Actively participate in and assist program teams in the development, implementation and review of programme strategies and plans
Assist program teams to draw up and disseminate programme development planning documents
Assist program teams in the gathering, documentation and dissemination of best practices and success stories to facilitate learning
Manage logistics, administration and finance of programme and partnership review workshops; training; partners exchange visits and other related events and activities
Provide necessary administration, logistics and financial support to facilitate tours, needs assessments, and other activities undertaken by programme staff
Work with and assist programme teams to collect, collate and document financial and narrative reporting
Engage with programme teams and support as assigned in new programme development including external fundraising, undertaking needs assessments, partnership development, formulating project concept note and proposal and budget, and developing accurate Placement documents
Assist programme teams in follow up of systems and mechanisms to monitor, evaluate, document and disseminate programme, partnership and placement level progress, effectiveness and impact/result
Assist programme teams in effectively managing administration aspects of externally funded projects including grant management.
Be the focal person for the effective management of all administrative aspects of small grants provided to volunteers and partners.
Volunteer Support:
Lead on all programme administrative requirements that is related with volunteer movement
Support volunteers’ travel both in country and outside, ensuring it is based on planned budget and activity line
Assist programme teams in monitoring the prompt completion and submission of volunteers’ activity reports as well as successful case studies, including its proper filing
Work closely with HR Coordinator to provide efficient and coordinated support to volunteers on all volunteer administrative matters
Partnership Management:
Lead on proper documentation and filing of electronic and hard copy of partner documents, agreements,
Coordinating with finance and operations team to ensure good understanding by partners of VSO’s compliance requirements.
Maintain an up to date database of partner grants and its status
Be the focal person for contacting and liaising with partners to coordinate activities such as partners’ surveys, etc.
Budget Management
Support Programme Officers who are the budget holders for different grants to stay on top of their budget expenditure
Assist program teams in drawing up agreements and in monitoring partners’ financial and in-kind contributions towards volunteer costs
Ensure that appropriate financial compliance requirements are met, appropriate documentation is in place,
Initiate payment requests, grant approval requests, and other partners’ financial processes for proper authorisation and financing
Attend monthly finance and programme meetings and proactively follow up on key priority areas
Support programme team to ensure government and donor compliance requirements are fully met in relation to project financial expenditures,
Support budget holders in collecting timely information from partners, stakeholders and other internal functions
Job Requirement
Essential:
Bachelor degree preferably in the social sciences and at least four years of relevant experience in programme management support
Significant experience of an administrative role, managing and prioritising a varied workload, achieving high quality results, meeting deadlines with minimum supervision.
In-depth knowledge of full range of customer focused administrative, logistical and office support services, including systems and procedures.
Understanding of Development Issues like role volunteers play in facilitating social change
Confident, experienced and accurate with financial information and budget preparation and monitoring.
Proficiency in the use of Microsoft Office applications. Fast collation and accurate recording of complex and high volume data.
Ability to build strong working relationships and partnerships in a multi-cultural environment and work as a collaborative team member, Cultural sensitivity & diversity.
Clear, sensitive oral and written communication skills, fluent in English, confidence in communicating across VSO and externally
Ability to proactively identify and resolve problems, develop multiple problem solving ideas, comparing and evaluating each to ensure best possible decision.
Able to adapt to new and demanding situations.
Desirable:
Experience of working with international Non-Government Organizations.
Knowledge and experience of the Ethiopian context, including laws governing operations of INGOs.
Understanding of and practical experience of matrix management.
Experience or good understanding of programme development, management and Monitoring and Evaluation.
Experience or good understanding and experience of security, emergency and risk analysis and management.
Able to undertake occasional travel, including at short notice, and spend time away from base and home.