Programme Officer

PRINCIPAL DUTIES AND RESPONSIBILITIES

Programme Goal Setting & Planning

• Work closely with the Programme Manager and other stakeholders to set programme goals and objectives.
• Work closely with the Programme Manager in the development of various concept notes and proposals for funding including the development of annual budgets; ToRs, annual objectives; procurement plans, and risk registers.
• Assist Programme in implementing the grants management process through stages of topic development/launch, triage, review, award selection, due diligence, and grant implementation.
• Assist in developing and monitoring programme-specific performance indicators.
• Provide quality controls checks to team members on various workflows to ensure compliance and good practice.
• Work with the Programme Manager to develop and implement project work plans. Monitor progress and ensure that deadlines and deliverables are met.
• Support the recruitment of programmatic consultants, including assisting with drafting RFPs, ToRs, MoUs and tracking payments against agreed milestones and budgets.
• Support in the design of various results frameworks (Theory of change, outcome, output, indicators of the programme, reporting tools/schedules).
• Support the writing and editing of grant proposals and reports, ensuring that proposals are clear, concise, and meet the requirements of funders.
• Support team members when implementing risk management strategies including various institutional policies and procedures.
• Support the development of new initiatives and programmes.

Research and technical support

• Assist the programme manager in gathering and analyzing data to develop evidence-based positions on research and innovation policy issues linked to the core work.
• Assist in utilising the outputs, networks and relationships created through the Programme to further the organization’s strategic objectives.
• Perform programme-relevant research to inform the development, implementation and delivery of the projects falling within the portfolio.
• Provide technical support to grantees, includes providing guidance on various aspects of the project.

Programme Tracking, Evaluation and Reporting

• With close partnership with the Programme Manager, monitor, track and control outcomes, facilitating program team meetings to ensure performance progress and address any emerging issues. Maintain accurate and up-to[1]date online documentation of program milestones.
• Assist track programme spending vis-à-vis agreed programme milestones and continuously check the budget reports for accurate reporting to the funder’s agreed milestones.
• Prepare reports, articles and presentations during programme inception meetings, annual grantee meetings, site visits and other meetings as needed.
• Work in close collaboration with the M&E team to identify, collate, track, assess quality, analyse and validate, and report on programme-related data.
• Track and perform relevant analyses on various aspects of programme implementation to identify and address important challenges to ensure effective and efficient programme delivery.

Communications and Stakeholder Relationship Management

• Provide support in developing and executing a programme communication strategy for all programme stakeholders to ensure timely reporting to internal and external stakeholders.
• Capture comprehensive stakeholder meeting minutes including action items and deadlines and circulate them promptly to support program implementation.

Collaboration and facilitation

• Represent SFA Foundation programmes at internal and external meetings when required.
• Work in close collaboration with SFA Foundation communications team to ensure all content (reports, images, videos, social media posts) is relevant and updated on a timely basis according to what is happening in the programme/programmes.
• Deliver administrative team duties in support of the programmes within the portfolio e.g. work with SFA Foundation Procurement team to monitor deliverables (including supplies), and being the administrative contact person for programmes within the programme.
• Support in planning and organise relevant workshops and other activities in furtherance of the objectives of the programmes
• Maintain a risk register for the programme and a system to document, track and ensure programme issues and challenges are resolved in a timely manner.
• Liaise with other programmes to enhance collaboration, exchange of information and optimal use of resources.

Event | Conference Planning and Management

• Support various networking management activities/ events.
• Plan, organize and coordinate and participate in high-level stakeholder meetings/convenings/round table meetings and taking note of action points and follow up thereafter to ensure stakeholder views are managed towards the best solutions – this entails high-level programme coordination skills in managing various competing priorities with various stakeholders through co-ordinating various meetings such as teleconferences, round table meetings, high-level annual meetings, review meetings that often times run in parallel.
• Scheduling stakeholder meetings and facilitating communication between the programme manager and stakeholders throughout the programme/ initiative life cycle.

Programme Governance

• Support the programme in complying with SFA Foundation programme management framework.
• Follow up on implementation of audit findings / observations from internal & external audits and/or funder due diligence processes and assist with consolidating audit related tasks/documentation.
• Assist in checking programme complies with all its contractual obligations signed with stakeholders and adheres to all applicable standards.
• Management of programme documents and records as per SFA Foundation policies and procedures.
• Efficient and effective management of programme team meetings, programme structures, etc · Provide administrative support to the programme manager including but not limited to managing budgets, scheduling meetings, and preparing reports.