Programme Support Officer - TVET

Main Accountabilities, Duties and Responsibilities

Accountabilities:

•This post reports directly to the Programme Manager.   

•Support and guidance will be provided by Programme Director, Program Manager, British Council office and finance managers.

Responsibilities

•In agreement with the Programme Manager the post holder will be responsible for performing a range of programme support tasks in accordance  with British Council values, quality standards and corporate policies (Child protection, Equal Opportunities and Diversity).  

Main Duties:

•Programme administrative and  Delivery 

Duties will include but are not limited to:

•Support and implement programme events and activities in line with programme work plan including the identification and booking of venues, organising hospitality, arranging  transport and accommodation, preparation of marketing materials and management of external requirements therefore contributing to the successful running of events.

•Prepare and handle all programme administrative documentation and correspondence accurately and consistent with the information provided and in line with British Council standards , including and not limited to:

•Project communcation, including but not limited too:

i) Draft letters and agreements

ii) Internal and external programme emailsiv) Production of minutes of meeting

•Provide secretarial and administrative support to the programme meetings as required, including and not limited to:

i)Support with translation of programme documents. 

ii)Arrange internal and external meetings as required in a timely and efficient manner.

•Accurate and coherent filing of all key programme documentation (reports, agreements, minutes, attendance sheet, registeration forms and evaluation documents) and contracts as per programme contract and audit requirements.

•Support programme staff time logging  including preparation and collection of staff  timesheets.

•Provide support for the Project Manager, programme team and external stakeholders by booking and managing appointments, flights and accommodation arrangements as necessary. Following up on key administrative task to ensure completion and high quality service delivery

•Responible for uploading and maintaining  accurate, up-to-date programme information  on the British Councils SharePoint in line with corporate and data protection plicies and procedures. .

•Contribute to the planning of activities, being mindful of corporate strategies and objectives.

•Attend programme  activities delivered directly by British Council or by partners and provide activity reports to Programme Manager  

•Attend team meetings and actively participate and contribute as required. Complete agreed actions and tasks in an efficient and timely manner in accordance with British Council standards. 

•Maintain knowledge and awareness of the Programme and wider relevant contextually issues and keep abreast of any changes in the overall project plan and be responsible for professional development and accountability.  

Finance and Evaluation support: 

Duties include but are not limited to:

•Provide financial management support including the effective use of British Council financial system SAP, raising Purchase Orders (PO), journals and collecting supporting documents.

• Invoicing and maintaining financial files and records. 

•Supporting Program Manager to plan and record yearly budgets for the different project strands  and  activities, supporting with the production   of  management reporting data as required 

•Support the financial monitoring of budgets (reports, monthly cash flow, accruals, etc.)

•Perform all financial processes related to the role accurately and in a timely manner and in line with British Council procurement and audit requirements

•Support the procurement process by asking for quotations and collecting all relevant documentation for project delivery files

•Support the evaluation and effectiveness of project outputs to enable the project teamto repeat success and improve quality in line with the projects strategic objectives. 

•Assist with project evaluation activties (including planning and implementation of questionnaire surveys) carried out to agreed deadlines and British Council standards. 

•Collection and maintenance of project  activities lin order to ensure we are capturing and communicating the breath and scale of our work

Communication and Customer Service:  

•Manage generic internal and external programme queries and liaising with Project Manager, programme partners – including external stakeholders and consultants, wider British Council colleagues both in Iraq, the region and UK. 

•Deal with incoming requests for information in a professional and timely manner, forwarding queries to relevant members of the project team for follow-up as necessary

•Support with updating of our internal and external communication channels including SharePoint, web and social media as appropriate and in-conjunction with marketing and communication team. 

•Support the project  team by undertaking research and data collection as necessary – including creation and maintenance of accurate databases of all programme participants, partners and contacts.

•Support sharing of project  information by maintaining the project  SharePoint and project  calendar of events. 

Equality, Diversity and Inclusion:

•Explore opportunities to support British Council’s Equality, Diversity and Inclusion (EDI) strategy and consider all the seven areas of EDI framework in all areas of work and day to day practice. 

Please click on the link below to apply for the vacancy. Applications sent after the stated deadline (January 6, 2018) will not be considered.

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Please be advised that applications sent via e-mail and Facebook will NOT be considered.

Note: Select Iraq from the "country" bar.