Programme Assistant at Trocaire

Background to the Role

The position is vital for ensuring that the effective administration of programmes is maintained. This is a replacement position.

Contract Duration:1 year renewable

Responsibilities for the Programme Assistant 

• Programme Management & Communication

• Supporting PM’s to maintain regular contact with partners and other stakeholders, primarily those associated with the Integrated Gender/HIV and Missionary programmes

• Supporting Programme Managers (PMs) to assess partner applications

• Provision and management of logistical support during key programme events

• Assist in arranging programmes for in-coming and outgoing official missions, make appointments with other stakeholders

• Maintaining data base of key information and servicing partners information needs in collaboration with PM’s

• Follow up with the implementing partners for progress reports and submission of reports

• Report writing as required

• Administrative Support

Grant Management & Finance

• Supporting PM’s in programme financial management

• Working closely with finance team to ensure accurate reporting and accounting of grants

• Accurate tracking and filing for monitoring each partners finances, transfers, key documents and reports

• Ensuring that approved funds to partner organizations are transferred in a timely manner in line with the organizations policies and procedures

• Uploading of budgets in Agresso and sharing this information with the team to ensure that expenditure patterns and allocation of expenses is properly tracked.

• Tracking ancillary expenditure and advising the team on allocation of expenditures the ancillary budget for the team

• Raising requisitions for the grants to partners.

• Being the main contact person during audit exercises and responding to requests for information under the guidance of the PM.

• Auditing the document library and ensuring up-to-date documentation storage.

Office Administration

• Managing all filing requirements (hard and soft copies) within programme portfolios, including opening, closing and keeping files up to date for all programmes

• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system for action and deadlines.

• Collate and store information materials, publications, newsletters and other communication materials for use as appropriate.

• Provision of auxiliary support to Project Officers (PO’s) and Programme Support Officers

• Monitoring and Evaluation

• To support/follow up with partners in producing timely proposals and reports, which comply with Trócaire standards

• Ensure that monitoring visits to partners are regular and reports are written on each visit

  Facilitate project reviews and evaluations as required

• To accompany the PM and POs on a minimum of two partner visits per year.

• To support the POs and PM in monitoring and evaluations including assisting with collation of documents, organising workshops and accompanying consultants.

• Missionary Grants Support

• All duties and responsibilities outlined above also apply to the Missionary Programmes. This includes providing administrative support to the CD in correspondence and financial tracking and filing in relation to the provision of grants to missionaries.

• Additional details of exceptional aspects of the job

• Able to work under pressure and adhere to tight deadlines on a wide range of tasks

• Able to keep abreast of developments in the sector as a whole

• Any other task, which may be assigned from time to time by the PM or Director of Programmes

• The role encompasses travel for partner meetings and presentations

Programme Assistant Job Requirements

• Degree in related field, with 1 year’s relevant experience and appreciation of programme planning and management, or a Diploma in Development Studies coupled with at least 3 years experience in a similar role

• Strong relationship management and positive approach

• Good report writing and communication skills

• Keen on detail, a high level of reliability, objectivity and honesty.

• A positive approach and an ability to contribute to a strong dynamic team

• An empathy with the values of Catholic Social Teaching.