Role profile. International. London N/A N/A N/A N/A. Not required. Up to 30 days

Transcription

1 Role profile Basic information Job title Department Location Reports to (Job Title) Matrix manager if applicable (Job Title) Direct reports (Number or Not applicable) Overall people management responsibility (Number or Not applicable) Programme Support Officer PFD and LCP International London Senior Programme Manager Large Complex Programmes Head of Programme Funding Division Matrix management responsibility (Number or Not applicable) Budgetary responsibility (Amount or Not applicable) Child protection clearance required (If applicable, Standard/Enhanced) Expected travel per annum On call/unsocial hours Not required Up to 30 days No Role definition Role purpose The main purpose of the role is to ensure that appropriate administrative, information and financial management support is provided to the work of Programme Funding Division (PFD) and Large & Complex Programmes (LCP) division. This will include the collection, collation and analysis of information, support on aspects of submission of proposals and reports to institutional donors, implementation of Christian Aid corporate systems, and supporting learning across PFD and LCP. Role context This role sits in PFD and LCP, within the International Department. PFD and LCP work closely together, supporting Christian Aid to access and manage institutional donor funding, and to deliver effective programmes. Both divisions have strong commitment to learning from programmes, and supporting the organisation in applying this learning to our future programming. PFD manages a range of donor relationships and supports country programmes through a team spread across London and Christian Aid country offices. LCP manages a portfolio of large and complex donor funded 1

2 programmes of strategic importance to Christian Aid. This role is key to driving effective systems and processes that enable the workgroup to meet its operational objectives. Key outcomes Efficient overall administrative and communication support for PFD and LCP. Effective financial management support including grant management and maintaining accurate expenditure and resource monitoring. Effective programme management support provided where required within budget and timeline. Cross divisional liaison point and key contact within the workgroup is maintained. Efficient and effective administration of the workgroup. Staff within the workgroup are effectively introduced and trained on business systems and procedures. Role requirements Relationships (Key relationships, frequency of contact, purpose of contact (liaison/influencing/negotiating etc.) External Internal Supports effective liaison and information flows / communication with key staff in DFID and other donors, and with partner organisations. Develop strong working relationship with stakeholders across the organisation. Share knowledge and best practice across the organisation. Close working relationships with support staff across the International Department and with relevant staff in the Finance team. Decision making The ability to make day-to-day decisions to contribute to the implementation and smooth running of effective business systems across the workgroup. Convenes meetings, potentially at a global level, both in person and remotely. Raises critical issues, relating to financial and/or data management at the appropriate level within the PFD and wider LCP portfolio. Analytical skills Tasks involve analysis and choosing between options, where the solution is not always obvious and where considerable initiative and judgement is required. Requires significant analytical ability to synthesise individual partner reports and information into overall programme reports / progress assessments and engaging communications and learning material. Deals with issues requiring detailed information gathering and analysis, including assessment of benefits and risks of different courses of action, and ability to identify key drivers / constraints affecting partners. Initiative and judgement needs to be applied regularly in the course of day-to-day work. Developing self and others Ability to take initiative, be self-motivated and build capacity of/guide new staff on HR, Finance, administrative and IT procedures. 2

3 Person specification Applied skills/knowledge and expertise (Extent/type of knowledge, skills and experience required, extent to which a source of expertise to others. Maybe a professional qualification but may be skills and knowledge gained through experience) Essential Bachelor s degree (or equivalent) or equivalent knowledge through experience Experience of international development programme work Experience in drafting of succinct, informative and highly readable reports Experience of budget monitoring and financial analysis Ability to process and analyse large amounts of quantitative data Ability to build effective working relationships at a distance Excellent communications skills Excellent attention to detail Able to maintain confidentiality and use discretion where appropriate Desirable Understanding of and ability to use PROMISE and QA Excel Fluency in French, Spanish or Portuguese IT competency required Intermediate Competency profile LEVEL 2: You are expected to be able to: Build partnerships Take on different work when necessary to achieve a team or organisational goal. Actively consult with others to ensure you understand their needs or goals. Listen to and take on board fresh perspectives and views, even if you initially disagree with them. Maintain relationships with individuals and networks, based on mutual understanding and respect. Communicate effectively Make complex things simple for the benefit of others. Actively listen and question to check your understanding and draw out others when they are not expressing themselves clearly or seem to be holding back. Be sensitive to what others may be feeling, based on what they say, how they say it and their non-verbal behaviour, adapting your approach accordingly. Address difficult issues when they arise, being honest and open. Steward resources Implement ways to reduce inefficiency in use of resources or pass the ideas on to someone who can make them happen. Estimate the resources needed to achieve your own work plans or objectives and deliver them in the most efficient and cost effective way. 3

4 Set and communicate realistic timelines for achieving tasks, working out how best to adapt if priorities change or unforeseen circumstances arise. Deliver results Prioritise, plan and monitor your work to meet your own and team deliverables to agreed standards. Acknowledge others priorities whilst being prepared to say no if there are genuine reasons why their needs cannot be met. Use logical processes and relevant tools and techniques to report on information or analyse options. Make timely and considered recommendations or decisions based on analysis of available data, information and evidence. Realise potential Evaluate your own work and actively address gaps in knowledge and skills, without prompting. Recognise how you react to feedback and manage reactions positively, acting on specific feedback from others. Share your knowledge where it will help others to be more effective. Provide instruction, constructive feedback and guidance to others to help them learn. Strive for improvement Constructively challenge existing practice. Seek better ways of doing things, taking into account the possible implications. Make positive suggestions on a way forward when faced with challenges, even if these fall outside the scope of your own work. Look inside and outside Christian Aid for new ideas and evaluate their potential for your own work. DATE CREATED 2/12/15 4

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