Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.
Job Title: Programme Support Officer (Grants and Proposals)
Reports to: Director of Programmes
Job Location: Addis Ababa, with frequent travel to Concern Programmes outside of Addis Ababa
Contract Details:3 month contract Unaccompanied Volunteer Grade
Start date: April/May 2012
Job Purpose: • To ensure the effective flow of information between the Field Offices and Head Office in Addis and in Dublin, Government and Donors. • To support ACs and ACDs in the efficient management of the preparation of project proposals and reports.
Main duties & Responsibilities: Coaching and Training • In conjunction with the Area Coordinators (ACs), identify staff needs in the development of proposals and report writing and recommend and if possible provide appropriate interventions • Assist and train if necessary the PA to the CD to ensure that all monthly reports are compiled in a professional and timely manner • Provide training and coaching for programme staff in the collection, collation and analysis of key information focusing on impact indicators and Concern’s Strategic goals.
Report, Case Study and Proposal Preparation • Review, in conjunction with ACs, staff capacity and if necessary train programme staff in the development and submission of donor proposals, reports and case studies to the appropriate line managers and relevant ACD Programmes for approval and comments and for subsequent submission to the relevant donor, Headquarters by the ACD. • Develop a process for programme staff to ensure that all proposals, reports and case studies are prepared, reviewed by the relevant line manager and advisors (if necessary) and submitted to the relevant ACDP for submission to the Donor and/or Headquarters. • Develop a checklist for programme staff to ensure that all proposals, reports and case studies are prepared to a high quality and within Concern and donors guidelines. • Develop a reporting schedule and a plan for updating it, to ensure that all proposals and reports are submitted to the desk officer and relevant advisors in the Strategy, Advocacy and Learning (SAL) unit prior to submission to the relevant donors
Financial Reporting • In conjunction with the ACs, ACDPs and relevant financial department staff, ensure that all budgets included in the final draft of reports and proposals have been prepared using best practice and financial guidelines and are accurate and completed in a professional manner
Monitoring & Evaluation • In conjunction with ACs and ACDs monitor and evaluate staff compliance with report and proposal writing training • In conjunction with ACs and ACDs monitor and ensure that all staff with a responsibility for reporting on their projects, prepare and have their reports reviewed by their line managers and ACDP prior to submission to the Programme Support Officer • Monitor the production and dispatch of reports to Concern Head Office and Donors in accordance with approved reporting schedules.
• Compile a quarterly report on the punctuality for submission of reports, both internally and externally. If necessary discuss constraints and assist programme staff to identify methods of improvement and compliance with required regulations.
Work Targets Set For This Post:
• In conjunction with the ACs, and other line managers, identification of constraints which programme staff are experiencing in report and proposal writing • Development of a plan with time lines to initiate training to meet the identified constraints • Identification of appropriate personnel for the provision of identified training needs • Review of the 2011 reporting schedule and share with colleagues in Ethiopia, Dublin, London and New York. • Development of a system where new projects can be incorporated in to the existing schedule • Development of a system where programme staff are aware of time lines for submission of reports and ensure acceptance and compliance with the timelines • Development of time lines for programme staff to assume total responsibility for report and proposal writing • Development of a check list for report and proposal writing and a written process for submission of draft reports or proposals to the relevant line managers for review, comment and corrections, prior to submission to the Grants and Proposals Manager
Person specification: Essential: • Masters degree, Bachelors Degree or College Diploma in development studies or related humanitarian. • Good knowledge of the principle and practices of humanitarianism and development programmes • A minimum of 3 years NGO experience • Good knowledge of computer applications- Microsoft word, Excel and file management • Fluent spoken & written English • Excellent English report & proposal writing and communication skill • Good leadership, administration, strategic planning and programme design skills • Flexible, reliable, culturally sensitive, ability to work under pressure to strict deadlines • Empathy with Concern’s mission, vision and goals, and our target group. • Excellent critical analysis skills including the ability to interpret and present data • Very good interpersonal skills- consultative, positive and able to plan and write very well in English • A commitment to capacity building and a mentoring/coaching approach to working with colleagues • Ability to use initiative and work with limited supervision to agreed priorities.
Desirable: • Three years experience of preparing high quality reports for key stakeholders • Knowledge and understanding of participatory programming techniques.
All applications should be submitted through our website at www.concern.net/jobs by closing date 27th March 2012 indicating the reference: SOT/PSO/EA
(All candidates who are short-listed for a interview will be notified via email after the application deadline)
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