Programme Support Officer

Job Summary:

The programme Support officer will play a pivotal role in supporting the Programme Manager by effectively managing day-to-day regional tasks, facilitating coordination with partner organisations, and ensuring the smooth execution of ongoing and forthcoming projects. This position is integral to maintaining strong partnerships, overseeing project documentation, and assisting in project proposal development, reviews and budget analysis. The position is also responsible for primarily liaising with partners and country offices to ensure the timely instructions, execution and completion of PA programmes and projects.

Key Responsibilities:

Administrative Support:

• Handle routine administrative tasks related to programme activities.
• Maintain and organise project-related documents, records, and databases.
• Schedule meetings and appointments and maintain the Supervisor and Director of Programme calendars.

Department Liaison and Support

• Develop weekly and monthly workplans and submit reports against agreed plans.
• Provide weekly and monthly statistical updates regarding deliverables and projects to the programmes lead.
• Participate in all mandatory and coordination meetings and keep the record of the meetings including developing meeting minutes.
• Intra-departmental coordination and support other team members to ensure the department targets are timely achieved.
• Ensure compliance with Penny Appeal's policies and procedures.

Partner Coordination:

• Keep close coordination with partner organisations and country offices to ensure timely communication, submission and receipt of proposals, budgets and reports.
• Collaborate with partner organisations to review and monitor ongoing projects and projects in the pipeline.
• Serve as a point of contact for partners, addressing queries and concerns.
• Maintain effective communication channels with partners and internal team members.
• Collect and furnish monthly project updates from the partners and present statistical reports and infographics to the programme lead.
• Visit project locations as and when instructed by the programmes lead.

Project Documentation:

• Receive and review periodic project reports from partner organisations.
• Consolidate information from reports and other sources to develop comprehensive project progress reports.
• Work closely with Programme team and ensure that all project documentation is complete and accurate.
• Support Programme Manager in preparing payments and funding agreements for projects.
• Preparing feedback reports for donors and other stakeholders within appropriate timeframe.

Partnership Strengthening:

• Assisted the programme management in building and strengthening partnerships with various stakeholders.
• Participate in partner meetings, workshops, and events as required.
• Foster positive working relationships with partners to enhance collaboration.

Project Proposal and Budget Analysis:

• Research and support the planning, development and implementation of projects in various locations under the direction of management.
• To support on the planning, implementation and progress of projects on a regular basis
• Conduct initial reviews of project proposals submitted by partners.
• Analyse project budgets and supporting documents to ensure accuracy and compliance.
• Verify budgets, invoices and financial liquidation reports to ensure that money is being spent according to the approved operation.

·       Verify that all necessary documentation is available prior to project payments and project closure.

Emergency Response Coordination:

• Penny Appeal is a humanitarian organisation that efficiently responds to disasters and complex emergencies across the globe. During emergencies, the position will be responsible for efficient liaison with partners and offices and ensure that the humanitarian is effectively coordinated and reports and feedback are received in a timely manner. If required, a visit to the shall be mandatory.
• Participate in Humanitarian cluster meetings and provide regular updates to the programme lead.
• Keep close liaison with PA Affiliate offices to ensure Humanitarian response is uniform and aligned with the PA mission and vision.

Any other task/responsibility assigned by the supervisor or Director of Programmes.

Note: This job description is intended to describe the general nature and level of work being performed by the incumbent. It is not an exhaustive list of all required responsibilities, duties, and skills. The incumbent may be expected to perform additional tasks as required.

The position can be transferred with the Programmes department based on the requirements and workload in a region.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Outlook, Excel, etc.) and other relevant computer applications.
• Possess strong analytical skills and the ability to work with data effectively.
• To be versed with current international standards and best practices for INGO’s/humanitarian relief and development agencies.
• To demonstrate responsibility and competency of programme development, budgeting and forecasting.
• Excellent interpersonal and communication (verbal & written) skills
• Ability to work independently and as part of a team
• Grant management, evaluation and monitoring skills

Qualifications:

• Bachelor's degree in a relevant field.
• Previous experience in program management or related roles is a plus.
• Strong project management skills.
• Excellent analytical skills.
• Excellent command of the English language, both written and verbal.
• Ability to work independently and as part of a team.
• Attention to detail and ability to multitask effectively.

PSEA and Safeguarding:

Penny Appeal has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct that enshrines principles of PSEA, always (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training. All staff must ensure that they understand and act in accordance with this clause.