Requisition ID: req46492

Job Title: Program Support Officer

Sector: Governance

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: Not Applicable

Location: Dar es Salaam, Tanzania

Work Arrangement:

Job Description

BACKGROUND

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

For over half a century, Tanzania has been a country of asylum, hosting one of the largest refugee populations in Africa. Currently, the country hosts approximately 247,000 Burundian and Congolese refugees, many of whom arrived in 2015 as the crisis in Burundi increased. To date, refugees continue to co-exist with the host communities in the Kigoma region expressing multiple reasons and needs. Within this context, IRC provides protection and basic assistance in the areas of Safety (comprised of Protection and Rule of Law, Women’s Protection and Empowerment, and Child Protection), Health (mental health and psychosocial support services and reproductive health) and Education

SCOPE OF WORK

The Program Support Officer will coordinate the development all program management tools including Project Workplans, Spending Plans, Item Forecasts, Monthly Monitoring Reports, Indicator Tracking Templates, Monitoring and Evaluation Plans for all active grants and facilitate regular check ins to track progress made by the program and grants on the ground versus the expenditures on the BVAs. S/he will facilitate regular Program Cycle Meetings as appropriate include Project Implementation Meetings and Project Learning Meetings. S/he is responsible for establishing and ensuring better record management systems for the country program in relation to program implementation and maintains an up-to-date record of all program processes at the various stages. S/he will maintain an up-to-date record of leave accruals and utilization for all program staff. S/he will support the Country Director (CD) and the Deputy Director Programs DDP) by managing and scheduling all their external engagements. The incumbent will closely work with program staff across all the IRC field offices in Tanzania and will provide a link between the program staff and all the IRC support departments and reports to the Deputy Director of Programs (DDP).

SPECIFIC DUTIES AND RESPONSIBILITIES

Coordination

Provide an effective link between the program staff with support departments including Finance, Security, HR and Supply Chain.
Keep a record of all program meetings ensuring that all action points are documented and followed up.
Support relevant program staff with requisite requests including travel authorization, leave requests, advance requests, and liquidations, ToRs
Ensure that program expenditure is in line with project budgets, spending plans and procurement plans.
Reconcile program expenditure by grant and specific expenditure lines with actual project implementation ensuring that any changes and deviations are noted, documented, and authorized.
Record, track and summarize leave accruals, requests, and utilization for all program staff.
Provide administration support to the Deputy Director Programs and the Country Director.
Grant Management

Track reporting deadlines on all grants and ensure that relevant people make contributions on the deliverables on time in line with the reporting tracker.
Provide a link for the country team with the regional awards management team.
Ensure all requisite program documentation are kept up to date on OTIS and in country filling system.
Facilitate monthly review meetings with sector teams ensuring all project implementation tools are developed and reviewed monthly.
Organize country program level Project Cycle Meetings (PCM) on a quarterly basis and ensure project teams conduct monthly Project Implementation Meetings (PIMs).
Facilitate country program level Budget versus Actual (BVA) meetings on a quarterly basis and ensure project teams conduct monthly Budget versus Actual (BVA) meetings.
Communication

Ensure communication products including fliers and banners are designed and approved in line with donor visibility guidelines.
Lead in creating media content for the country program activities in consultation with the CD and DDP.
Draft and review communication to stakeholders as required for the country program ensuring that the communication is courteous and clear.
Review program reports and ensure they are of the expected quality before they are submitted to the regional office and the donors.
Regularly update the brand folder for the country program on the IRC website.
Contribution to Effectiveness of the Program

Work collaboratively with different programs for strengthening integration and cross-learning in programs
Proactively volunteer for various team activities
Show an eagerness to take on any other tasks assigned by the line manager.
HR Management

Support program team develop and maintain proper leave plans and leave trackers.

Qualifications

Skills and Experience

Relevant B. Sc. in communications, development studies, social sciences, or any relevant degree with experience of reviewing assessing, reviewing, and monitoring expenditures.
Very good command of spreadsheets.
Command of written English to produce documents and reports in good standard.
Ability to maintain good working relationship with colleagues and partners.
Experience in collecting and collating qualitative and quantitative data.
Ability to work with data collection and analysis software.
Accuracy and keen attention to details, to produce high quality documents and maintain good records.
Commitment to IRC values and principles
Knowledge of the local languages will be an added advantage.
Professional Standards. IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Commitment to Diversity and Inclusivity. IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer. We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.

Warning. Please be warned of various scams, being circulated via e-mails, from Internet websites, and via regular mail or fax, falsely being issued by or associated with the IRC. Beware that The IRC does not charge a fee at any stage of its recruitment process (application, interview meeting, processing, training, or any other fee). IRC does not request any information related to bank accounts. If asked for any payment, please contact [email protected].