The Ugandan Jobline

Programme Support Officer – Kampala

 

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About the Role

GOAL Uganda is looking an enthusiastic, organised, and motivated individual to provide administrative and logistic support to the Programme Department, contributing to Programme Team administration and coordination, resource mobilisation and new business development as well as supporting the reporting and grant compliance process for active projects. The Programme Support Officer (PSO) will work with the Programmes Director, and interact with senior programme department leads, the Country Director, key stakeholders in the Systems Department, as well as in the Finance Department.

 

Key Duties and Responsibilities:  The key responsibilities of the role will be:

Resource Mobilisation and New Business Development

• Undertake regular funding opportunity reviews and scanning to identify relevant opportunities.
• Produce one-pagers on relevant opportunities to share with Country Funding Support Unit.
• Keep the Opportunity and Submission Tracker up to date and accurate.
• Produce and monitor grant timelines and submission checklists for funding opportunities that move towards full proposal development.
• Take, circulate and properly file notes from Country Funding Support Unit meetings and proposal development meetings and follow-up on actions.
• Provide ad-hoc support to proposal development; to include desk research and content generation for proposals, drafting Head Office Concept Notes, and coordinating internal and external stakeholders.
• Support drafting of briefs and overviews of individual projects, programmes and approaches for use internally and externally.

Grant Monitoring and Reporting

• Produce Grant Cover Sheets for all new grants and circulate to Finance, Internal Audit/Compliance, MEAL, Programmes and Systems departments.
• Plan and ensure attendance at grant opening, midterm review and closing meetings.
• Maintain and update the reporting, invoice and grant compliance tracker.
• Circulate monthly reminders and reporting timelines for upcoming report deadlines to Finance, Programmes, MEAL, HQ Uganda Desk Officer and other HQ department focal points.
• Take, circulate and properly file notes from Project/BMT and Programme Review Meetings and support the logistics of those meetings.
• Support in our partner on-granting processes including coordinating their onboarding and monitoring and tracking progress once onboard.
• Support the completion of partner and donor reports, including coordinating their development with Programmes, Finance and MEAL focal points, reviewing for quality, undertaking copy editing and formatting and check for overall adherence to donor reporting and contractual guidelines.
• Ensure donor correspondence and key information is filed in appropriate folders.
• Provide ad-hoc support to other donor communications and material development as needed.

Project and Programme Implementation Support

• Maintaining Programme Team trackers for the Programme Department’s quarterly and annual KPIs and deliverables.
• Planning and booking key internal team meetings.
• Submit requests and follow paperwork to support implementation of activities for selected projects as needed.
• Track and follow-up on requests to the Team from the PD.

Administrative and Workflow Support

• Record minutes and actions from all meetings attended, circulating and saving notes and updating the Action Tracker, in a timely way.
• Champion the use of SharePoint and Teams, acting as a positive example and resource to support all staff to use these vital organisational platforms.
• Ensure all folders are up to date, new folders and folder structures and Teams Channels are set up in a timely way, and relevant people have access links.
• Ensure all Departments have timely access to relevant documents, including contracts, reports, meeting minutes and key actions, to support country programme compliance and coordination.
• Support Programme Team to submit required paperwork and file documents.

Internal and Head Office Communications

• Support weekly Country Programme reporting, circulation in-country and monthly submission to HQ.
• Prepare country message sheets, facts sheets and talking points.
• Respond to ad-hoc requests from HQ that may arise or through the general Uganda email.
• Respond proactively to requests from HQ for document or information requests.
• Other tasks as identified.

Other Duties

• The post holder may be requested to undertake other activities as mutually agreed with the PD.

 

Qualifications, Skills and Experience: To be successful in this role, you will need:

Essential Criteria

• Undergraduate degree in Development Studies, Social Sciences or a related discipline.
• Experience in fundraising and resource mobilisation an advantage.
• Experience in grant management and donor reporting an advantage.
• Understanding of the Uganda political, social, economic and development environment.
• Excellent experience in use of Word, Excel, Outlook, Microsoft 365, good typing skills and general computer literacy.
• Excellent verbal and written good communication skills in English.

 

Desirable Criteria

• Ability to work under pressure and prioritise different tasks in a changeable environment.
• Ability to work both independently and within a team.
• Assertive, but able to keep good relations, strong interpersonal and relationship building skills.
• Flexible and hardworking and wiling to sometimes work long hours or in remote locations to meet the needs of the Programmes Team.

 

General terms and conditions

Code of Conduct and Accountability within GOAL

GOAL is an equal opportunities employer and has values and behaviours framework which defines our code of conduct. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability.

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.

• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

 

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

 

GOAL

Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.

 

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programming); and a market-based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

 

GOAL Uganda has a skilled team of approximately 100 personnel and manages an annual operating budget of approximately €8.7 million (2018). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Bugiri, Budaka, Kabarole, Moroto, Hoima, Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity: water, Irish Aid and some small foundations.

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24-hour personal accident cover, terminal benefits equivalent to one month for each completed year of service, a flexi-work arrangement and our working hours provide for a half day on Fridays.  GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.

 

How to Apply:

All interested applicants who meet the requirements should submit their applications by email with at least 3 reference contacts (current or former Line Manager) from the last three employers and daytime contact number to; recruitment@ug.goal.ie  indicating the title “Programme Support Officer in the subject line by 8 ^th September   2023.  PLEASE DO NOT ATTACH CERTIFICATES.

 

Deadline: 8^th September 2023

 

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