Program Support Officer
The Presencing Institute (PI) is a not-for-profit organization that operates as a global network. PI builds the new capabilities required for profound societal transformation through training programs, action-research, and the development of living examples of how new forms of collective leadership, collaboration, and innovation can fundamentally shift systems. PI offers training programs throughout the world and through massive on-line courses (MOOCs), reaching tens of thousands of people each year and offering innovative tools for on-line/off-line learning and community-building. PI works with a growing network of partner institutions, businesses, NGOs and government agencies to develop internal capacities for systems change, innovation and organisational transformation, as well as convening multi-sector groups to collectively address shared challenges. PI works with a geographically dispersed team that works together to develop and lead PI’s vision and programs.
Since the beginning of 2021, PI has launched and implemented several major programs in partnership with UN agencies. These programs aim to develop the leadership and system transformation capabilities within and across UN agencies for achievement of the SDGs and the 2030 Agenda.
The Program Support Officer will support the Programs Team in ensuring that the Presencing Institute provides effective and efficient services for the satisfactory delivery of the program. The consultant will report to the SDGLL Program Manager.
The Programs Support officer will have the following duties and responsibilities.
Support the Programs manager in:
1 ensuring the accurate and timely production of financial and non-financial reports and meeting effectively tracking and reporting requirements by:
· maintaining all primary financial records in the accounts electronic book and ensure that these records are accurate and up to date;
· processing timely and accurate payment requests with supporting documentation for approval by Program Directors;
· ensuring that all accounts have all the supporting documents (approval notes, invoices etc) and that all records are filed in good order according to the guidelines set by the program’s requirement;
· ensuring accurate and proper coding of expenditure on all primary documentation;
· ensuring that all payment request forms and invoices are critically checked for accuracy and correctness and has met PI’s and the donors’ financial standards;
· preparing monthly and accurate budget monitoring reports for approval by the Program Manager.
2 providing overall management of, and advisory role on all aspects of programs services (administration, finance, and logistics) as required by:
· keeping programs management files and software up-to-date;
· helping plan and organize PI events and team members’ travels;
· hosting zoom meetings;
· ensuring that information management and record keeping are of a good standard and are complete and up-to-date;
· supporting the preparation of the program’s monthly reports;
· informing on programs support issues as necessary;
· reporting on progress of activities on regular basis to Program Manager.
· Work closely with other members of the team to ensure clear internal & external communications.
· Produce finance reports and provision of financial management support to PI wider team when required.
· General support to the management & administration of the program as required.
. Ensure information and coordination with other PI programs.
. As required, collect and maintain Program outcomes data: activities, contacts, and results for capitalisation, learning and communication in partnership with other PI Teams.
· Recommend further improvements in ways of working.
· Support the team in providing accurate information and analysis for the development of new proposals.
Responsibilities may be varied from time to time in the light of the program’s requirements, following discussions with the assignment holder.
Skills and Experience
· University degree, in finance, business management or in another relevant field.
· Experience in managing, developing and delivering complex projects involving multiple stakeholders. Previous work experience in program support functions and management of it (human resources, finance, information management and logistics).
· Excellent communication and interpersonal skills and a proven ability to be flexible in demanding situation.
· Negotiation skills.
· Ability to gather and bring together different strands of qualitative and quantitative information effectively.
· Strong administrative skills, and excellent attention to detail.
· Ability to build effective working relationships with others – at all levels of the organization.
· Strong ICT skills – ability to set up basic databases, and use excel and other desktop and online platforms to produce management information.
· Ability to handle sensitive and confidential information in a professional manner.
· Ability to write clearly and concisely for reports, internal and external correspondence.
· Fluency in written and spoken English.
Previous work experience of project monitoring and reporting.
An understanding of the work of the United Nations and/or USAID.
Skills in project cycle management.
A familiarity with PI’s mission and approach, and prior experience with Theory U.
Fluency in French, Spanish, or Portuguese
A good working knowledge of procedures, systems and practice in office management, donor contracts management/funding would be helpful.
Terms and conditions
This is a consultancy estimated at equivalent of a full-time post from April 2022 to May 2023. (We are also open to less than full time arrangements). Terms of contracting will depend on the location of the consultant.
Virtual working arrangements: the PI team all work from their own offices/homes/public workspaces. Candidates will be required to provide their own working location and equipment.
Location: preferred location for this consultancy will be in UK/Europe/Africa, due to time zones, but other locations negotiable.
Pay: PI offers compensation in line the NGO/non-profit sector.
All terms and conditions will be outlined in the contract and based on local labor laws.
How to apply:
This is a full-time assignment from April 2022 to May 2023. (We are also open to less than full time arrangements). Preferred locations: UK/Europe/Africa, due to time zones, but other locations negotiable.
Please submit cover letter and CV at: firstname.lastname@example.org
Deadline for applications is April 12th 2022 – Interviews planned from April 19-22nd 2022