Job Vacancy at Trócaire – Programme Support Officer

Trócaire envisages a just and peaceful world where people’s dignity is ensured and rights are respected; basic needs are met and resources are shared equitably; people have control over their own lives; and those in power act for the common good. In Sierra Leone, Trócaire supports long-term development work on women’s empowerment, sexual and gender-based violence, livelihoods, and resource rights, as well as humanitarian response during emergencies. Trócaire works with over 20 local partners. Core to Trócaire’s partnership approach in Sierra Leone is civil society strengthening and organisational development.

The Programme Support Officer will play a vital role in supporting the effective delivery and administration of Trócaire’s programmes on a day-to-day basis. Based in Freetown, the nationally-contracted PSO will engage in regular travel to the districts.

Programme Manager

Duration of contract and location:

This is a fixed contract for 1 year and is based in Freetown, Sierra Leone, with a 6-month probation period, and the possibility of renewal. Contracting is contingent on the availability of funding.

Key Duties & Responsibilities

1. Programme and MEAL Support (50%)

• Ensure timely and accurate execution of the day-to-day administrative and programme support requirements of the Programme Manager and Team, as well as the Country Management Team.
• Support Programme Officers in the administration of all project related documentation.
• Support with the review of and follow-up on partner proposals and reports (narrative and budget).
• Support setting up projects on Salesforce and preparation of grant agreements and grant transfer documentation.
• Support the development of Service Level Agreement annexes for each project.
• Support the Programme and Business Development Teams on funding applications, including beneficiary and stakeholder consultations.
• Support the MEAL Officer and partners to have effective results-based M&E systems in place to gather, manage, and analyse quality gender-sensitive data.
• Compile internal reports for specific projects, in collaboration with programmes staff.
• Support research and review processes, as well as documentation and incorporation of lessons learned.
• Assist and accompany Programme Officers, MEAL Officer and others (as required) on monitoring visits, and lead such visits when necessary.
• Support MEAL officer in data collection processes and analysis for baselines, monitoring and evaluation of projects
• Support the Organisational Development Officer to roll out capacity assessments for each partner.

• Support the Programme Team in coordinating administrative tasks, such as organising conferences, trainings, meetings, field visits, logistical support, and internally and externally organised workshops.
• Collaborate with Programme Officers and Programme Accountants on grant transfers, ensuring the efficient and effective transfer of funds to partners.
• Support programme staff with workshop budget development and collating receipts, vouchers, and other supporting documentation following field visits and workshops.
• Update programme/project cycle and financial tracking documents in conjunction with the Programme Accountants.
• Support procurement procedures, ensuring compliance with Trócaire policy.
• Maintain appropriate hard copy and electronic files in adherence with Trócaire procedures, keeping all the records and supporting documents concerning partners’ project proposals and contracts and ensuring final versions of all documents are saved to the office network and Salesforce/Box.

3. Communications and Coordination (20%)

• Contribute to the collection and collation of case studies of Trócaire’s programmatic work. Ensure compliance with GDPR and consent with regards to obtaining personal data.
• Support partners to develop case studies and human interested stories
• Support partners to enhance their presence on social media, particularly facebook and twitter
• Ensure that information is gathered from partners and programmes for organisational communication purposes.
• Produce (in collaboration with the Country Director and other Programme staff) leaflets, briefings, and brochures for existing and potential donors, setting out the nature and impact of our work.
• Under the PM’s guidance, participate in relevant thematic working groups, networks, and learning fora

4. Other (5%)

• Any other reasonable duty as may be assigned by the line manager or Country Management Team that is consistent with the nature of the job and its level of responsibility.