Mercy Corps is a global humanitarian aid agency engaged in transitional environments that have experienced some sort of shock: natural disaster, economic collapse, or conflict.

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Program Support Senior Officer

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

5 - 8 years

Location

Nairobi

Job Field

Project Management

The Program Support Senior Officer will report directly to the Program Director, supporting managing program operations for the Jobtech Alliance portfolio of grants across Africa. They lead on program management standards across grants and contracts, manage partner communications, and ensure that program operations run smoothly. The Program Support Senior Officer is an integral part of the Jobtech Alliance Project Management Unit, and helps to create systems that are efficient, secure and effective in achieving the results of the program.

KEY RESPONSIBILITIES

Partner Communication and Coordination

• Function as a project management and administrative liaison between key Jobtech Alliance partners and relevant Mercy Corps departments (finance, procurement, subgrants)
• Lead partner pre-award and contracting assessments, including due diligence; support the contracting process; compile documentation for ongoing payments; and coordinate with the finance team to follow up and resolve any issues related to reporting and payments
• Verify that progress reports and financial reports are received from partners and vendors prior to report submission deadlines.
• Support assigned technical team members to deliver on partnership commitments and contribute to partnership development including kick off and ongoing meetings as directed by respective technical team members.

Program and Operations Support

• Ensure successful program implementation through managing timely alerts, recommendations for follow-up action; reporting and suggesting solutions for any concerns about partners or project related issues to the program technical leads and team, where necessary.
• Work closely with the Operations Director and Procurement team to payments and completeness of documents for all program related procurement and payments and ensure a streamlined process flow from technical through to operations.
• Ensure compliance as pertains to managing program projected expenditures by coordinating and compiling program related expenses for the monthly cash-flow analysis.
• Co-ordinate with the technical team to ensure the proper maintenance of all files, records and documents relating to the project. This includes scopes of work for various consultants, MOUs, and all relevant documentation.
• Provide support to technical teams and consultants in contracting and operations related documentation for program partner engagements, procurements, including drafting of justification memos and other required documents under the direction of the respective technical team members.
• Support the organization and coordination of events, including program-specific summits, learning sessions, team retreats, and other related activities.
• Manage onboarding for program team members as pertains to training needs and ongoing support for new employees, consultants, and technical team members in coordination with the HR department.
• Build capacity of team members to follow Mercy Corps processes and standards.
• Provide ongoing support to the Program director as required.

Program Systems

• Lead management and ongoing improvement of Jobtech Alliance systems which improve effectiveness and efficiencies of our work, including on Airtable and Hubspot.
• Collaborate with program and operations teams on building new and/or maintaining existing templates, tools and tracking systems for ensuring smooth operations between program, operations, and finance teams.
• Manage the Jobtech Alliance program google database/ SharePoint drives, including updates, documentation filing/archiving as and upgrades, whilst troubleshooting with the ICT HQ team, where necessary.
• Provide continuous Support in clearance of bottlenecks in procurement processes crosscutting between Program and Operations/Finance/Compliance
• Implement CARM System and Tools.

In coordination with Gender Director, responsible for implementation of CARM, including internal and/or external referrals, compiling reports on feedback, and providing recommendations to the programs for improving the response.

Champion and maintain community accountability reporting mechanism and following system.

Adherence to Policies and Procedures

• Personal conduct should always be professional and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
• Accountability To Participants - Mercy Corps team members are expected to support all efforts towards accountability, specifically to program participants and to international standards guiding international development work, while actively engaging ecosystem as equal partners in the design, monitoring and evaluation of our field projects.
• Diversity and Inclusion - responsibility to create a positive culture and to safeguard equity, inclusion, dignity, and respect for all. Each employee is expected to be a role model for others and ensure alignment with MC diversity and Inclusion values.

KNOWLEDGE AND EXPERIENCE:

• Bachelor’s degree in economics, Microfinance, Business Administration, or banking and finance.
• Minimum 5-8 years working for a start-up, bank, MNO, non-governmental organization or a reputable international or national organization preferred.
• Experience working with start-ups and/or technology for development an advantage.
• Excellent Computer, verbal, and written communication skills, including report development, writing, and editing.
• Excellent interpersonal skills and communication.
• Highly pro-active and self-disciplined.
• Demonstrated analytical and problem-solving skills.
• Demonstrated experience in project management skills.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Willingness to travel approximately once per quarter.

• Function as a project management and administrative liaison between key Jobtech Alliance partners and relevant Mercy Corps departments (finance, procurement, subgrants)
• Lead partner pre-award and contracting assessments, including due diligence; support the contracting process; compile documentation for ongoing payments; and coordinate with the finance team to follow up and resolve any issues related to reporting and payments
• Verify that progress reports and financial reports are received from partners and vendors prior to report submission deadlines.
• Support assigned technical team members to deliver on partnership commitments and contribute to partnership development including kick off and ongoing meetings as directed by respective technical team members.
• Ensure successful program implementation through managing timely alerts, recommendations for follow-up action; reporting and suggesting solutions for any concerns about partners or project related issues to the program technical leads and team, where necessary.
• Work closely with the Operations Director and Procurement team to payments and completeness of documents for all program related procurement and payments and ensure a streamlined process flow from technical through to operations.
• Ensure compliance as pertains to managing program projected expenditures by coordinating and compiling program related expenses for the monthly cash-flow analysis.
• Co-ordinate with the technical team to ensure the proper maintenance of all files, records and documents relating to the project. This includes scopes of work for various consultants, MOUs, and all relevant documentation.
• Provide support to technical teams and consultants in contracting and operations related documentation for program partner engagements, procurements, including drafting of justification memos and other required documents under the direction of the respective technical team members.
• Support the organization and coordination of events, including program-specific summits, learning sessions, team retreats, and other related activities.
• Manage onboarding for program team members as pertains to training needs and ongoing support for new employees, consultants, and technical team members in coordination with the HR department.
• Build capacity of team members to follow Mercy Corps processes and standards.
• Provide ongoing support to the Program director as required.
• Lead management and ongoing improvement of Jobtech Alliance systems which improve effectiveness and efficiencies of our work, including on Airtable and Hubspot.
• Collaborate with program and operations teams on building new and/or maintaining existing templates, tools and tracking systems for ensuring smooth operations between program, operations, and finance teams.
• Manage the Jobtech Alliance program google database/ SharePoint drives, including updates, documentation filing/archiving as and upgrades, whilst troubleshooting with the ICT HQ team, where necessary.
• Provide continuous Support in clearance of bottlenecks in procurement processes crosscutting between Program and Operations/Finance/Compliance
• Implement CARM System and Tools.
• In coordination with Gender Director, responsible for implementation of CARM, including internal and/or external referrals, compiling reports on feedback, and providing recommendations to the programs for improving the response.
• Champion and maintain community accountability reporting mechanism and following system.
• Personal conduct should always be professional and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
• Accountability To Participants - Mercy Corps team members are expected to support all efforts towards accountability, specifically to program participants and to international standards guiding international development work, while actively engaging ecosystem as equal partners in the design, monitoring and evaluation of our field projects.
• Diversity and Inclusion - responsibility to create a positive culture and to safeguard equity, inclusion, dignity, and respect for all. Each employee is expected to be a role model for others and ensure alignment with MC diversity and Inclusion values.

• Excellent Computer, verbal, and written communication skills, including report development, writing, and editing.
• Excellent interpersonal skills and communication.
• Highly pro-active and self-disciplined.
• Demonstrated analytical and problem-solving skills.
• Demonstrated experience in project management skills.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.

• Bachelor’s degree in economics, Microfinance, Business Administration, or banking and finance.
• Minimum 5-8 years working for a start-up, bank, MNO, non-governmental organization or a reputable international or national organization preferred.
• Experience working with start-ups and/or technology for development an advantage.
• Willingness to travel approximately once per quarter.