Expedited SVN_Senior Program Administrative Assistant (Internal Only)

Job Description

Responsibilities

Implementation, Procedures, Monitoring and Reporting

1. In collaboration with Program Support Unit, provide inputs and specialized administrative assistance in new projects proposal preparation.

2. Coordinate with and support the program manager to facilitate the effective implementation of projects to achieve the overall objectives in a timely manner. 

3. Ensure regular support, follow-up and monitoring of the planning, implementation, and monitoring of project activities with special consideration for mainstreaming cross cutting issues such as gender, PSEA and protection.

4. Provide strategic suggestions on decisions related to programme implementation, ensuring they are made in a participatory and collective manner.

5. Assist with the preparation of project reports, evaluations and other project documentation, including yearly and quarterly work-plans, budgets, annual project reports, other supportive reports for donor support and relevant other reports if necessary.

6. Regularly liaise with the Program Support Unit in relation to providing substantial support to the unit of training and workshops to enhance staff capacity. 

7. Provide contextual background for policy advisory papers and briefing notes including research and analysis of data. 

Management, Finance and Procurement

8. Lead in monitoring stock levels of the department’s prepositioned materials in Cox’s Bazar and Sub-Offices with the support of Program Support assistants.

8. Liaise with the finance and procurement units regarding budget revisions, monthly expenditures and other requirements.

10.Assist with routine systematic monitoring and evaluation activities (e.g., monthly project meetings) in close consultation with the program manager.

.

Stakeholder Management, Coordination and Liaison

13.  Maintain routine communication with the projects and expedite communication between the projects and the program including donors through the program manager. 

14. Prepare routine correspondence and general reference documents, organize data and information, and maintain project records, files and discernments. 

Training

15. In coordination with the RMO, take led in collaborating with the capacity building team to train the relevant department’s staff on proper administrative procedures as per the mission and global SOPs.

16. In coordination with the RMO, to provide leadership and guidance to program support assistants in training the relevant department’s staff on the use of WAVE for monitoring of budgets.

General Duties

17. Any other related duties as may be assigned.

Qualifications

EDUCATION

• University degree from an accredited academic institution preferably in administration, engineering, computer science, or any other relevant field with five years of relevant experience, or

School diploma with seven years of relevant professional experience.

EXPERIENCE

•  Experience in humanitarian response or related field.

• Operational field experience required.

• Emergency experience and previous project implementation and management experience, including project monitoring and reporting an advantage.

• Project implementation and management experience, including project monitoring and reporting an advantage

Required Skills

Job info