BASE LOCATION: REPORTING TO: LINE MANAGEMENT RESPONSIBILITIES: Islamic Relief Worldwide REGIONAL DESK OFFICER Birmingham with up to 40% of time in the field. Head of Region None PURPOSE OF DIVISION: Through capacity building and through technical and programme support, the International Programme Division keeps the organisation focused on the socio-economic and humanitarian needs of vulnerable people. The division reinforces IR s implementing structure to enable these people and their communities to develop themselves sustainably, and ensures that the organisation is prepared to respond promptly and effectively to humanitarian crises. The division increases the organisation s ability to tackle poverty by developing and fostering partnerships and institutional relationships effectively and proactively, and by ensuring transparent and timely reporting to the organisation s donors. JOB PURPOSE: To provide support to allocated country offices in delivery of effective programmes according to the Country Programme and Regional Strategies and raising profile amongst donors and potential funders. Position of Regional Desk Officer within IRW V 13/3/13 1
Structure of International Programmes Division Reporting Relationships of Regional Desk Officer Head of Region Country Directors Regional Desk Coordinator Trainee RDO KEY WORKING RELATIONSHIPS Interns Regular contact with Country Directors, Programme Managers, Finance Managers and Country Office Management Team members Communicates effectively and systematically across the organisation. Engages and networks with institutional donor agencies, IRW Partners, peer organisations, umbrella organisations, forums, networks and other key stakeholders SCOPE AND AUTHORITY Scope of the Role: Reporting to the Regional Desk Coordinator (or Head of Region depending on Desk Structure), the Regional Desk Officer will support the RDC/HoR to ensure that country programmes are implemented and reported on in a timely and of a qualitative manner according to the Country and Regional Programme Strategies and that the projects are well represented internally and V 13/3/13 2
externally. Any issues relating to line management and strategic issues will be referred to the Head of Region. The Regional Desk Officer is accountable to fulfil his/her roles and responsibilities in line with IRW s code of conduct, values and principles. Responsibility for Resources: The role is responsible for: Supporting country offices in appraising documents, securing funding for, monitoring and reporting to donors on country programmes and projects. Supporting in setting of budgets and monitoring expenditure Ensuring that all information related to country programmes are organised and accessible KEY ACCOUNTABILITIES The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. Key Accountability 1: PROGRAMMES DEVELOPMENT AND IMPLEMENTATION Keep an up to-date overview of operational matters in respective countries Appraise project proposals submitted by field offices to ensure that they have clear sense of purpose and direction and to report any major deviations to the line manager. Ensure that the quality of proposals and budgets consider value for money which fit into the overall country and regional strategy. Assist field offices in producing high-quality project proposals for funding from both IRW and institutional donors in accordance to country context. Support field offices in securing funding from institutions and IR Partners on behalf of the country programme where necessary Key Accountability 2: PLANNING & BUDGETING Participate in the development of country, regional and global strategy and in policy development based on IR experience in respective Country. Assist the CD, Programme Managers and Head of Programmes to draw up and annual action plans and business plans, and monitor implementation of these plans Ensure that the country offices submit project, quarterly, annual and external audit reports on time. Work with finance staff in the development of project and country budgets Work closely with Finance Department to issue pin_-codes for new projects, review budgets and provide timely feedback to Finance Managers, and follow up fund transfer requests V 13/3/13 3
Key Accountability 3: REPORTING, ANALYSIS, INNOVATIVE THINKING & PROBLEM-SOLVING Review and appraise donors/partners reports submitted by Country Offices to ensure they are of high quality and in accordance to donor requirements. Follow up with Country Offices to ensure that donors and partners reports are submitted on time and in correct format. Analyse Country Office budgets to ensure value for money and ensure that programme support cost remain reasonable and cross-charged effectively against country support budget. Analyse the security situation and humanitarian space in a country, its implication for IRW capacity and programming, and give recommendations to the RDC and Head of Region Report major deviation from compliance with directives and policies to the Head of Region. Resolve or report challenges to programme delivery Key Accountability 4: COMMUNICATION Collate and compile reports and produce data which feed into the Annual Report of IRW. Communicate with a range of IR partners, institutional and private donors and other international NGOs related to issues concerning respective countries and regarding the implementation of projects. Work closely with the media department to ensure that the FOs information in internet and websites are up to date (project profiles, case studies, photos, desk filing systems and archiving of documents and reports) Support regional desk and the Country Programme team in fundraising efforts to market projects both within Islamic Relief Worldwide partners and externally (in coordination with Islamic Relief Fundraising mechanisms) Key Accountability 5: MONITORING AND EVALUATION AND QUALITY ASSURANCE Undertake field visits to support and facilitate quarterly and annual programme and project reviews and lesson learned workshops to ensure programmes are progressing well, delivering the planned outputs and are having the necessary impact. Monitor country office programmatic and administrative systems including IRQMS/CHS activities to ensure field offices are operating according to IRW policies and standards To assist the Head of Region to undertake risk assessment of field offices and projects and advise on mitigation approaches To liaise with IRW finance in ensuring field office annual accounts and programme evaluations are externally audited and necessary actions followed up on Key Accountability 6: Other Travel to IRW Country/Field Offices commensurate with the amount of work needed with a ToR approved by the Head of Region and shared with the CD prior to commencement of the field mission. Carry out, where possible, any other duties of IRW surge capacity that is in line with the job purpose as requested by the line-manager. PERSON SPECIFICATION V 13/3/13 4
It is essential that the post holder shows a good understanding and empathy with the Islamic values and principles as well as commitment to IRW s vision and mission. Essential: Knowledge, Skills and Qualifications A graduate degree or equivalent experience in development/humanitarian areas An in-depth understanding of international development issues Working knowledge of Microsoft Word and Excel Experience Proven track record of working in a similar role with an International NGO or the successful completion of a one year trainee programme for this role. Proven track record of field work experience with INGOs in developing countries in rehabilitation; development and emergency contexts, preferably in a country of the targeted region Experience of and commitment to a participatory, supportive, open environment to ensure the learning and development of all. Proven experience in monitoring and evaluation of programmes; use of quantitative and qualitative research data collection in support of programme development. Proven experience and knowledge of effective budgetary control and grant management. Strong and well developed analytical skills coupled with experience of writing quality proposals and reports Experience of distance management Fluent in English Personal Qualities Good interpersonal skills including the ability to listen, sensitivity to others views and perspectives, and conflict resolution. Problem solving skills Culturally sensitive Able to work with the most vulnerable groups including women and children, Good team work skills with the ability to work with different and sometime conflicting agendas Excellent written and spoken English Written and spoken command of regional languages Abide by IRW Code of Conduct and other related Codes of Conduct. Willingness to travel at very short notice. Desirable: Experience of organisational development Experience of working on emergency and/or disaster preparedness programmes in developing countries Experience of working in the sectors of livelihood projects, WATSAN and Nutrition. Experience of advocacy and communications work. Written and spoken command of regional languages. V 13/3/13 5
Signed by: (Direct Line Manager) Signed by: (Divisional Director) V 13/3/13 6