Provide support to the Senior Programmes Director in the operational and administrative coordination of the Integrated Programmes Division
Areas of Responsibility:
Support to IPD foras:
- Development of Divisional calendars and follow through its implementation,
- Manage logistics for strategic workshops and meetings,
- Manage documentation process of events and information,
- Report dissemination,
- Follow through implementation of actions from divisional meetings timely.
Division work plan development and monitoring:
- Compile the division annual operating Plan,
- Monitor its implementation and continuously remind technical staff of the planned activities.
Support Internal and external communication
- Handling correspondences
- Collate information and report writing
- Ensure that decisions are communicated to relevant staff and stakeholders,
- Support Divisional Director on communicating key assignments as well as public engagements and other divisions,
- Ensure communication continuity in absence of Divisional Director,
- Work on outgoing correspondences, , information dissemination to zones and projects,
- Handle and respond to Director’s email when out of station.
Planning and management of guests/visitors:
- Develop and implement a plan to cultivate good organizational image and relations,
- Update visitor calenders.
- Develop visitors TORs and corresponding budgets,
- Provide project briefs, organizational information to visitors, and advice on local customs, holidays and observations,
- Manage processes on compliance on child protection,
- Prepare and share visitor reports.
Collection of messages for monthly communication:
- Liaise with regional programmes managers and division unit heads to collect key messages
- Consolidate, synthesize and share with Divisional Director,
- Draft key messages for Divisional staff on Divisional and policy positions
Report tracking and updates:
- Compile monthly, quarterly and bi-annual divisional report for review by Divisional Director and submission to National Director;
- Develop and update inventory of audit, track progress of implementation and update Division Director regularly;
- Participate in division budget development,
- Provide updates on monthly finance performance.
Program Management and back up:
- Follow up mainly with the smaller grants at National Office and advise on the implementation, spending and reporting patterns;
- Ensure uptake of project monitoring tools,
- Make field support visits;
- Monitor the DME processes, support the processes and report any lags for action;
- Maintain the divisional dashboards ensuring that information is received and uploaded on time
Gift In Kind (GIK) Management:
- Program Contact person for GIK,
- Link the operations team to the existing GIK,
- Review concepts for request, and follow up reporting on the same.
Emergence Response Liaison:
- Support the HEA manager and the Response Manager in coordinating the needs of the response at the Head office.
- Deal with correspondences to UNHCR and OPM,
- Write letters seeking approvals, seeking meeting appointments,
- Process field requests,
- Coordinate all teams visiting the response especially external parties;
- Provide oversight support through field visits
Educational Background:
Bachelor’s degree in development studies or related field.
Skills/Experience:
- Experience of not less than 3 years in administration and development work with an international NGO
- Must demonstrate willingness to learn from others, train others and work as team member
- Ability to communicate precisely and clearly both in written and verbal
- Must also be computer literate with proven skills in spreadsheets and word processing
- Networking and influencing skills
- Track record demonstrating high integrity, reliability and dependable
- Ability to work with minimal supervision.
Job Function:
Organization Info
Listing Stats
Post Date:
Jan 26 2018
Active Until:
Feb 26 2018
Hiring Organization:
World Vision
industry:
Nonprofit