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Starting salary: £31,878 - £33,472 per annum

Contract: Permanent

Hours of work: 35 hours per week/Full time

Location: Hybrid working with a minimum of 40% of your time in CAFOD’s London Office

Job Profile

To support the smooth and effective management, administration and co-ordination of CAFOD’s work in the Andes region. The Andes team works to promote long-term development, humanitarian responses and advocacy, working alongside the poorest communities to strengthen their effectiveness and amplify their voice in the struggle for social justice, human rights and development across the region. The scope of the post falls into the following broad functions and responsibilities:

Job Scope

CAFOD is currently looking for a Programme Support Officer to contribute to our goals of combating poverty, exclusion and injustice in the Andes through the provision of full administrative and effective programme support to the Andes team. The Andes team comprises a Country Representative (CR), two Programme Officers (POs), an Andes Programme Support Officer, and a local finance accompanier. The Andes team manages a diverse development programme in the region, working in close partnership with the local Church and NGOs in response to issues of natural resource management and sustainable livelihoods in the context of climate change, conflict and peace building, governance and human rights, and gender as well as humanitarian emergencies. Communications and advocacy are integral elements.

The post holder will ensure that adequate administrative procedures are maintained to support the Andes Country Representative and Programme Officers in the implementation of CAFOD’s programme in Bolivia, Colombia and Peru in line with CAFOD’s Programme Cycle Management System (PCM). An essential part of this entails working efficiently and sensitively with partner organisations and the team to ensure grants are processed in a timely manner within the programme cycle and registered correctly in CAFOD’s systems. The work of the Programme Support Officer will include annual budgeting and monitoring of the team’s cost and grant budgets and provide essential support to the team with funding applications, financial and narrative monitoring of partner programmes, the preparation of internal approval documentation and reports to external donors. Other important aspects of the role include supporting with travel and events logistics and dealing with information and communication requests from across and outside the organisation.

We need a proactive and flexible person who is fluent in both English and Spanish. You will have previous programme and administration experience and excellent numerical skills, be competent in ICT, particularly Word, Excel, data entry and ideally Microsoft SharePoint. You will be able to hold a central role in ensuring the effective flow of internal knowledge and information. It is imperative you are able to manage your own time and you will ideally have experience supporting a team and be used to juggling various tasks. Knowledge of development and justice issues in the Latin America region is a great advantage; more important is the ability to maintain solid grant administration and programme cycle management procedures while building a relation of trust and respect with partners.

The post holder will work primarily with staff across the International Development Group and Finance teams. The role has also a number of cross-divisional and cross-organisational functions linked to the work of Advocacy & Education, Communications, Supporter Fundraising and Parish Participation and Volunteering Group.

Accountability

The post holder reports to the Andes Country Representative (Bolivia, Colombia and Peru).

Key Responsibilities

• Support the creation and maintenance of a strong team identity, fostering learning and a shared understanding of relevant issues.
• Support and co-ordinate Andes organisational and team annual planning and reporting processes and initiatives, contributing to Andes regional strategy discussions and recording the outcomes.
• Assist the team and Andes Country Representative in reviewing and monitoring expenditure of team costs and grants against budgets, tracking underspends or overspends, and exchange rate variances.
• Assist in travel and events logistics and the organisation of overseas/partner visitors to CAFOD and travel to the Andes region, including preparation of visa/invitation letters, travel and accommodation needs, arranging meetings internally and externally, supporting budgeting and expending and account for all related travel and event expenses, providing occasional cover for colleagues when absent.
• Request and compile quotes and organise procurement of services for events and publications, including interpretation, translation and design.
• Support recruitment and co-ordinate management of team volunteers liaising with relevant staff.

2. Administration

• Provide administrative support to the Andes team, including in correspondence, information systems, management of team diary, preparation and follow-up of monthly team meetings, design and monitoring of filing systems, and maintenance of database and other systems to provide effective planning, communication and information flow.
• Support staff to ensure efficient and effective use of the Programme Cycle Management (PCM) system, working in conjunction with relevant staff, providing administration support including:
  • Prepare and submit grant approval documents
  • Correspond with partners for the timely processing of grants and PCM systems
  • Maintain up-to-date records on the Web Promise database, including registering projects/ programmes, generating approvals and payments, updating partner details and bank details etc.
  • Support receipt filing, monitoring and tracking of partner narrative and financial reports.
  • Prepare approval of micro-grants and monitor disbursements in line with financial guidelines.
  • Provide PCM induction support for new team members and support on SharePoint and MS Teams
• Maintain and develop programme/project cycle and financial tracking documents on the funding stage of each partner, and to ensure up-to-date record of partner financial health check status (e.g., MANGO).
• Provide support with translation as required (English-Spanish).

• Work closely with the Andes CR in the management of a portfolio of partnership projects/programmes, including major donor funded ones, by appraising proposals, narrative and financial reports, supporting partner correspondence, grant approvals and maintaining project files, and effective project management, monitoring and learning, including consolidating/writing regional donor reports.
• Provide support to the Andes’ team in the preparation of project/programme applications for funding, analysis of evaluation reports, and in preparation for procurement, evaluations and audits.
• Support the Andes CR in managing relationships with appropriate donors, trusts and foundations, meeting proposal, reporting and communications needs to secure funding and maintain funding relationships.
• Assist in the preparation of relevant team and network meetings or partner workshops, and where necessary, circulate agendas, papers, attendance lists, record actions, etc.
• Act as Safety, Access, Dignity and Inclusion (SADI) focal point for the Andes team, supporting the team and partners to strengthen Safeguarding, Complaints Handling and Feedback Mechanisms, Codes of Conduct, and Data Protection, tracking progress, reviewing policies, meeting with partners and delivering training.

• Support the effective flow of information and communication within the Andes team and across CAFOD.
• Act as a key point of contact for information on the region’s work, responding to general enquiries, information and communication requests both internally and externally, working collaboratively with Andes programme staff to ensure that CAFOD’s work in the region is fully reflected in the organisational agenda (e.g., in campaigning, fundraising, policy, educational or media work).
• Work collaboratively with the Regional Communications Officer to support raising the profile of the Andes programme with other stakeholders across CAFOD.
• Contribute to the production and/or dissemination of stories/case studies for External Communications.
• Co-ordinate the preparation of contextual and/or security updates as and when required.

• Attend and represent the region in CAFOD networks, working groups and similar fora, particularly with regards to CAFOD’s work on Safe, Accessible, Dignified and Inclusive (SADI) programming.
• In agreement with the Andes Country Representative or relevant members of the team, attend external meetings or events occasionally, and identify and follow-up on actions from these.

• All CAFOD staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.
• Your role is responsible for ensuring that the programming work you are accountable for is safe, accessible, dignified and inclusive, providing ongoing support and follow-up to our partners in this area

This list of duties and responsibilities is by no means exhaustive, and the post-holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification.

Safeguarding for children and vulnerable adults

CAFOD recognises the personal dignity and rights of children and vulnerable adults, towards whom it has a special responsibility and a duty of care and respect. CAFOD, and all its staff and volunteers, undertake to do all in our power to create a safe environment for children, young people and vulnerable adults and to prevent their physical, sexual or emotional abuse. CAFOD is committed to acting at all times in the best interests of children and vulnerable adults, seeing these interests as paramount. Any candidate offered a job with CAFOD will be expected to adhere to CAFOD’s Safeguarding policy and sign CAFOD’s Code of Behaviour as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents. This post involves contact with children, young people and vulnerable adults, or has responsibility for people who will do, and applicants will be subject to specific checks related to safeguarding issues. If based in the UK the post holder is required to present or obtain a Disclosure from the DBS (Disclosure & Barring Service). If the post is based outside the UK the post holder will be subject to a different checking process.

All offers of employment will be subject to satisfactory references, and appropriate screening checks can include criminal records and terrorism finance checks. CAFOD also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of, and consent to, these recruitment procedures.

Person Specification & Key Competencies

Essential

Understanding our context

• Understanding Catholic identity: Particularly in relating to UK Catholic community and Church partners in Latin America
• Understanding international development: Understanding of effective and values-based partnership work between northern and southern organisations and communities. First-hand previous experience would be an advantage.

Working together

• Managing ourselves: Excellent time management, organisational and prioritisation skills, uses initiative to achieve results, experience managing an independent workload.
• Working with others: Helps others to achieve their goals, builds positive and productive relationships with all colleagues
• Communicating: Ability to summarise information accurately, ability to work in a cross-cultural setting
• Looking outwards: Understanding of international development, programme management and values-based partnership work and quality standards in this context.

Making change happen

• Managing resources: Experience and confidence in managing budgets and financial reporting, Computer literacy (word, excel and information management)
• Achieving results: good attention to detail and numeracy, able to work with a high degree of accuracy, identifies and develops better processes and ways of working to improve results
• Managing our performance: Receiving and providing feedback to ensure learning and development
• Taking the lead: Proficient in taking charge of implementing changes and leading on certain aspects of programme

Job-specific competencies

Desirable

• Understanding and experience of international development work.
• Understanding and experience of programme management and quality standards in an international development context, including supporting approaches to improve accountability, child protection, safeguarding, gender mainstreaming and inclusion.

Please click here for a full list of CAFOD’s Staff Benefits

Come and join us and help make a real difference in the lives of the world’s poorest communities.

CAFOD is an equal opportunities employer. Recruitment and selection procedures reflect our commitment to safeguarding children and vulnerable adults.