Founded in 1993, Women for Women International (WfWI) is an INGO headquartered in Washington, DC and operating in conflict-affected countries around the world with a mission to provide marginalized women with the knowledge, tools and resources to move from crisis and poverty to stability and self-sufficiency.
The Program Officer supports the implementation and operation of program activities in designated country offices by acting as a focal point for specific countries within HQ and in coordination with Global Support staff and the UK team. Primarily, the Program Officer supports country teams in grant management (including donor reporting and grant compliance) and effective planning and budgeting for the CO programs. The Program Officer works routinely with country office staff, HQ Finance, and the UK team, to support the successful achievement of grant objectives, to identify problems and appropriate solutions for grant spending, and to offer guidance or support to country office staff as needed. The Program Officer reports to the Sr. Director of Program Planning and Grant Management and works directly with assigned country office staff members and the rest of the Global Programs Unit.
Grant Management (70%)
- Ensure access of CO/HQ staff to all relevant and most recent information about donor grants, agreements, conditions, templates, and compliance to enable effective planning and tracking of grant implementation.
- Support the COs (or HQ teams when grant funds are allocated to HQ) to monitor and track progress of grant activities and grant expenditures against agreed budgets through spending plans, in particular by flagging any donor compliance concerns; identify problems and assist in designing appropriate solutions and facilitating communication between relevant levels of the organization to track follow up actions;
- Prepare documentation (including key discussion or talking points as needed) and organize scheduling for cross-departmental grant management processes including grant kick-off meetings, regular grant and budget management reviews with COs, grant amendments or budget realignments, donor meetings, etc.
- Responsible for writing/editing/consolidating high quality, results-based donor narrative reports (and budget notes if needed) to ensure clear presentation of CO activities and results and to meet donor reporting timelines and requirements. Reports are based on timely and accurate inputs from CO and HQ MRE staff. The PO manages the review and sign off process in line with the agreed workflow processes.
- Support COs and the UK/HQ fundraising teams as needed (occasionally) in proposal development specifically to ensure alignment with agreed Annual Plan costing/budgets; POs may also support project design, targeting or other program inputs during the proposal drafting process as needed.
- Responsible to maintain up to date and comprehensive master files for the organization for grants, or restricted donations. This involves close coordination with NBD, MD&C and UK teams.
- Contribute to strengthening CO capacity in all areas above through day-to-day interactions with COs and guidance provided on Grant Management.
- Support onboarding for new HQ staff and Country Directors (and other CO SMT members as needed) via Skype and brief these new staff on all grants/contributions and other relevant CO information, including current Operational Plans/budget issues as needed.
Country Office Program & Planning Support (15%)
- Serve as a central point of contact for staff in HQ and UK who need information about a specific Country Office; likewise, serve as central point of contact for Country Office staff who need information or support from HQ/UK and direct them to the relevant expert and channel communication as needed.
- Maintain an overview of designated country office context, program, operational issues and background information (including through consistent review of CO monthly reports) and participate in designated country office discussions.
- Prepare ad hoc reports and/or presentation materials on focal point countries for internal review meetings, Board meetings or external meetings, or Communication materials as needed; including maintaining updated CO profiles in coordination with MRE and Communications team.
- Support development and finalization of annual Operational Plans for Country Offices (and updates throughout the year), including related budgets with particular attention on ensuring that multi-year grants are correctly included in annual planning cycles and that costing information is consistent.
- Ensure updated enrollment tables with Program Monitoring Officer throughout the year
Technical Assistance (10%)
- Work with Director of Program Design and Development, the Associate Directors of Economic Empowerment and Social Empowerment on specific projects/thematic focus areas, as needed, to support COs in implementation, management, and development of social and economic development programs.
- Stay up-to-date on key developments in economic or social development in the assigned countries.
- Responsible to support preparation for and/or conduct briefings for partners in the United States
Program Event Coordination/Admin (5 %)
- Responsible for all logistics for annual Country Director and Program meetings taking place in Washington D.C. and overseas.
- Coordinate logistics for GPU in-office meetings and community events including scheduling, venue arrangements, set-up, equipment needs, refreshments, materials, invitation and RSVP process, and meeting minutes when applicable.
- Share GPU admin tasks as needed with other Program Officer
- 2-3 years of experience in international development, in particular women’s empowerment;
- Bachelor’s Degree required; Master’s Degree in related field, a plus;
- Additional language skills, particularly in French, Arabic and/or Swahili, a plus;
- Experience with government and/or multi-lateral grant reporting and budget development;
- Must have excellent excel skills and familiarity with budgeting processes;
- Ability to manage multiple tasks, multiple goals, problem solve and prioritize among assignments;
- Experience working with international staff and within multicultural environments preferred; in particular, experience working in developing countries a plus
- Ability to work as part of a team as well as take initiative in managing projects;
- Strong interpersonal skills and experience working with a variety of audiences;
- Well-organized with attention to detail and a resourceful problem solver;
- Extensive computer skills (especially Microsoft Word, PowerPoint Excel, Access) and internet research;
- Ability to work effectively under pressure without close supervision; and
- Promptness, reliability and sound judgment required.
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