Programme Support Officer (M/F)

The position Mission of the post: The recruit provides support for the coordination, monitoring and administrative management of all the organization’s programmes and projects, including those implemented in several countries. It acts as a liaison between the technical teams and operational services in order to facilitate the implementation of activities and ensure the quality and availability of the required documents, the preparation of reports and compliance with procedures and deadlines.

Responsibilities

It supports unit and project managers as well as the operations team in planning, monitoring implementation, reporting, document management, processing operational requests, risk monitoring and closing projects. This support role is not a substitute for the technical and decision-making responsibilities of unit managers, nor does it replace the delegations of authority in financial services, procurement, human resources and other operational services. Key responsibilities:

• 1 Support for programme and project planning and implementation:
• Support unit and project leaders in declination of approved proposals, budgets and work plans into activity schedules detailing key milestones, responsibilities and follow-up actions.
• Maintain consolidated work plans, monitoring tools and dashboards of the projects whose follow-up is entrusted to him, regularly informing the progress and pending actions.
• Track deadlines and interdependencies between activities, identify blockages, re-launch relevant colleagues, and promptly report delays or risks to the relevant unit manager and operations manager.
• Support project start-up, periodic reviews, planning adjustments and closing, using agreed checklists and documents.
• Organize follow-up meetings of programmes and projects, prepare agendas, record decisions and monitor actions until they are carried out.
• Promote the use of harmonized document templates and project monitoring and management tools within the organization.

Education / Qualifications

• 2 Reporting and information management:

Other information

Maintain a consolidated schedule of reports, deliverables, validations and other commitments with deadlines for donors, the institution and projects.

• Centralize and organize technical, financial, administrative and procurement contributions for reporting to donors, progress reports, reviews and other submissions. To verify its completeness, technical and financial validation are the responsibility of the competent managers.
• Support the timely preparation, formatting and transmission of periodic reports, presentations, briefing notes, briefings and management status points under the supervision of the relevant unit or project manager.
• Maintain complete and up-to-date project files, including proposals, budgets, work plans, contracts, approvals, correspondence, deliverables, reports, minutes and documents attesting to the completion of activities.
• Classify final versions of documents and key decisions in appropriate shared spaces, to facilitate their consultation for management, reporting and audit purposes.
• 3 Operational liaison and compliance monitoring: Daily liaison between programme and project teams and operational services for procurement, contracts, travel, workshops, meetings, payments, partnerships and other implementation needs.
• Prepare complete and timely operational requests based on approved work plans. Check the availability of required information and supporting documents and follow up on requests until they are processed.
• Helping teams understand and comply with donor conditions, organization procedures, approval circuits, ethical rules, personal protection requirements, and other project obligations.
• Maintaining compliance monitoring tools, re-launching affected individuals to obtain missing parts or validations, and reporting difficulties that could compromise activities, reports, or audit preparation.
• Support the administrative follow-up of partners and consultants, including documentation of deliverables, contractual deadlines, pre-payment conditions and pending actions, with relevant operational services.
• Maintain regular and constructive exchanges between program teams and operational services in order to anticipate constraints and provide joint solutions.
• 4 Support for financial monitoring and resource management:
• Assist unit and project managers in aligning business plans with approved budgets and implementation schedules.
• Collaborate with financial services to maintain summary statements of expenditures, commitments, budget balances and pending financial actions for tracked projects.
• Monitor contributions to budgets, updates to estimates, budget revisions, invoices, advances and their justification, as well as other financial documents required for activities and reports.
• Report significant variances, delays and missing documents to the relevant unit manager, operations manager and financial services. The item does not confer any authority to approve expenditures or override financial controls.
• 5 Coordination and support to stakeholders:
• Facilitate the flow of information between organizational units, headquarters, country teams, partners, consultants and support services to clarify responsibilities, timelines and decisions.

Main duties

• Support, with the operations team, the logistical and operational organization of workshops, missions, meetings, trainings, meetings with partners and other project activities.
• Prepare progress summaries, presentations and briefing notes for internal coordination meetings, exchanges with management and meetings with partners.
• Communicate decisions, changes, risks and follow-up actions to implementing colleagues in a timely manner.

Candidate profile

Qualifications and experience required: This is a professional position recruited at the national level, with two possible entry profiles. The main responsibilities and competencies required are common to both profiles. However, the level of autonomy, the complexity of the tasks assigned and the expectations in terms of professional experience will be adapted to the qualifications and relevant experience of the person selected.

1. Qualification and recruitment conditions: Profile 1: Be licensed in a relevant field and have at least three (3) years of experience supporting or coordinating programs or projects. The person recruited will support the projects entrusted to him/her and gradually assume more responsibility and autonomy.

• Profile 2: Hold a master’s degree in a relevant field and have at least two (2) years of experience supporting or coordinating programmes or projects. The person recruited will support the coordination of several projects with a higher level of autonomy and contribute to the preparation of management reports as well as the improvement of business processes.

Experience

• Relevant experience in program or project support, coordination, grant administration or similar function, preferably within an NGO, research organization or in the public health or international development sectors.
• Practical experience in supporting donor-funded projects, including work plans, monitoring reporting deadlines, documentation, compliance and coordination with financial services, procurement and other support services.
• Experience working with multiple teams, projects, partners or countries and ability to manage simultaneous deadlines with limited supervision.
• Experience in research, health, demographic dynamics, climate, environment or development is an asset, without being essential.

Required skills

Strong organizational, planning and monitoring skills, with rigor and respect for deadlines.

• Ability to facilitate coordination between technical and operational teams and establish effective working relationships without direct reporting authority.
• Good understanding of the project management cycle, reporting requirements to donors, compliance documents and operational procedures.
• Ability to synthesize information from a variety of sources and produce clear monitoring tools, briefing notes, reports and reports.
• Practical knowledge of budget preparation, expenditure tracking and documentation required to justify the use of funds.
• Mastery of Microsoft Office or Google Workspace, including Word, Excel and shared document management tools. Knowledge of project management or collaborative work platforms is an asset.
• Sense of service, initiative and ability to seek solutions and alert competent managers at the right time.
• Integrity, discretion, respect for confidentiality and a sense of responsibility, while respecting the organization’s policies, protection of individuals, fairness and inclusion.
• Ability to work independently and as a team in a multicultural, multidisciplinary and dynamic environment. Language skills: Excellent command of French, both written and spoken.
• A working knowledge of English is an asset. Other information RMO subsidiary: RMO Senegal Offer no.:

#175170

Industry: International Organisation / Association / NGOs Role: Programme Support Officer Contract type:

Location

Senegal Salary: Fixed salary + Benefits Benefits: Available positions: Position

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