The Programme Support Officer – Programmes provides support within the Operations Department regarding programme information, grant management and departmental processes. This specifically includes the collation of reports and submissions, and coordination and minuting of the weekly Operations and Global Project Review Committee (PRC) meetings, and oversight of grant information management within the Grant Management System (GMS). This role also provides in country programme support to Country Programmes during particularly busy periods and therefore requires flexibility and a willingness to travel. Although managed by the Operations Manager, the post also works closely with, by reporting and providing information to, the Director of Programmes.
Information Management and Analysis
- Compile reports from all countries for review at the weekly Operations Department meeting; prepare for and set up the meeting; take action points and minutes during the meeting and distribute minutes to attendees.
- Assume the role of Operations Department focal point (super user) for the GMS – maintain completeness; provide support and training to users; validate and import SAGE feed into GMS.
- Assist desk officers when requested to maintain accurate hard and soft copy files of all project documentation including proposals, agreements/contracts, reports and correspondence to and from donors.
- Assist desk officers when requested to maintain GMS
- Maintain and refresh Power BI desktop interface for GMS
Grant and project preparation and support
- Act as Administrative focal point for Global PRC and coordinate the documents for review
- Schedule weekly Global PRC, collate minutes from Regional PRCs and take minutes and record approvals/rejections from Global PRC and circulate as appropriate.
- Act as Trusts and Foundations departmental liaison with the Fundraising Department, and manage the T&F portfolio.
- When requested, support Desk Officers and work with the field in submitting and following up project proposals and reports.
General support responsibilities
- Provide surge support to Country Programme teams on reporting and proposal requirements as needed. This will be timed during periods of increased deadlines and will involve the PSO – Programmes travelling to field sites and being based in a Country Programme for up to 2 weeks (maximum 6 times a year). ToRs will be agreed with the CD and Operations Manager prior to departure.
- Provide cover or surge support for colleagues in GOAL HQ in Dublin, usually providing Desk Officer cover during periods of absence/leave.
- Inform or otherwise liaise closely with the Operations Manager of any critical issues, including but not limited to grant issues, programme security and personnel, when covering for the Desk Officer.
- Assist other head office departments when requested, including but not limited to Media and Human Resources, with country specific updates as required.
- To provide specific Operations Department briefings for head office induction or overseas staff as requested.
Donor guidelines & requirements
- Develop a working knowledge of mechanisms used to report to major donor agencies, specifically: Irish Aid’s Programme Funding and EHAF schemes; USAID OFDA; ECHO; EuropeAid; DFID GPAF & CSCF; and WFP.
- Develop familiarity with other relevant donor guidelines in the event that cover is requested.
- Provide support for event management for the Operations Department, such as annual conferences or workshops.
- Responsible for updating links to policies and other reference documents, in Operations department induction manual.
- Responsible for updating and maintaining GOALnet Operations page
- To be familiar with the social and political backgrounds in GOAL countries of operation and the surrounding region.
- Such other duties as may be prescribed by the Operations Manager and/or Director of Programmes.
- A Bachelors’ degree in a relevant subject; or relevant demonstrable skills and experience to undertake the key functions of the role.
- Excellent writing capacity, and to manage and represent numeric, financial or other information, and using appropriate methods.
- Interest in humanitarian or development programmes; and appreciation of the aims and objectives of GOAL.
- Adept in use of Word, Excel, PowerPoint.
- Fluent in spoken and written English with strong analytical skills.
- Highly organised and able to managed multiple, simultaneous demands.
- Be able to work in a high pressure environment and adhere to deadlines.
- Demonstrable, relevant experience in development or related field; or in developing countries.
- Experience in report and proposal writing.
- Knowledge and experience of major institutional donors, including familiarity with key donor priorities and grant implementation, monitoring and evaluation guidelines.
- Specific knowledge or experience of GOAL’s thematic programme or sectors, or countries.
- Fluency in French, Spanish or Arabic.
- A Master’s Degree in Development or a related subject.
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 police clearance. GOAL is an equal opportunities employer.
This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated.; Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible.; This means that we will close adverts as soon as we have found the right candidate,;and this may be before the published closing date.; We would therefore advise interested applicants to submit an application as early as possible.