JOB DESCRIPTION

Title: Programme Officer, Orbis UK

Location: London, UK

Status: Full Time, Permanent

Reports to: Head of Programme Support, Orbis UK

JOB SUMMARY

The Programme Officer is a member of the Programme Support Team (PST).The role of PST is to ensure compliance and management of major statutory grants, as well as being the resource for programme information for colleagues and trustees. Being a small team, everyone is expected to take personal responsibility and use their initiative to achieve their objectives.

He/she supports PST in four main areas of work:coordinating the preparation for and delivery of one of the Board sub-committees; maintaining and coordinatingprogramme management information tools; acting as a focal point for programme information; providing support to colleagues to secure grants, report on projects and fulfil other organisational commitments.

REPORTING & WORKING RELATIONSHIPS

The Programme Officer reports to the Head of Programme Support. He/she works closely with UK-based programme support and fundraising staff, with overseas programme staff and with UK-based senior management.

ESSENTIAL JOB FUNCTIONS

PROGRAMME COMMITTEE SUPPORT

  • Coordinate all papers, presentations and preparations for the quarterly Programme and Medical Advisory Committee. In particular, produce a review of all funded projects,whichfocusses on both financial and programmatic performance.
  • Continuously review and improve the processes and materials, to ensure they meet the needs of the committee.
  • Provide support for other internal and external meetings as required, including producing papers and presentations for the Board and other sub-committee meetings.

GRANT MANAGEMENT/COMPLIANCE

  • Lead on organisational compliance with the IATI Standard for funding transparency.
  • Support the development and strengthening of tools and processes to support good financial and output monitoring and grant management.
  • Maintain specific management information tools, including the Reporting Tracker and Funding Pipeline.
  • Support colleagues with discrete grant management tasks, including compliance withproposal/grant agreement authorisation processes.

PROGRAMME INFORMATION

  • Proactively answer or coordinate answers to programmatic queries and requests for information from colleagues.
  • Support the preparation of Fundraising and Communications materials, including the Annual Report.
  • Keep the shared Programme Resources updated to a high standard and encourage/facilitate their use. Develop and improve these resources to meet evolving needs.

OTHER RESPONSIBILITIES

  • Play a proactive role as a member of the PST.
  • Coordinate PST’s input to specified organisational initiatives.
  • Undertake additional pieces of work such as research, analysis, reporting, editing and administration as necessary.
  • Actively participate in and, on occasion, lead team/cross-departmental meetings and training.
  • Maintain an instinct/reflex for identifying process improvement opportunities, proposing or initiating them as appropriate.
  • Represent Orbis at external meetings from time-to-time.

KEY RELATIONSHIPS:

Internal

  • Programme Support Team
  • Fundraising and Communications team
  • Finance and Operations team
  • Senior Management Team members
  • Programme Committee members
  • Orbis International programme team
  • Orbis Africa programme team
  • Country programme teams

External

  • Ophthalmic and development institutions, agencies, networks and partners.

PERSONSPECIFICATION

Essential

•A demonstrable ability to plan, coordinate and to meet deadlines.

•Highly organised with a systematic approach to work.

•A demonstrably high level of attention to detail.

•A demonstrable ability to develop effective and constructive distance-working relationships with colleagues, trustees, donors and partners.

•An ability to work collaboratively and be a supportive and effective team member.

•An ability to take the initiativeand work with little need for supervision, within organisational boundaries.

•An ability to recognise high quality programme reporting, to produce it her/himself and facilitate it from colleagues.

•Seeks continuous improvement in their work and open to change.

•A willingness to proactively share learning and other information.

•A demonstrably flexible and proactive working style.

•Excellent verbal communication skills.

•An ability to write and edit to an excellent standard in English.

•Strong numerical skills.

•A confident proficiency with ICT, particularly with MS Office packages.

•A high level of cultural sensitivity.

•A demonstrable affinity with the values and work of Orbis.

Desirable

•Experience with IATI reporting.

•Experience of grant management and compliance.

•Experience of project/programme management.

•Experience of supporting boards/committees and working with senior management and trustees.

•Experience working with national/international non-profit organisations.

•Experience within the eye care sector.

Last updated: May 2017

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