The Humanitarian Program Support Officer will contribute to the achievement of the purpose of the humanitarian programme under the drought response programme. The role is responsible for supporting the Humanitarian Program Strategist with the day-to-day operations of the department and support to partners management processes. The position holder will maintain a close eye on the operational and financial performance, identify probable issues that may need attention and coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned, and preparing humanitarian department implementation tracking reports.
KEY RESPONSIBILITIES
Under the direction of the Humanitarian Strategist and with partners in the ASAL Humanitarian Network, MEAL department, Social Protection Programme, WASH, Gender and protection and partners implementing SGBV projects, undertake the following key functions:
Support to project Implementation.
Operational and logistical support.
Project monitoring and reporting.
Coordination and liaison.
Knowledge management and innovation.
Support to Project Implementation – 25%
With a focus on tracking the projects’ grant contracts, budgets and reports
Support the Humanitarian Strategist in creating projects in the Oxfam project management systems (People soft system) by working with the Systems Officer and grants accountant and ensuring relevant data is inputted/uploaded in the system.
In consultation with the Humanitarian Strategist help project managers located in partners’ offices to monitor performance and progress on designated projects including budgetary monitoring (BVAs, QMR etc) and monthly monitoring reports in donor format by flagging out reporting timelines and miscodes and providing an analysis of project under expenditure or over expenditure.
Support in the drafting or reviewing project plans, budgets and reports based on secured grant contracts ensuring timely and quality reports are submitted to meet the donor and Oxfam requirements (both financial and narrative).
Support Humanitarian Strategist in managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices.
Operational and logistical support – 20%
Be involved in the selection process of consultants, and preparation of necessary documents.
Support in ensuring all partners’ assessments are undertaken and are up to date.
Support in proper documentation for partner projects and financial records to ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
Liaise with the Finance Unit to process and monitor all payment requests for the different projects.
For cash-based programming, support Humanitarian Strategist and partners to deliver cash-based emergency interventions in ASALs, by ensuring timely paperwork is in place for the cash programming.
Prepare amendments of Agreements and Budget revisions for partners when applicable.
Review input of financial information, expenditures etc in Oxfam’s people soft system.
Support in preparing Terms of Reference (ToR) for procuring individual and institutional consultancy services, as well as concept notes for organizing and procuring training workshops, seminars, and conferences, in line with Oxfam’s procurement of goods and services policy.
Organize all project and stakeholder meetings as, and when necessary, maintain records of these meetings.
Support the Development of New Program Strategies and Capacities – 15%
In close collaboration with the Funding Coordinator, technical staff and Humanitarian strategists support new program development by contributing to drafting project proposals.
Support partners to develop new draft project proposals in close consultation with the Humanitarian, Social protection, WASH strategists and other technical teams.
Work with program teams in developing scenario and contingency planning for rapid response in the event of emergencies.
Working with the strategists to identify programming gaps in capacity with partners (especially gender, protection and safeguarding and in sensitizing the beneficiaries of their right to safe programming).
Project Monitoring and Reporting 15%
Prepare program updates and briefings in consultation with the Humanitarian Strategist for information sharing with other concerned parties and assist in maintaining coordination.
Work with the MEAL team and partner MEAL focal points to ensure timely and quality reporting and analysis of data/information.
Support Oxfam’s communication unit in developing IEC materials, collecting human interest stories and blogs highlighting humanitarian programmes.
Coordinate required programme information for compilation of monthly situation reports (sitreps) ensuring teams report disaggregated data (by sex, age, county etc).
Undertake physical monitoring activities as approved in projects’ designs and in consultation with Humanitarian Strategist and recommend any corrective measures to the project managers.
Coordination and liaison 15%
Proactively coordinate/liaise with Oxfam support units on all administrative matters related to contract management
Contribute to the development of new proposals, project concepts and project designs in close collaboration with the Funding Coordinator, the Humanitarian Strategist and other Oxfam technical staff.
Work with program teams in developing scenario and contingency planning for rapid response in the event of emergencies.
Working with Humanitarian Strategist, to identify programming and capacity gaps within partner organizations (especially gender, protection and safeguarding and in sensitizing the beneficiaries of their right to safe programming).
Knowledge management and innovation 10%
Support the compilation of lessons learnt as per defined reporting format.
Contribute to the dissemination and sharing of best practices and lessons learnt for planning and knowledge building.
Contribute to expertise in tools and techniques including on Oxfam’s feminist principles mainstreaming in humanitarian programs.
Essential competencies (Knowledge /experience)
A bachelor’s degree in disaster risk reduction/management, social sciences, agriculture, food security and livelihoods discipline or related field.
At least 5 years’ progressive experience in project/programme management preferably in a humanitarian context.
Strong organisational and personal management skills, with ability to prioritise work issues to meet deadlines with minimal supervision and adjust to constantly changing situations while maintaining focus on delivery and follow-through.
Strategic, analytical and conceptual ability.
Ability to link humanitarian and longer-term development work.
Well-developed communication & capacity building skills.
Experience in proposal writing, donor reporting and budgeting.
Skilled in developing good relations within a diverse team as well as with other stakeholders.
Excellent verbal and written communication skills in English and Swahili.
Experience in use of project management system.
Desirable
Demonstrated ability to multi-task between direct programme implementation and partners’ management with positive outcomes.
Possess excellent communication and representation skills.
Ability to co-ordinate work carried out by different people and organisations.
Excellent coordination skills and a team player.
Apply via :
jobs.oxfam.org.uk
