Programme Officer

Job Description

Programme Officer JordanJob title: Programme Officer JordanDate reviewed:May 2022Purpose:To support the delivery of RedR?s programmes and projects in MENAResponsible to:(Senior) Programme CoordinatorWorking withRedR UK Programmes staff, project teams, colleagues in other departments, consultants, Associate Trainers and other contacts and stakeholders as necessary.LocationAmman, JordanPostFull-timePeriodInitially Fixed Term until 31st May 2023 with option of renewal depending on fundingOtherAs defined in our standard contract termsREDR AND THE WORK WE DORedR?UK is an international NGO and learning provider that develops capacity and supports aid workers, organisations, and communities to prepare for and respond effectively to crises within humanitarian, development, and peacebuilding contexts. Our work builds resilience, primarily in low and lower middle-income countries worldwide. We have 40 years? experience responding to natural and manmade disasters.We train thousands of aid workers each year, delivering world-class, in-person and distance learning programmes. Between 2010 and 2020,?RedR?UK improved the capacity of over 60,000 humanitarian workers in 35 countries. In 2020-2021, 5,413 people from 106 countries were trained through 342 learning events. 55% of people trained in 2020/2021 were women or non-binary and 65% were national staff. 96% of participants rated their training good or excellent and confirmed it had increased their skills and knowledge.?RedR?UK is increasingly adopting online training methods. Due to the COVID-19 pandemic, we delivered 97% of our training online, an increase of 94% from the previous year.We are an?HPass?Certified Learning Provider, meaning we meet the Humanitarian Learning Standards.?RedR?UK is committed to the Humanitarian Charter, the Code of Conduct for the International Red Cross & Red Crescent Movement and NGOs in Disaster Relief and the Core Humanitarian Standard.RedR?UK has offices in London and Amman and maintains a large pool of highly qualified trainers and experts who go through a rigorous certification and selection process. Our work is overseen and supported by a Board of Trustees with wide experience, in the humanitarian sector and other fields. Most importantly,?RedR?is a Membership organisation with a global network of 1,800 Members, all of whom are experienced humanitarian professionals.?We are also part of RedR International, an international federation of organisations that share a common vision and mission. The federation?s vision is a world in which sufficient competent and committed personnel are available and responding to humanitarian needs. Members include RedR UK, RedR Australia, RedR India, RedR Malaysia, RedR USA and RedR Indonesia.RedR UK is committed to a strong, positive culture, with benefits for staff and those with whom we work. Our culture is also important to us in terms of our ethic of humanitarian impartiality and neutrality and our compliance with the Core Humanitarian Standard (CHS) and other professional codes of conduct.Our values are vitally important to us as individuals, teams and to RedR UK as a whole. We are committed to a continuous process of strengthening our culture, maintaining the high standards required to work together effectively, and delivering first class advice and service to those with whom we work.?? ??About this roleThe RedR UK Programmes team is responsible for delivering demand-led services globally; providing tailored capacity building and other support to organisations and their partners through individual or framework contracts; delivering RedR UK?s global Open Training Programme; planning and delivering a calendar of training events that meet the needs of individuals operating in the humanitarian sector; and providing selected services to organisations and companies operating within the humanitarian and development context.As Programme Officer Jordan, you will work closely with Hub members to ensure events, trainings, services, projects and programmes in the MENA region but also beyond are delivered to an exceptionally high standard, on time and budget. The POJ will also provide administrative and logistical support to the RedR UK office in Amman and project staff based there. The PO will manage the RedR UK petty cash, and assist the UK finance, operations and programmes departments in running the Jordan office and payroll, facilities management, accounting of Jordan office expenses and MENA programmes, liaison with banks, auditors and lawyers in Jordan, and other stakeholders, partners, and authorities.MAIN DUTIES, RESPONSIBILITIES and ACCOUNTABILITIES:Be responsible for specific tasks to support the delivery of RedR UKs demand led services, includingFacilities Management and Office Administration

• Oversee the maintenance of the physical office and training environment to ensure a high standard of work and participant experience
• Build and maintain excellent relationships with external training venues required to deliver our services
• Undertake general office administration including:
• Ensuring all necessary office supplies are ordered and available;
• Managing relations with local suppliers.
• Maintaining a log on office assets and ensure maintenance for office equipment (Scanner, water cooler, diesel tank, etc.);
• Overseeing work of the cleaning lady and office guard;
• Administering post and courier opening and collection;
• Archiving of documents;
• Support work of other departments of RedR UK, if required, and undertake other tasks as reasonably requested by your Line Manager.

Project Support Services (RedR and relevant partners)

• Liaise with project teams based for time to time in the office, facilitate their work with
• Administrative and logistics support
• Arranging of transport and travel
• Briefings and security related support in close coordination and under instruction by the security adviser.
• Recruitment.
• Arranging hotels, accommodation, training venues, catering, etc. as formally requested.
• Arranging permits, visas, etc.
• Purchasing of office furniture, material and equipment as formally requested
• Liaising with payroll and financial consultants regarding the payroll, taxes, levies, etc. for project staff
• Providing onboarding services to new staff
• Arranging external training courses (such as the RedR HEAT course) for project staff.

Finance administration

• Undertake timely and accurate processing of invoices and expenses in line with established financial processes.
• Maintain accurate finance records and monitor and record budgets and expenditure to provide timely analysis of this to inform decision-making.
• Follow up on outstanding payments and invoices for income and expenditure.
• Administers cash payments (including payment of office utilities, phone, internet bills and other locally sourced services and taxes)
• Liaise with Deloittes, and local banks.
• Assist with audits .

Participant and client/partner communication

• Maintain a good knowledge of the services offered by RedR UK to respond effectively to individual and organisational enquiries by telephone and email.
• Be the first point of contact for participant enquiries, bookings and payments, processing these according to the established procedures.
• Create learning events on Eventbrite, Salesforce and RedR UK website.
• Provide administrative support to clients and participants before, during and after learning events in compliance with RedR UK procedures and policies.

Trainer liaison and logistics

• Support the recruitment of Associate Trainers, resource persons and actors including the production of Terms of Reference and ensuring the implementation of fair and transparent recruitment.
• Prepare contracts and ensure these are signed and stored appropriately.
• Support Line Manager to research the security situation, contributing information to risk assessments and travel plans, ensuring RedR UK security procedures are followed.?
• Be the main point of contact for Associate Trainers (and participants) throughout their engagement, responding to queries and providing information and support as required, including:
• Ensuring travel and accommodation arrangements are in place for trainers and resource people;
• Sharing electronic versions of event materials with trainers;
• Preparing visa support documents for trainers, as required;
• Supporting the organisation of Associate Trainer assessments including communication with applicants, identification of volunteer participants, and documenting processes and results.
• If necessary, travelling to and providing direct support to trainers and participants at events.

Materials preparation

• Prepare, design, format, order and arrange transportation of learning materials for learning events.
• Proof-read training material as required and ensure RedR UK brand guidelines are consistently applied.
• Organise availability of equipment, refreshments, resources, travel, accommodation, props, vehicle and venue as required.?
• Ensure that all props and equipment are in good working order and are stored effectively between learning events.
• If necessary, travel to and provide direct support to trainers and participants at events?

Course support

• Support in communication of events, preparing marketing information and advertising on external websites, as required.
• Maintain the training environment, resource libraries, and set up training rooms, breaks and lunches
• Prepare welcome packs, name badges, signature lists, certificates and other resources as required and ensure these are in place for the relevant time of the event
• Respond to trainer and participant requests during the event, as required
• Open/close the office as required
• Provide on-site course support during or throughout learning events, as required.
• Co-hosting on online facilitated courses globally as requested

Monitoring and evaluation

• Ensure all monitoring and evaluation (M&E) data is collected and tracked for all events, including:
• Collating and recording course statistics and evaluation data;
• Maintaining accurate Salesforce records for all RedR projects and learning events in the region and as requested by Line Manager;
• Assisting with the collection and recording of impact assessment data
• Support milestone tracking and reporting,

Additional Responsibilities

• Contribute to the strategic planning of the team?
• Contribute to the operational plan and budget each year?
• Contribute to monthly and quarterly reporting?
• Keep up to date with relevant issues to the humanitarian sector?
• Other reasonable tasks or duties as required

PERSON SPECIFICATION?Essential?

• Administrative skills?-?Systematic and efficient administrative skills, including an ability to prioritise, manage and complete a variety of tasks against multiple deadlines and track information and progress??
• Event management -?Experience of supporting a learning programme and organising learning events and working with consultants?
• Use of technology?-?Experience with current software for project management, along with Microsoft Office skills?
• Financial tracking?? able to track income and expenditure, monitoring this against set budgets and provide financial analysis as required. Experience in managing petty cash.
• Work planning -?Effective workload management skills and ability to use initiative to solve problems?
• Team player?? experience of working successfully within a team environment and of building relationships with others?
• Communication -?Good interpersonal communication skills and self-awareness, able to communicate clearly and effectively with colleagues, clients, participants and other stakeholders from diverse cultural backgrounds with excellent written and spoken English and Arabic.
• Initiative and enthusiasm -?Initiative, enthusiasm and a problem-solving approach to new challenges?
• Work and travel out ofhours -?Willingness to work occasional evenings and weekends depending on needs, and although unlikely,?able and willing to travel internationally if needed, sometimes to insecure and difficult environments for periods up to 2 weeks, and to follow RedR UK security management procedures?
• Interest in Learning and Development ? have a demonstrable interest in Learning and Development and training activities
• Logistics - experience in providing logistical support, making travel arrangements, arranging for transport, visas, permits, etc.
• Procurement ? experience in purchasing of office equipment and office material
• Languages?-?Fluency in Arabic and English?

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