Program Support Officer (PSO) assist the Grants Coordinator (GC) in ensuring compliances, internal controls and maintain procurement & program record of each sub-grant. PSO support Grants Coordinator (GC) in timely preparation of agreement for all sub-grantees/partners according to agreed formats, contract modifications as required, and maintain centralized database/file for each sub-grant. She facilitate the panel review of sub-grant proposals, by sharing the review schedule and documenting the meeting minutes (in absence of relevant team), collect procurement documents from sub-grantee, scan all documents and conduct the initial review of major procurements of each sub-grants and share report with Grants Coordinator. PSO also support team in internal procurements and logistic and administration arrangements in consultation with Admin & Logistic department.
In addition, the PSO support team in implementation of capacity building component/ S/he maintain the record of proposals/interest received from NGOs, record of assessments, coordination, training modules and monitoring visit reports related to capacity building component. Support Grants Coordinator in development of MoU with selected NGOs and DMAs, ensure the pre-requisites for each MoU and facilitate the relevant team in delivery of capacity building activities including trainings, simulation and the activities targeting institutional capacity strengthening. PSO support project board in documenting the meeting minutes and responsible to maintain overall project record in consultation with Grants Coordinator.
Relationship:
Liaise with applicant organization, sub-grantees and team
Job Specifications
Essential
- Minimum qualifications up to Master level preferably social sciences, development studies, MBA, MPA.
- Minimum three years relevant work experience in a similar capacity (Relief and Recovery response).
- Relevant experience in grants management and compliances
- Relevant experience in data base management and grant management & administration.
- Fluent in English
Desirable
- Experience of managing sub-grants
- Knowledge about USAID-OFDA rules and regulations
- Basic idea about humanitarian program cycle
- Basic understanding of in country Disaster Management Structure.
- Prince -2 Practitioner certification is preferred
Accountability:
Accountable as per above mentioned duties and Responsibilities
Required Competencies
MANAGING YOURSELF: Is aware of own abilities and areas for development; adapts and uses abilities to work well with others and to help achieve organisation’s objectives.
INDIVIDUAL LEADERSHIP: Acts to inspire others by clearly articulating and demonstrating the values and principles that underpin organisation’s work. Holds a sense of pride in organisation and loyalty to the organisation. Supports others to achieve excellent results.
COMMUNICATING AND WORKING WITH OTHERS: Uses the most appropriate channel to share information with others both inside and outside organisation; adapts the message to meet the communication needs of the audience. Works effectively with others, gaining the most from people and situations.
DELIVERING RESULTS: Delivers on commitments; uses appropriate techniques to help achieve agreed objectives.
PLANNING AND DECISION-MAKING: Systematically develops plans towards achieving objectives; makes clear, informed and timely decisions appropriate to role, in the interests of organisation and those we work with.
CREATIVITY AND INNOVATION: Focused on continual improvement; seeks out, develops and successfully implements new ideas that further organisational priorities and the needs of those we work with; builds on proven approaches; evaluates and learns from ongoing work to improve it.
INFLUENCE, ADVOCACY AND NETWORKING: Engages with others inside and outside the organisation to promote the interests of organisation and those we work with; gathers and shares a wider knowledge of issues relevant to organisation’s work
CHANGE: Responds positively and constructively to change; manages or takes part in change processes in a way that is appropriate to role in the organisation.
Code of Conduct and Associated Policies
Organisation has a Code of Conduct and associated policies (Programme Participant Protection Policy, the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy) which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of organisation staff, partner organisations, and anyone engaged by organisation or visiting our programmes, and the standards of behaviour expected of them. In this context all organisation staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with organisation’s core values and mission.
Any candidate offered a job will be expected to sign the Code of Conduct and its associated policies as an appendix to their contract of employment. By signing the Code of Conduct and associated policies candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Code of Conduct and its associated polices by employees during the course of their employment will result in disciplinary action up to, and including, dismissal.
Counter Terrorism Policy
Organization receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Organization ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).
‘Any offer of employment (either paid or voluntary) with Organization Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.
By submitting a formal application for paid or voluntary employment to Organization, you agree to Organization carrying out a clearance check as outlined above and that Organization will not proceed to recruit you should your name appear on any of the aforementioned lists