Programme Assistant

TEAM/PROGRAMME:  Program Operations

LOCATION:  Based in Slovyansk with short-term trips to the field in Donetsk/Lugansk regions, including NGCA (if feasible), and Kyiv

CHILD SAFEGUARDING:  The responsibilities of this post may require the role holder to have access to personal data about children and/or young people as part of their work; therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE: Under close supervision and technical guidance of Project Operations Coordinator and  Project Officer, collects information, maintains records and prepares documentation and correspondence pertaining to programme activities, as well as provides support in ensuring logistics processes, including procurement and reporting for ongoing and planned activities done by SCI Ukraine in GCA and NGCA. Actively assists to documentation maintenance and compliance, systemizing and ensuring documents storage.

SCOPE OF ROLE:

Reports to:  Program Operations Coordinator

Staff reporting to this post: none

Budget Responsibilities: none

KEY AREAS OF ACCOUNTABILITY:

Operations:

• Collects information mainly from records and reports and prepares periodic and ad hoc reports on programme and project activities. Maintains, logs, files and updates records in prescribed format for subsequent use in the areas of field Travel, Transport, Office management, minutes to meetings and other key activity areas of the section.

• Ensures processing and maintenance of incoming beneficiaries lists in compliance with organization standards and policies.

• Organizes data and information, prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.

• Working documents: incoming / outgoing letters, parliamentary inquiries, partner inquiries;

• Contributes to the preparation of reports, project documents, invitations and submissions to governments/stakeholders/administrations by providing information, preparing tables and drafting relatively routine sections.

• Scrutinizes plans of operations, exchanges of letters and takes appropriate follow-up action. 

• May be required to carry out specific administrative operational/control tasks for project/programme activities.

• Ensure any problems in implementation are reported to the Operations Coordinator in a timely manner and appropriate action is taken.

• Support regular and transparent communication and collaboration with the partner organizations, which are directly or indirectly involved in program activities implementation.

• Implement Save the Children’s Child Safeguarding Policy as well as principles of do no harm and confidentiality in the implementation of the programs.

Monitoring, Evaluation and Reporting

• With support from the Operations Coordinator, conducts regular assessments of the relevance, functionality, and quality of program activities.

• Work with the MEAL team to oversee baseline surveys and post-distribution monitoring processes, check quality of information collected and contribute to data analysis and learning

• Support operation of the beneficiary feedback and accountability mechanism for all projects and activities, ensuring that feedback from children, communities, and all other relevant stakeholders is considered in program design.

• Provide regular updates on progress, priorities and constraints and assist with administrative duties related to the running of projects.

Networking and Partnering

• Identify and build links with other program sectors, ensuring that issues for operations are raised and addressed, and that other departments are able to raise their issues to operations

• Establish and maintain active working relationships with local partners, local government units and other NGOs specific to the area of SCI interventions and programmatic activities.

• Performs other duties, as required.

Procurement

• Assist in maintaining regular contacts with suppliers and coordinates with Supply Chain department to ensure timely and quality delivery within operational activities

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

• Completion of secondary education, preferably supplemented by technical or University courses in field related to the work of the organization.
• Experience of gathering, analysing, presenting quantitative and qualitative data
• Experience of using participatory approach
• Politically and culturally sensitive with qualities of patience, tact and diplomacy
• The capacity and willingness to be extremely flexible and accommodating in difficult working circumstances.
• Ability to work effectively and calmly in a high-pressure environment and to prioritize and effectively manage assignments in a timely fashion
• Commitment to the aims and principles of SCI. (In particular, a good understanding of the SCI mandate and child focus and an ability to ensure this continues to underpin our work)
• Ability to speak, write and understand English.
• Good communication skills
• Ability to work individually and as a team

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.