Program Assistant-Women's Health Project
CBM is an international Christian development organisation, committed to improving the quality of life of people with disabilities in the poorest communities of the world. Based on its Christian values and over 100 years of professional expertise, CBM addresses poverty as a cause and a consequence of disability, and works in partnership to create an inclusive society for all. CBM’s work is founded on the core values of Christianity, internationalism, professionalism, stewardship, honest communication and inclusion inherited from our founder, Pastor Ernst Jakob Christoffel.**
I. Overall Mission
· CBM is seeking a Programme Assistant (CBID) to support its Women’s Health projects in Nigeria.
· Under the direction of the CBID Programme Officer at CBM Country Office, the CBID Programme Assistant will provide programmatic, operational and administrative support to the programme team, perform a variety of coordination and logistical services in support of the operations of the programme, and assist with information management for the team.
o Main Activities
Programme management support
· Support capacity development activities related to performance monitoring, programme development, and related internal CBM systems/tools by drafting necessary correspondence, compiling data reports and maintaining relevant records of the programme;
· Provide support to the Women’s Health Programme in planning and coordination with the programme team, implementing partners and government;
· Provide support in the design and implementation of monitoring and evaluation, and management information systems for the Women’s Health Programme;
· Prepare and maintain records, documents and control plans for the monitoring of the programme implementation;
· Organize, plan and contribute to coordination of team activities (meetings, workshops, travel budgets);
· Provide support on budget revision/preparation, implementation status, determination position of funding utilization, and financial closures;
· Act as the contact person for the programme during the absence of team members, following-up on any emergencies with appropriate team member, and sharing workload with Programme interns within the CBM Country Office;
· Provide operational support to the Women’s Health programme team, including preparing and following up on procurement and payment requests for project-related activities;
· Provide assistance to team members for developing and reviewing project progress reports (narrative, statistics and financial), including validation of reports;
· Assist in the coordination of the project progress report process by tracking their completion for the partners/projects, scheduling interviews and/or validation activities, following up on queries with project progress reports with partners as necessary, and e-filing the final documents;
· Maintain a tracking system for risk management of the Women’s Health programme;
· Set up and organize regular team meetings and conference calls/video-conferences, often over different time zones, including the preparation and distribution of documents (notes of meetings) and providing the necessary technical devices;
· Take minutes of regular team meetings and other meetings as required;
· Collaborate with members of the Women’s Health programme team to conduct monitoring and evaluation activities, oversee research using appropriate technologies, and document and disseminate findings for learning purposes;
· Contribute to documenting learnings and successes from implementation of the Women’s Health programme for knowledge management purposes;
· Liaise and provide assistance to partner staff on Women’s Health programme issues, as required;
· Assist in orientation activities of partners’ project staff, interns and consultants by providing them with the necessary documents and materials for orientation;
· Work with Women’s Health Programme team and partners’ staff to coordinate work activities, meet deadlines, and provide programme and problem-solving support where needed;
· Provide updates on programme activities to the Women’s Health Programme team, and to CBM Country Programme Manager as requested;
· Perform other related duties in accordance with instructions from the CBID Programme Officer.
· Maintain and regularly update travel plans and budget amounts to provide an accurate overview of travel budget for CBM Country Office Women’s Health Programme team, which includes liaising with team members for their input;
· Coordinate with Finance and Administration Units at CBM Country Office to obtain estimated fares and calculate per diems;
· Coordinate requests for travel advances for team members, including submission and monitoring of advance requests with Finance Unit;
· Request the issuance of visas by contacting the appropriate Embassies and prepare supporting travel documents;
· Responsible for formatting, distribution and filing of trip reports;
· Reconcile travel expenditures for all Women’s Health Programme team members and submit them to CBM Country Office Finance Unit for authorization and payment.
Workshops and events management
· Liaise with members of the team to coordinate logistical arrangements for workshops that take place in different project locations;
· Assist the Women’s Health programme team in preparing and formatting PowerPoint presentations and related documents for team and partner meetings;
· Liaise with Administration Unit and the Security and Safety Focal Person regarding venue, travel, hotels, and with Hotel/Hospitality Services staff for provision, room organization and logistics;
· Liaise with and assist programme partners and consultants as required to ensure smooth functioning of activities;
· Coordinate and disseminate all internal and external materials, including publicity and background documents for all project workshop events; coordinate appropriate mailings or distribution;
· Prepare training kits or information packages and send materials to participants in a timely manner; and
· Coordinate registration process and act as contact person for meetings and workshop participants.
- Support monitoring through progress reporting according to donor’s requirements
- Monitor proper implementation of administrative and financial procedures by partners
- Monitoring partners’ actions in strict compliance with the agreed deadlines, resources and responsibilities.
- Communicating or submitting quality project briefs and timely report
- Prepare project briefs, reports and presentations as required
- Ensuring communication with partners and within CBM and the dissemination of relevant information.
- Listening to, observing and understanding partners.
- Taking partners’ various views into consideration and negotiating.
- Mediating with partners where necessary in order to reach consensus.
- Advocating for networking
- Support to partners for elaboration of annual and quarterly budgets and activity plans
- Support to partners in reporting
- Active involvement in partners’ and stakeholders’ meetings and activities.
II. Performance Criteria
· Partner organisations supported to implement, monitor and evaluate a Fistula projects using a CBID approach
· Effective project monitoring conducted and partner reports documented in accordance with donor requirement
· Fistula projects supervised and managed successfully in compliance with CBID standards and in line with financial policies and procedures.
· Partners have clear understanding of project objectives and are implementing project activities within the scheduled time-frame without compromising quality
Education, Knowledge, and Professional Experience
- University degree or equivalent in the humanities with minimum of two years’ experience in semi-technical, programme/project management and coordination, monitoring and reporting related to gender, disability and development;
- Experience working with partners (organizations of persons with disabilities, civil society, faith-based, government and INGOs, etc.);
- Experience working on health programmes, preferably with knowledge of national policies on women’s issues, and good background on gender and disability mainstreaming;
- Fluency in spoken and written English
- Understanding of Hausa is added advantage
· Demonstrated experience in Microsoft Packages (Outlook, Word, PowerPoint, Excel and Access) and good report writing skills.
- Ability to work with minimum supervision and develop creative solutions
- Self-driven, and can relate well to people of various backgrounds and positions
- Good analytical skills
- Capacity to handle multiple responsibilities at the same time
- Ability to work and deliver outputs under pressure
· Build partnerships
· Communicate effectively
· Steward resources
· Strive for improvement
This position has a national compensation package and is subject to local employment and immigration laws.
How to apply:
Method of Application
Applicants should send their CV and Motivation Letter in English in one document to: [email protected] on or before 11 June 2020. Note that multiple attachments will not be considered.
Note • The future job holder will adhere to CBMs values and commits to CBM’s Code of Conduct and Safeguarding Policy. • CBM encourages persons with disabilities to apply for this position. • The role is a permanent contract located in Abuja, Nigeria.