Program Support Officer (2 Job Vacancies)
Program Support Officer (2 Job Vacancies)
Job Summary: GOAL Uganda is looking to recruit Two (2) enthusiastic, organised, and motivated individuals to provide administrative and logistical support to the Programme Department, contributing to Programme Team administration and coordination, resource mobilisation and new business development as well as supporting the reporting and grant compliance process for active projects. The Programme Support Officers (PSO) will work with the Assistant Country Director – Programmes, and interact with senior programme department leads, the Country Director, key stakeholders in the Systems Department, as well as in Finance.
The Programme Department includes four key thematic areas: WASH, Food Security and Livelihoods, Nutrition and Health Systems Strengthening. It also includes monitoring, evaluation, accountability and learning (MEAL) and communications.
Note that this position is contingent on funding.
Key Duties and Responsibilities:
Resource Mobilisation and New Business Development
Undertake regular funding opportunity reviews and scanning to identify relevant opportunities
Produce one-pagers on relevant opportunities to share with Country Funding Support Unit
Keep the Opportunity and Submission Tracker up to date and accurate
Produce and monitor grant timelines and submission checklists for funding opportunities that move towards full proposal development
Take, circulate and properly file notes from Country Funding Support Unit meetings and proposal development meetings and follow-up on actions
Provide ad-hoc support to proposal development; to include desk research, drafting Head Office Concept Notes, coordinator internal and external stakeholders and other
Support drafting of briefs and overviews of individual projects, programmes and approaches for use internally and externally
Grant Monitoring and Reporting
Produce Grant Cover Sheets for all new grants and circulate to Finance, Internal Audit/Compliance, MEAL, Programmes and Systems departments
Plan and ensure attendance at grant opening, midterm review and closing meetings
Maintain and update the reporting, invoice and grant compliance tracker
Circulate monthly reminders and reporting timelines for upcoming report deadlines to Finance, Programmes, MEAL, HQ Uganda Desk Officer and other HQ department focal points
Take, circulate and properly file notes from Project/BMT and Programme Review Meetings and support the logistics of those meetings
Support in our partner on-granting processes including coordinating their onboarding and monitoring and tracking progress once onboard
Support the completion of partner and donor reports, including coordinating their development with Programmes, Finance and MEAL focal points, reviewing for quality, undertaking copy editing and formatting and check for overall adherence to donor reporting and contractual guidelines
Ensure donor correspondence and key information is filed in appropriate folders
Provide ad-hoc support to other donor communications and material development as needed
Project and Programme Implementation Support
Maintaining Programme Team trackers for the Programme Department’s quarterly and annual KPIs and deliverables
Planning and booking key internal team meetings
Submit requests and follow paperwork to support implementation of activities for selected projects as needed
Track and follow-up on requests to the Team from the ACDP
Administrative and Workflow Support
Record minutes and actions from all meetings attended, circulating and saving notes and updating the Action Tracker, in a timely way
Champion the use of Sharepoint and Teams, acting as a positive example and resource to support all staff to use these vital organisational platforms
Ensure all folders are up to date, new folders and folder structures and Teams Channels are set up in a timely way, and relevant people have access links
Ensure all Departments have timely access to relevant documents, including contracts, reports, meeting minutes and key actions, to support country programme compliance and coordination
Support Programme Team to submit required paperwork and file documents
Internal and Head Office Communications
Support weekly Country Programme reporting, circulation in-country and fortnightly submission to HQ
Prepare country message sheets, facts sheets and talking points
Respond to ad-hoc requests from HQ that may arise or through the general Uganda email
Respond proactively to requests from HQ for document or information requests
Other tasks as identified
Qualifications, Skills and Experience: To be successful in this role, you will need:
Undergraduate degree in Development Studies, Social Sciences or a related discipline
Experience in fundraising and resource mobilisation an advantage
Experience in grant management and donor reporting an advantage
Understanding of the Uganda political, social, economic and development environment
Excellent experience in use of Word, Excel, Outlook, Microsoft 365, good typing skills and general computer literacy
Excellent verbal and written good communication skills in English
Ability to work under pressure and prioritise different tasks in a changeable environment
Ability to work both independently and within a team
Assertive, but able to keep good relations, strong interpersonal and relationship building skills
Flexible and hardworking and wiling to sometimes work long hours or in remote locations to meet the needs of the Programmes Team.
GOAL
Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.
General description of the country programme:
GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to a range of background checks. GOAL is an equal opportunities employer.
How to Apply:
Interested applicants who meet the requirements should submit their applications by email with at least 3 reference contacts (current or former Line Manager) from the last three employers and daytime contact number to; The Human Resource Manager, GOAL: recruitment@ug.goal.ie indicating the title “Program Support Officer” in the subject line by 1st January 2021. PLEASE DO NOT ATTACH CERTIFICATES
Deadline: 1st January 2021