The programme Officer, Wajibu Wetu Programme, is responsible for grant administration to assigned partner organizations, providing technical support on the thematic areas and monitor the progress of the programme implementation.

Grant Administration:

• Conduct assessment/appraisal of partner organizations for new partner selection
• Assess and evaluate relevant documents that partner organizations have submitted including intervention applications, activity plans & budgets, results & financial outcome reports; and report in accordance with ForumCiv’s framework for sub-granting and recommend decision to Grants Committee
• Handle correspondence and communication with grantee partners and potential partner grantees and convey grant making decisions to applicants
• Be the contact person for assigned partner organizations
• Conduct monitoring and evaluation visits to target areas of responsible partner organizations to monitor progress of project activities implementation, analyze and prepare report including joint action points and provide feedback to partner organization in a timely manner
• Identify capacity building needs, budget and facilitate relevant coaching and training activities; review and report on these capacity building plans
• Collect information/results about activities related to ForumCiv development perspectives (Gender Equality, Environment and Climate Change, and Conflict and Do No Harm) and report to Programme Manager for input into reports
• Supports in developing and implementing rights-based approaches including good practices, methods and strategies related to partners’ work
• Supports partner organization activities, including capacity building.
• Follow up on the Gender Action Plan (GAP) and climate change and mitigation actions plans to make sure targets are revisited on an annual basis

Networking

• Support CSOs networking/technical working groups on relevant thematic areas, sharing of information and experiences among partner organizations including gender, governance, Resilience and climate change networks
• Additionally, participation in other relevant networks

Assess and Evaluate Results and Financial Reports from responsible partners

• Assess and evaluate reports from partners and verify financial reports in close collaboration with the assigned finance officer
• Conduct spot checks / compliance visits in close collaboration with the finance officer and present result and way forward to the program team
• Ensure that basic data, reports, and other monitoring information is documented and archived in line with ForumCiv’s archiving guidelines, PME and management system and made available to the grant management and planning and reporting, Sharepoint, or whatever system that shall be in use
• Provide inputs and assist programme manager on reports writing to ForumCiv head office and donors
• Prepare for annual review meetings with partners
• Participate in external meetings, conferences and workshops as assigned by line manager

Security

• Ensure compliance with security procedures and policies as determined Globally and by Regional Office management
• Proactively ensure that you operate in a secure environment and are aware of safety and security policies

Other Tasks

• Other tasks delegated by line manager
• Contribute to the organisational learning and development of ForumCiv in general, and of the region in particular

Qualifications required

• Relevant academic degree in Gender and Development Studies, International Relations, Social Science, anthropology, economics, Political Science, project management, Human Rights, Law or equivalent qualifications
• A minimum of 5 years work experience, with a proven track record of significant achievement in grantmaking, or project/programme management in the development sector working with INGOs and in particular assessing programme and project applications and reports.
• Good understanding of the role of the civil society for/in development in the Eastern and Southern Africa region
• Good knowledge in ForumCiv’s thematic areas and rights-based approach
• Familiarity with participatory grantmaking or other inclusive decision-making processes
• Proven ability to think analytically, strategically, and with agility to translate ideas and insights into action
• Demonstrated organizational skills, and the ability to manage multiple tasks simultaneously, while meeting deadlines
• Experience designing and facilitating impactful workshops, trainings, and/or webinars
• Comprehensive and progressive understanding of international technical and principles of Gender and inclusive governance issues, and or environment and climate changes and resilience, including both historical and contemporary debates in Kenya and in different regions
• Proven experience in capacity development of partners
• Good knowledge in Planning, Monitoring and Evaluation (PME) and Result Based Management (RBM)
• Good contextual knowledge in socio-political and economical areas within the areas of operation 
• Good ability to combine theory with operational work and perform qualified analysis and site visits
• Good knowledge in project/Programme administration
• Excellent ability to express oneself orally and in writing in English.
• Good understanding of development perspectives
• Experience working with a range of individuals from various professional, educational, and cultural backgrounds
• Experience and knowledge on the intersections of the thematic areas of the programme

Responsibilities

Under the supervision of the Programme Manager, the Programme Administrative Assistant will be responsible for the following duties.

•  Provides assistance in support of planning and implementation activities/processes for the programme
• Assists in the preparation and analysis of partner applications; reviews and, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary in collaboration with the programme officers
• Assist with logistical and administrative arrangements relating to the implementation of programme activities, including, making travel arrangements; identifying and booking activity venues; communication with and necessary administrative support to resource persons, participants and partners; preparing, sourcing and ordering equipment and materials; collecting and filing activity documentation; and preparing and summarising information for reports
• Drafts programme/project summaries, coordinates review and clearance process
• Periodic travel to programme activity sites to facilitate the implementation of programme activities
• Contributes to the preparation of input for the implementation of programme support tools
• Provides support to upkeep and further enhancements of existing programme support, administrative management and reporting tools
• Plan and implement activities as outlined in approved work plans, including developing terms of reference and agreements; developing agendas and materials; securing resource persons and other necessary inputs for activities; making necessary logistical arrangements (travel, accommodation, etc.); and coordinating completion of activity deliverables
• Performs other duties as assigned by the line Manager

Qualifications

Qualifications required

• Relevant academic degree in project management, international development, administration, social sciences, or equivalent qualifications
• A minimum of 3 years work experience, with a proven track record of significant achievement in programme/project administration and management in the development sector
• Strong analytical and writing skills
• Strong administrative, organisational, communication and interpersonal skills
• Fluency in English
• Supportive of a learning organisation with a strong willingness to share knowledge
• Strong supportive and service-minded attitude as well as a high sense of responsibility and commitment with strong attention to detail
• Experience working with a range of individuals from various professional, educational, and cultural backgrounds
• Proven ability to think analytically, strategically, and with agility to translate ideas and insights into action
• Demonstrated organizational skills, and the ability to manage multiple tasks simultaneously, while meeting deadlines
• Excellent ability to express oneself orally and in writing in English.