TEAM/PROGRAMME: Program Operations

LOCATION:  Addis Ababa

GRADE:  3A

POST TYPE: National

Child Safeguarding:

Level 2 - the responsibilities of the post may require the post holder to have contact with or access to children or young people

ROLE PURPOSE: Under the guidance of the Deputy Chief of Party, the Program Support Coordinator is responsible for the provision of overall administrative and program support for the USAID/LEGO Foundation Childhood Development Activity. S/he is responsible for facilitating and keeping proper records of key program documents, including proposals, agreements, reports, any associated amendments and major communications with partners. S/he is responsible to facilitate logistics, keep records and proper tracking of vehicles (including rental vehicles) and related payment, equipment and supplies procured through the USAID/LEGO Foundation grants and make periodic analysis for decision making. S/he is responsible to ensure the effect of timely payment of purchased items at country office & facilitate the delivery of purchased items to the project level; timely payment for rental vehicles as well as other procurements and consultancy work.  S/he supports the Childhood Development Activity team with organizing workshops and trainings, facilitating associated payments, recording meeting minutes and proceedings, and preparation of project briefs.

S/he will also be responsible to provide operational support to activities related to USAID/LEGO Foundation Childhood Development Activity including procurement of teaching and learning materials (TLM), play materials, training materials, IT equipment, office equipment and supplies, vehicles and associated accessories. Support will also include making arrangements for training venues, accommodation for project visitors and staff and stakeholders, procurement of consultants; support with mass media related work, both electronic and print; and other related activities. 

SCOPE OF ROLE:

Reports to: Deputy Chief of Party

Staff directly reporting to this post: None

KEY Roles and Responsibilities

• Maintains proper documentation of all project documents, including proposals, agreements, tools, reports and other major communications; in soft copy with appropriate back up and hard copies as necessary

• Provides support to organization of trainings, workshops and special events, as well as ensuring that related payment is done in a timely manner

• Facilitates all travels of project teams, the procurement of equipment and supplies, supports their distribution as well as keeps records of and tracks their whereabouts

• Handles correspondences and liaising with project units, consultants, other departments, partners and government offices;

• Develops and maintains a tracking tool for all project reporting requirements, liaising with the relevant staffs to ensure that all reports are prepared and submitted in a timely manner; follows up on delivery of the reports to the respective government agency, development partners, local implementing partners and other partners

• Supports the project team and follows up all logistics matters and purchases

• Processes and facilitates financial requests;

• Assists in other daily administrative routines;

• Engages in other related tasks as required

1. Support to the Childhood Development Activity programs:

• Liaises with the relevant program team members to facilitate the paperwork for the procurement of project materials and supplies.

• Represents the field team when procurement bids are opened.

• Supports in facilitating transportation of the procured materials, assuring appropriate modes of transportation of the Childhood Development Activity.

• Keep records of and tracks rented vehicles for the Activity, ensuring that the required service is provided and timely payment is effected on a monthly basis.

• Provides support in the TOR development process for consultancies and contacting with media agencies.

• Supports all activities related to media engagement including setting up appointments with media personnel and keeping records of meetings with the media.

• Working with the communication team as necessary, supports the identification and contracting of media agencies for IEC/BCC related work; engages in message development as necessary; follows up the implementation and facilitates payment.

• Supports consultancy bid evaluation process, ensuring that the proper process is followed and appropriate documentation is properly filed and kept; facilitates payments as per the contract agreement.

• Prepares and provides necessary information and inputs relevant for donor communication, often on a very short notice.

• Conducts other related tasks pertaining to the Activity.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

• Widely shares their personal vision for Save the Children, engages and motivates others

• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

• Values diversity, sees it as a source of competitive strength

• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions

• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

Job Requirements

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree in M&E, development studies, commerce, accounting, communications or closely related field

• Minimum of 5 years’ relevant experience in an NGO environment

• Computer literacy in all the Microsoft Office Suite applications

• Experience in working with multicultural team and complex projects

• Excellent office management skills

• Experience in developing and managing data bases, tracking tools etc

• Good communication skills

• Good knowledge of contract management

• Fluency in English, writing and speaking

• Ability to work in a team, strong negotiation and analytical skills; ability to multitask and work under pressure and tight deadlines.

• Willingness to travel outside of Addis as necessary

• Commitment to Save the Children’s values

• Qualified female candidates are encouraged to apply for the position

How to Apply

Please attach a copy of your CV and cover letter with one letter of application, and include details of your current remuneration and salary expectations. 

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Register using the following LINK