Different
Locations, Rwanda
Locations, Rwanda
As
per VSO salary structure
per VSO salary structure
Permanent
Full
Time, 35 hours per week
Time, 35 hours per week
About
VSO
VSO
VSO
is the world’s leading development organisation that works through volunteers
to fight poverty. We are unique in the way we bring people together to share
their skills and experience, generate insights and i
is the world’s leading development organisation that works through volunteers
to fight poverty. We are unique in the way we bring people together to share
their skills and experience, generate insights and i
deas and, most of all, take
action against poverty and exclusion. It’s a highly effective approach that
works, and today is helping millions of people in some of the world’s poorest
communities lift themselves out of poverty.
Role
overview
overview
Key
Performance Indicators (KPIs)
Performance Indicators (KPIs)
1)
Support planning: Support the District Coordinator (DC) in preparing,
submitting and securing advance approval of the following plans submitted
weekly, monthly, quarterly and annually:
Support planning: Support the District Coordinator (DC) in preparing,
submitting and securing advance approval of the following plans submitted
weekly, monthly, quarterly and annually:
- Program
implementation plans - Budget
implementation plans - Monitoring
and evaluation plans - Procurement
and logistics plans - Performance
and leave plans
2)
Support implementation: Following the different plans above, the FOO will
organise timely operations and logistics support needed for the smooth
implementation of these plans by week and month. This will include operations
and logistics needs for VSO staff, volunteers, partners and relevant
stakeholders. It will require the FOO to understand the interrelated nature of
the plans to ensure synergy and good value for money.
Support implementation: Following the different plans above, the FOO will
organise timely operations and logistics support needed for the smooth
implementation of these plans by week and month. This will include operations
and logistics needs for VSO staff, volunteers, partners and relevant
stakeholders. It will require the FOO to understand the interrelated nature of
the plans to ensure synergy and good value for money.
3)
Support field monitoring: Following the weekly and monthly implementation
schedule, the FOO will support field monitoring activities including visits by
project team, Senior Management Team (SMT) or external parties. This will
include advance preparation and mobilisation of relevant stakeholders engaged
in the field visits. It will require the FOO to understand the field complexity
to ensure realistic field monitoring schedules and expectations.
Support field monitoring: Following the weekly and monthly implementation
schedule, the FOO will support field monitoring activities including visits by
project team, Senior Management Team (SMT) or external parties. This will
include advance preparation and mobilisation of relevant stakeholders engaged
in the field visits. It will require the FOO to understand the field complexity
to ensure realistic field monitoring schedules and expectations.
4)
Support regular reviews: Support preparations for monthly project review and
planning meetings and the quarterly joint programme review meetings (PRMs).
This will include mobilising participants, arranging the logistics and finance
supported needed for project staff, volunteers and partners to participate. It
requires advance planning and proper coordination to avoid last minute panic,
delay and frustrations. The FOO will support DC to ensure review actions well
documented, shared and implemented within agreed timeframe.
Support regular reviews: Support preparations for monthly project review and
planning meetings and the quarterly joint programme review meetings (PRMs).
This will include mobilising participants, arranging the logistics and finance
supported needed for project staff, volunteers and partners to participate. It
requires advance planning and proper coordination to avoid last minute panic,
delay and frustrations. The FOO will support DC to ensure review actions well
documented, shared and implemented within agreed timeframe.
5)
Support reporting: Following established reporting system, the FOO will support
the PDC to ensure that a reporting schedule is prepared, monitored and implemented
in a timely manner. This includes supporting the documentation of specific
information needed for reporting. It includes following up volunteers and
partners to submit reports in a timely manner and proper storage of final
reports approved by PM. It requires the FOO to ensure procurement, logistics
and finance reports are prepared in timely manner.
Support reporting: Following established reporting system, the FOO will support
the PDC to ensure that a reporting schedule is prepared, monitored and implemented
in a timely manner. This includes supporting the documentation of specific
information needed for reporting. It includes following up volunteers and
partners to submit reports in a timely manner and proper storage of final
reports approved by PM. It requires the FOO to ensure procurement, logistics
and finance reports are prepared in timely manner.
6)
Support partnerships: Support the District Coordinator in maintaining mutual
partnerships with district, local partners and primary actors in the communities.
It involves maintaining respectful communication in all collaboration and
coordination activities. This involves understanding how the project activity
aligns with government plans and contributes to district priorities. It
involves building good relationships with district officials where the project
is being implemented. It requires the FOO to be diplomatic, collaborative, and
with relationship and negotiation skills, able to gather and share relevant
intelligence in a timely manner.
Support partnerships: Support the District Coordinator in maintaining mutual
partnerships with district, local partners and primary actors in the communities.
It involves maintaining respectful communication in all collaboration and
coordination activities. This involves understanding how the project activity
aligns with government plans and contributes to district priorities. It
involves building good relationships with district officials where the project
is being implemented. It requires the FOO to be diplomatic, collaborative, and
with relationship and negotiation skills, able to gather and share relevant
intelligence in a timely manner.
7)
Support visibility: In line with VSO and donor visibility requirements for the
project, the FOO will support the DC to implement the visibility plans for the
project. This includes developing quality communications materials and ensuring
these materials are well utilised for visibility. It involves ensuring good
visibility during field activities implementation, all internal and external
communications and joint events. It requires the PO to understand VSO and donor
visibility requirements well.
Support visibility: In line with VSO and donor visibility requirements for the
project, the FOO will support the DC to implement the visibility plans for the
project. This includes developing quality communications materials and ensuring
these materials are well utilised for visibility. It involves ensuring good
visibility during field activities implementation, all internal and external
communications and joint events. It requires the PO to understand VSO and donor
visibility requirements well.
8)
Support volunteer management: The FOO will ensure volunteer housing and
start-up support is organised well in advance with good value for money. The
FOO will also support the DC in managing volunteers’ leave plans and
utilisation, performance objectives and reviews, volunteer safety and duty of
care and partner relations. This requires the FOO to understand the programme
and volunteer management policies well.
Support volunteer management: The FOO will ensure volunteer housing and
start-up support is organised well in advance with good value for money. The
FOO will also support the DC in managing volunteers’ leave plans and
utilisation, performance objectives and reviews, volunteer safety and duty of
care and partner relations. This requires the FOO to understand the programme
and volunteer management policies well.
9)
Financial support: In line with VSO financial manual, the FOO will ensure that
VSO staff, volunteers and partners work advance is processed and accounted for
in time. This will include timely submission of work advance requests with
sufficient support documents, follow-up on payment on all projects liabilities,
goods and services supplied and timely reporting to finance for payment. The
FOO will ensure goods and services supplied reflect value for money, carry out
spot checks to ensure effective and efficient utilization of project resources.
This will require collaborating well with the finance team to ensure transparency,
accountability and value for money
Financial support: In line with VSO financial manual, the FOO will ensure that
VSO staff, volunteers and partners work advance is processed and accounted for
in time. This will include timely submission of work advance requests with
sufficient support documents, follow-up on payment on all projects liabilities,
goods and services supplied and timely reporting to finance for payment. The
FOO will ensure goods and services supplied reflect value for money, carry out
spot checks to ensure effective and efficient utilization of project resources.
This will require collaborating well with the finance team to ensure transparency,
accountability and value for money
10)
Compliance and management: The FOO should be able to greatly assist the Project
Manager (PM) in ensuring the various VSO policies, procedures and donor
regulations applicable to projects implemented with regards to program,
finance, procurement, logistics, security, HR, and administration are closely
followed.
Compliance and management: The FOO should be able to greatly assist the Project
Manager (PM) in ensuring the various VSO policies, procedures and donor
regulations applicable to projects implemented with regards to program,
finance, procurement, logistics, security, HR, and administration are closely
followed.
11)
Budget Management and expenditure forecasting: The FOO should have the ability
to work closely with the project manager as regards effective budget management
through offering valuable guidance and advice to the PM and project team.
Should also be in a position to help break down the project activities into
phases and carry out cash flow forecasting for the projects expenditures in
terms of cash requirements.
Budget Management and expenditure forecasting: The FOO should have the ability
to work closely with the project manager as regards effective budget management
through offering valuable guidance and advice to the PM and project team.
Should also be in a position to help break down the project activities into
phases and carry out cash flow forecasting for the projects expenditures in
terms of cash requirements.
12)
Cash handling/Cash management: The FOO will be largely relied upon as the
custodian of field office cash float by critically monitoring cash advances to
volunteers.
Cash handling/Cash management: The FOO will be largely relied upon as the
custodian of field office cash float by critically monitoring cash advances to
volunteers.
13)
Security: The FOO will be an individual that can be relied upon in monitoring
and giving security updates in the districts of operation. He/she will be
responsible for the district security management and ensure the security of
volunteers, staff, premises, materials and assets. He/she should be able to
analyse the social environment in the area, assess any risks, monitor and
report the security situation.
Security: The FOO will be an individual that can be relied upon in monitoring
and giving security updates in the districts of operation. He/she will be
responsible for the district security management and ensure the security of
volunteers, staff, premises, materials and assets. He/she should be able to
analyse the social environment in the area, assess any risks, monitor and
report the security situation.
14)
Events management: The FOO will be charged with arranging and scheduling all
project events, ensuring that the schedule is feasible and suitable for all
participants. He/she will also ensure proper documentation of events
preparation and reporting on the outcome of event.
Events management: The FOO will be charged with arranging and scheduling all
project events, ensuring that the schedule is feasible and suitable for all
participants. He/she will also ensure proper documentation of events
preparation and reporting on the outcome of event.
15)
Vehicle and Motorcycles management: The FOO will manage day by day vehicle and
motorcycle utilisation, check and provide monthly analysis and report on fuel
efficiency for the vehicle allocated to regional office and level of individual
projects use to the Finance.
Vehicle and Motorcycles management: The FOO will manage day by day vehicle and
motorcycle utilisation, check and provide monthly analysis and report on fuel
efficiency for the vehicle allocated to regional office and level of individual
projects use to the Finance.
16)
Any other relevant duties assigned from time to time.
Any other relevant duties assigned from time to time.
Skills,
qualifications and experience required
qualifications and experience required
Qualifications,
attributes and Skills
attributes and Skills
I.
Bachelor degree in Business administration, Administration sciences, or
relevant course from a reputable University;
Bachelor degree in Business administration, Administration sciences, or
relevant course from a reputable University;
II.
Extensive field experience in operations, Logistics, Procurement and IT
Extensive field experience in operations, Logistics, Procurement and IT
III.
At least 3-4 years of relevant experience supporting complex field programmes;
At least 3-4 years of relevant experience supporting complex field programmes;
IV.
Excellent interpersonal skills: relationships, networking and coordination
skills;
Excellent interpersonal skills: relationships, networking and coordination
skills;
V.
Hands-on experience in handling programme procurement, logistics and finances;
Hands-on experience in handling programme procurement, logistics and finances;
VI.
Excellent communications, analytical writing, presentation and public relations
skills;
Excellent communications, analytical writing, presentation and public relations
skills;
VII.
Experience in working with and supporting a wide range of field-based
volunteers and staff;
Experience in working with and supporting a wide range of field-based
volunteers and staff;
VIII.
Excellent spoken and writing skills in English and Kinyarwanda. French is added
advantage;
Excellent spoken and writing skills in English and Kinyarwanda. French is added
advantage;
IX.
Valid driving license (Class B).
Valid driving license (Class B).
VSO
reserves the right to close this job early if we receive a sufficient number of
applications.
reserves the right to close this job early if we receive a sufficient number of
applications.
How
to apply
to apply
If
you’re interested in applying for this role, please download the job
description to read more details about the position and the skills and
experience we’re looking for. To submit your application, click on ‘Apply now’ and complete
all relevant fields on the online application form.
you’re interested in applying for this role, please download the job
description to read more details about the position and the skills and
experience we’re looking for. To submit your application, click on ‘Apply now’ and complete
all relevant fields on the online application form.
Application
closing date: 16th March 2018
closing date: 16th March 2018
Interview/Assessment
date(s)
date(s)
To
be advised
be advised
Start
date
date
To
be advised
be advised