Internews - Programme Associate - Europe & Eurasia

GENERAL FUNCTION: 

The Programme Associate (PA) will be based in the Programme Support Team in London and will provide highest standards of sub-grant administration and logistical support to a four-year regional project in Europe and Eurasia (E&E) funded by Sida. The PA will keep an overview of their portfolio of small grants, provide logistical support to overseas activities, and ensure highest standards of financial oversight of activities within her/his remit. 

The PA will ensure that sub-grantees implement their activities in compliance with its Internews’s and donor’s policies, rules and regulations. S/he will provide consistent support and advice to partners, and ensure control and reinforcement of all aspects of project management cycle as related to effective grant administration and contractual compliance. 

The PA will report to the Programme Officer, who has the overall responsibility to provide effective operational support to the E&E region. S/he will work in close collaboration with the Senior Programme Finance Manager and all HQ departments as required. S/he will contribute to Internews knowledge management and improvement of Internews systems. S/he will contribute to the overall programme and operations effectiveness. The role will actively participate in the building of Internews’ credibility vis-à-vis institutional donors. The role involves regular travel to the projects locations across E&E region. 

KEY RESPONSIBILITIES: 

Administration of Sub-grants

  • Provides grant administration support small sub-grantees within the framework of Sida-funded project. Works closely with Programme Officer and Project Director to ensure coordination of programme support to partners. Participates in project reviews;
  • Prepares and conducts inductions and trainings to partners on grant management and compliance. Carries out field visits and calls as necessary;
  • Leads on process of due-diligence in preparation for sub-granting to local partners. Prepares partnership, sub-granting agreements and services contracts with external vendors, making sure that they comply with Internews's and donor requirements. Checks financial reports from sub-grantees;
  • Builds grant-management capacities of local partners;
  • Requests London HR to prepare service contracts for consultants contracted from HQ. Processes invoices for consultants and service providers;
  • Monitors grantees to ensure the implementation of their sub-grants is process is in line with grant agreements; highlights major implementation issues to the Project Director and Programme Officer;
  • Monitors the implementation of service contracts signed at the HQ until their termination and close-out;
  • Checks expense reports from sub-grantees; processes wire transfer requests from partners;
  • Check invoices for services from Internews's suppliers at the HQ level, codes expenses against donor budgets and works with finance team to monitor expenditures against service contracts;
  • Files and achieves project documentation at the HQ;

Compliance Monitoring

  • Provides training and guidance to sub-grantees and consultants on organisational and donor compliance as required. Seeks Programme Officer’s advice when necessary;
  • Provides briefings to sub-grantees on contractual donor requirements during kick-off meetings and calls; advices project stakeholders on compliance questions throughout the project cycle as required;
  • Provides guidance to Project Director and AUDS staff on issues of procurement compliance, files and archives procurement records;
  • Reviews and reconciles corporate credit card monthly reports;
  • In collaboration with budget holders and Senior Programme Finance Manager, reviews budget vs. actual;
  • Regularly reviews grant management schedules to ensure timely submission of donor deliverables and reports

Logistical support

  • Provides logistical support for the organization of project events as required;
  • Books travel for project staff and consultants as required for their participation in project events;
  • Reconciles/reviews AUDS staff and contractors’ travel expense reports, expedites payments;
  • Works closely with Project Director and Programme Officer to anticipate the needs for logistical support and effectively meet those needs.


QUALIFICATIONS & EXPERIENCE: 

  • Self starter and dynamic with strong level of self awareness. Assertive, with the ability to work on own initiative with little supervision
  • Experience of grant administration and donor financial reporting
  • Excellent communication skills both oral and written
  • A high level of numeracy skills, and ability to build budgets and carry out budget analysis
  • Experience of direct, hands-on delivery of key components of financial and grant management
  • Willingness and ability to travel with an understanding and appreciation of culture and diversity
  • Exceptional organisational and administration skills, with the ability to plan and prioritise work for self and others
  • Expertise in Microsoft Office, particularly Excel
  • Experience of working in, or dealing with, developing countries and fragile states

Knowledge

  • Knowledge of Sida’s regulations and systems is an asset
  • Good understanding of the sub-granting cycle

Personal attributes

  • Commitment to and understanding of Internews’ mission and values
  • Ability to work both independently and as an effective team member
  • A willingness and ability to adopt a hands on approach
  • Strong communication, liaison and interpersonal skills to work effectively with people at all levels
  • Strong problem solving and creative thinking skills

Languages

  • Fluent English
  • Russian would be a strong asset

TO APPLY: 

Please submit a CV along with a cover letter

Deadline for submission: March 31st 2018

This position is being offered and hired by Internews Europe. Benefits will be consistent with Internews Europe's offerings. Additional information can be found on our Internews Benefits page.

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