Assistant Programme Manager

Main purpose of job

As Assistant Programme Manager you are responsible for supporting the effective and efficient project management and administration of a range of long-term technical assistance and short-term consultancyassignments for a variety of clients. For some of these, a Programme Manager will also be assigned who willhave an overview role on the assignment.
You will provide financial and administrative support to Programme Managers to ensure long-term projects/programmes are undertaken efficiently and effectively.
You will work closely with other Options’ Team members to ensure that all work is carried out to high standards and to support the development of the organisation as a whole.
You will report to a member of the Programme Management team and will be based in Options’ offices in central London with opportunity for some overseas trave

Main Responsibilities:

Programme Management Support
Support to In-Country Team
Organise all project start-up to ensure that long-term project staff are in post on time;
Support the Programme Manager and/or Team Leader and in-country team to define project tasks and resource requirements, including developing project workplans and supporting the design and implementation of effective technical assistance strategies;

Relationship Management

Management of key programme activities and events, including oversight of coordination
Support the relationship management of partners, including preparation of TORs, contracts and
budgets and on-going management of inputs and deliverables ;
Liaise with partners, implementing agencies and other relevant individuals and organisations as
required, arranging meetings and other joint functions, and ensuring excellent relations are maintained;
Support Programme Manager to respond to requests from donors / clients, project partners and project staff, by providing accurate and robust information in a timely manner

Support to TA

Provide on-going support to any expatriate and local long-term staff as required;
Organise short-term consultant inputs including preparation of TORs, sourcing, briefing, contracting and managing consultants and in-house technical advisers;

Knowledge Management

Input into programme reports, for sign-off by the Programme Manager
Input into an assessment of risks to the programme’s successful outcome and update security briefings for sign-off from the Programme Manager;
Provide overall support, and contribute to the development and improvement of internal project management systems and procedures, where required;
Ensure knowledge management on the project by establishing and maintaining project files and
undertaking the dissemination of project reports and other information both internally and externally;

Administration

Ensure all necessary administration is undertaken or delegated appropriately;
Ensure that all reports are proof-read, formatted and submitted in a timely manner;
Quality assurance of programme or organisational outputs to a high standard.
Manage logistics/administration of contracts e.g. payroll, in-country logistics provider;
Undertake project management visits, as required.

Project Finance

Manage project finances, in liaison with local finance staff / Programme Manager / Finance Manager, ensuring client and Options financial procedures and policies are followed (including exchange rates and reporting) by project office and partner organisations;
Monitor, in collaboration with local finance staff / Programme Manager / Finance Manager, project and partner expenditure against approved budgets and ensure invoicing is on time and in line with agreed reporting;
Ensure timely reconciliation and processing of consultant invoices to ensure costs are accounted for in the correct period;
Assist in the preparation of programme financial reports, internal cash flow and budget projections for internal and external purposes, in liaison with Programme Manager / Finance Manager;
Contribute to the monthly management accounts, annual audit and budgeting process, by working with local finance staff and the Finance Team on financial management related to overseas programmes and assignments;
Ensure invoices are raised for submission to the client in a timely manner and track the payment of such invoices;
Identifying the best use of programme budgets, including the most effective allocation of funds.

Cross departmental’ Tasks

Work effectively with the Finance, Technical and Business Development teams;
Work with the Business Development team to support on the development of specific proposals, including technical and financial inputs;
Keep up to date with developments regarding the project and keep Options’ team informed as required;
Contribute to knowledge management within Options, highlighting key developments within
programmes that can be communicated and shared;
Support the strategic planning for both the Programme Management Team and in wider strategic planning discussions within Options when they occur;
Contribute to the development of team tools / sharing best practice within the team / organisation.
Cover for colleagues in their absence.

Qualifications

Degree in relevant subject area
Masters in relevant subject area

Experience

Experience in project cycle management including budgeting, project planning, financial and narrative report writing
Experience of working in international development
Experience of managing donor-funded budgets
Experience of contracts and contracting
Experience of close working relationships with partner organisations
Experience of managing complex logistics arrangements for international programmes
Experience in distance management of relations between a head office and an internationally based team
Experience with working in developing countries
Experience of building strong relationships with stakeholders
Experience in fundraising / business development
Experience of successfully working to tight deadlines

Skills and attributes

Strong financial management skills
Ability to work on a wide range of projects and other issues simultaneously
Self-starter, can work independently or as part of a team
Critical thinking and problem-solving skills
Ability to plan and manage work in a logical manor
Excellent communicator both in writing and verbally
Good negotiation skills
Flexible attitude to work and ability to work in challenging working
environments
Sensitive to other cultures
Knowledge of a spread of international donors, including DFID

Apply via :

s.co.uk