Scope of Work

Provide advanced administrative and logistical support to the formulation and management of programmes:

• Provide advanced administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation modalities that include monitoring and reporting;
• Provide technical guidance to the country offices and executing agencies on routine delivery and reporting of programme supported activities and finances;
• Coordinate the collection of information for the audit of programmes/ projects and support implementation of audit recommendations;
• Contribute to the development or update of standard operating procedures, guidelines, checklists, templates and business processes in programme and project management;
• Review regional and CO programme data for the Japan Project as well as other projects to inform project delivery tracking in collaboration with the Finance team at country, regional and global levels;
• Coordinate the collection of data, documentation and sharing of best practices guidelines, speeches and position papers;
• Support in development and implementation of the project based communication plan in collaboration with the Communications Unit.

Provide advanced administrative support to the financial management of the Programme Unit:

• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Monitor budget preparation and the finances of programmes/projects; prepare periodic reports;
• Review financial reports; prepare non-PO vouchers for development projects;
• Maintain internal expenditures control system; post transactions in Quantum system;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.

Provide advanced administrative support to the Programme Unit:

• Oversee all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Oversee travel arrangements for the Programme Team, including travel requisitions and claims;
• Prepare public information materials and briefing packets;
• Liaise with high level officials on administrative issues;
• Organize for regular monitoring meetings using the Tracking Matrix, take minutes and follow up on the action points;
• Support the collection of information for quality and timely reporting by COs;
• Prepare and assemble briefing materials/talking points and other presentations.

Provide administrative support to Resource Mobilization:

• Prepare cost-sharing and other agreements; follow up on contributions within the CO/RO resource mobilization efforts; and
• Organize, compile and process information from donors, Country Office/Regional Office, and programme team, as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing:

• Support synthesis of lessons learnt and best practices related to programme management and finance; and
• Coordinate the organization of training for partners/stakeholders on programme and operations related issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

Core Values:

Integrity;

Professionalism;

Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Strong knowledge of programme management;
• Ability to create, edit, synthesize and present information in clear and presentable formats;
• Ability to administer and execute administrative processes and transactions;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Excellent financial and budgeting skills;
• Excellent IT skills.

Minimum Qualifications:

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree in Gender Studies, Disaster Risk Management, Climate Change and humanitarian action is required;
• Programme management certification is desirable.

Experience:

• At least 7 years of progressively responsible experience in administration or programme management/support is required;
• Experience in supporting a team is required;
• Experience in the use of a modern web-based ERP System is required;
• Experience in working in a computer environment using multiple office software packages is desirable.