JOB DESCRIPTION
Senior Regional Programme Officer (Africa)
Reporting:
Regional Programme Manager (RPM)
Purpose of the Post
To ensure that Muslim Aid’s overseas programmes in the area of development activities are
delivered efficiently and cost-effectively in accordance with Muslim Aid’s Strategic Plan,
Accountability Framework, approved country budget and other relevant policies and
procedures.
The SRPO is the key person with the preparation of project proposals and implementation of
projects in Muslim Aid Field Offices in the specified countries and any other non-field office
countries within the specified region where there may be scope for MA to support charitable
humanitarian and development activities in pursuit of its objectives.
Key Responsibilities
Strategic Partnerships, external linkages and capacity building
1. To provide support to the RPM and the Head of International Programmes in identifying
strategic partners for field offices and in helping develop linkages with them.
2. To contribute towards the review and development of country-specific strategic plans.
3. To support the RPM in the work of the Institutional Grants/ Fundraising Manager and
Country Field Offices in securing external funding for field office projects.
4. To develop and update the Desk Risk Register for overseas projects approved at the HQ
for implementation by Field offices and Partners.
Capacity Development
5. To work closely with the RPM and Head of International Programmes in building the
capacity of implementing partners in line with HQ policy and HAP requirements.
6. To carry out annual Due Diligence/Capacity building assessments on Field Offices.
7. Where needed provide support in developing the skills of staff in Field Offices in proposal
development, proposal writing and support the RPM in providing input for the approval of
proposals by relevant MA Committees.
Financial aspects
8. To work closely with the Finance Department in Budget preparation and payment
requests.
9. To prepare and process financial transactions and remittances for Projects, admin and
PMC payments.
10. To monitor the disbursement and utilisation of project funding through regular budget
reviews and annual budget revisions (where needed).
11. To monitor the action taken by of Field Offices on the observations of internal and
external auditors related to project implementation, budgets and project reports and
provide feedback to the RPM on implantation of the action plan based on such audit
findings.
1
Programme Implementation
12. To monitor the implementation of Muslim Aid’s due diligence in selecting partners for the
implementation of MA- funded projects in non-field office countries and draw up
necessary funding/partnership agreements, as per approved policies/ procedures in the
HQ.
13. To monitor the due diligence process for partners of Field Offices.
14. To review and assess project proposals and accompanied project budgets received from
field offices against MA objectives, associated risks, policies, approved budget and
available funds before submission to relevant MA Committee.
15. To assist the RPM and the Head of International Programmes to ensure externally
funded projects are managed in accordance with Donor guidelines and MA policies and
procedures.
16. To report to the RPM problems arising in all stages of the project life cycle and suggest
cost effective solutions to overcome those problems.
17. To schedule and follow up periodic reports, including financial reports on ongoing
projects through regular communication with project staff in the field.
Monitoring and Impact Assessment
18. To work closely with the RPM and Head of International Programmes in measuring
progress against proposed outcomes/ outputs, planned activities and providing feedback
on the outcome to the RPM through the Monthly, Quarterly and Annual reports from
FOs.
19. To review baselines, Knowledge Attitude Practice (KAP) surveys and impact
assessments (where required) and report outcomes to the RPM
Record keeping
20. To input data into management information systems such as Khazana/ThankQ and other
programme/ project files/ records to ensure adherence to programme/ project reporting
schedules.
21. To maintain hard copies of important documents, as well as e-archives to answer
queries from Trustees, Management and other country-departments.
Preparing Briefing Notes on Project Activity
22. To provide regular project updates, reports and material to HoIP for his reports to Senior
Management and Trustees.
23. To respond to any programme/ project implementation queries from donors or
stakeholders.
24. To prepare programme/ project brief and share case studies for the publicity of Muslim
Aid’s work through Information and Public Affairs Department (IPAD) / and Fundraising
and Communications Departments.
25. To provide regular quarterly updates on field office (FO) and non-field offices (NFO) for
development project activities of Muslim Aid.
Coordination with other programmes & departments
26. To actively participate in departmental and inter-departmental meetings.
27. To comply with all policies, procedures, legal and regulatory requirements.
28. Any other reasonable duties commensurate with the accountabilities of the post.
2
PERSON SPECIFICATION
SENIOR REGIONAL PROGRAMME OFFICER
E = Essential
D = Desirable
Qualification
a) Educated to a degree level standard or equivalent (E).
Experience
b) Proven experience of project/programme administration and competence in financial
administration, personnel management, report writing, monitoring and evaluation and
Project management (E).
c) Experience of planning and organisation conflicting workloads and priorities (E).
d) Experience of networking and relationship building (D).
Knowledge
e) Sensitive to the needs of BME and Multi-Faith communities (E).
f)
Understanding of development programmes design, implementation and evaluation
(E).
g) Knowledge of SPHERE, HAP Standards and DEC Accountability Framework (D).
h) Building networks to plan and manage an on-going process of organisational change
(D).
Skills
i)
IT literate with knowledge of Microsoft Office applications and the ability to learn and
use the company software (E).
j)
Good organisation, coordination and project management skills (E).
k) Good interpersonal and communication skills and ability to liaise effectively with
people at various levels (E).
Ability
l)
Ability to work in a diverse team (E)
m) To communicate effectively with all stakeholders (E).
n) To work under pressure to agreed deadline and adapt to change (E).
o) Ability to retrieve information from relevant sources through research (D).
p) A proven ability to think and act strategically in response to development issues (D).
Commitment
q) Commitment to equality of opportunity and diversity (E).
r) Commitment to Muslim Aid’s mission, visions and values (E).
s) Commitment to Muslim Aid’s ethos (E).
t)
Hard working and self motivated (E).
3
Please signify your acceptance of this job description by signing below and returning
a copy to the Employer.
Employee:
____________________________________
Line Manager:
____________________________________
Place and date:
____________________________________
4