groups and conduct Extra Lessons with each group throughout the day, normally starting at 08:30 and finishing around 17:00. The Project Coordinators also oversee a feeding program for their students. Each Project Coordinator facilitates the Extra Lesson Program and Feeding Program from a different location, as the students in this program are spread out between thirty different schools within Livingstone so the Project Coordinators are based in four different locations within Livingstone to accommodate the students who live in different areas. We need to hire a Program Manager to oversee the Project Coordinators to ensure that they are carrying out their duties effectively and efficiently every day and to ensure that their lesson plans and teaching methods are best suited to their students’ needs.

As Program Manager you are responsible for ensuring that the Project Coordinators are:

1. Conducting Extra Lessons with each of their students for 6 – 12 hours a week
2. Submitting their daily time table by 08:15 each morning and making a list of anyone who submitted late or did not submit
3. Submitting student absent lists and reports at the end of each day and making a list of anyone who submitted late or did not submit
4. Conducting Classroom Teacher Meetings with the student’s classroom teachers at the beginning and end of each term and writing and submitting Classroom Teacher Meeting Reports.

You are also responsible for

• Updating the Absent Student List in Excel every Monday morning with the list of students who were absent from the previous week, how many days they were absent, and the reason for their absence.
• Meeting with FHCI’s Administrative Coordinator and Partnership Coordinator every Monday morning to review the absence lists and help them make a list of home visits and clinic visits that need to be scheduled for the week..
• Conducting biweekly evaluations of each Project Coordinator to ensure that they are carrying out their duties as scheduled and that they are teaching effectively.
• Reading the Project Coordinators Lesson Plans every week, giving feedback on the lesson plans, completing the Lesson Planning Checklist for each lesson plan and meeting with the Project Coordinators to review the lesson plans with them.
• Reading and taking notes on the Project Coordinators Daily Work Logs every Thursday afternoon
• Reading and taking notes on the Project Coordinators Weekly Summary every Thursday afternoon
• Meeting with the Administrative Coordinator every Thursday afternoon to assist her with making the agenda for the Friday Staff Meetings
• Collecting the Classroom Teacher Meeting Reports from the Project Coordinators at the beginning and end of each term, keeping a record of all Classroom Teacher Meeting Reports that are missing, capturing, naming, and filing all Classroom Teacher Meeting Reports in the student’s folders in Google Drive as well as filing the hard copies in the filing cabinet at the office.
• Collecting the End of Term Reports from the Project Coordinators at the end of each term, keeping a record of all End of Term Reports that are missing, capturing, naming, and filing all End of Term Reports in the student’s folders in Google Drive as well as filing the hard copies in the filing cabinet in the office.
• Collecting the Report Forms from the Project Coordinators at the end of each term, keeping a record of all Report Forms that are missing, capturing, naming, and filing all Report Forms in the student’s folders in Google Drive as well as filing the hard copies of the secondary students’ Report forms in the filing cabinet in the office.
• Collecting the students’ receipts from the Project Coordinators at the beginning of each term, keeping a record of all receipts that are missing, capturing, naming, and filing all receipts in the students’ folders in Google Drive as well as filing the hard copies of the receipts in the filing cabinet in the office.

We are seeking to employ the Program Manager for at least one year (Beginning mid January 2023 and ending mid December 2023, with the opportunity to renew the contract at the end of December 2023. The current monthly take home salary for this position is a minimum of K4,000 and a maximum of K5,000. In addition, gratuity will be paid upon the completion of the contract at the rate of 25% of the annual basic pay. Also, in June 2023 we will conduct a performance review of the Program Manager and if we are pleased with their performance there will be an opportunity for a raise or a bonus in addition to the aforementioned gratuity.