Desk Officer at Foundation for Refugee Economic Empowerment (FREE)

Role Responsibilities
Officer provides programmatic support to the FREE regional programme portfolios in strategic planning, design, project implementation, reporting, clerical support, and monitoring and evaluating.

Role Responsibilities
Officer provides programmatic support to the FREE regional programme portfolios in strategic planning, design, project implementation, reporting, clerical support, and monitoring and evaluating.
This includes:

• Supporting drafting internal and public documents
• Supporting drafting progress reports
• Supporting project tracking and reviewing project deliverables
• Managing the documentation of events and projects, including recording developments in FREE’s systems.
• Attend internal and external meetings with partners.

This includes:

• Taking notes and distributing them to the team, as needed.
• Serving as a connector and representative when other team members are unable to be physically present for the meeting, setting up the systems to allow for remote participation.
• Build relationships and liaise with other departments at FREE as needed to accomplish the above tasks.
• Develops and maintains program-related files, documents, and database records.
• Assists in establishing and maintaining policies and procedures to manage the day-to-day operations of FREE.
• Develops and maintains relationships with vendors and partners.
• Provide program design, implementation, and reporting support to programmes.
• Budget and Contract Management Support
• Supports to administer contracts, track progress toward milestones, receive deliverables and monitor contract end dates.
• Executes the contracting process by supporting the drafting contracts, preparing required contracting information, submitting requisitions, scheduling contract launch meetings,
• processing invoices, monitoring payment processes, and ensuring contract close-out.
• Liaises with the FREE Finance and Procurement teams to track budgets, resolve issues, and review budget and financial reports to help monitor program budgets.
• Ensures quality control by inputting transactions correctly and tracking the budget using financial management software.
• Coordinates the resolution of any problems or delays with the FREE Finance and Procurement staff.
• Generate routine budget reports to help monitor programme budgets.
• Meetings, Events and Logistics Planning
• Makes travel arrangements for staff and contractors.
• Provides substantive and administrative support for meetings
• Arranging for food and refreshments as needed. 
• Performs other duties as assigned.

QUALIFICATIONS

• A Bachelor’s degree in public administration, management or business-related field and preferred in conflict, international economics or development, political science or a related field is required, or equivalent combination of education and experience.
• One (1) or more years related administrative experience, familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
• Strong skills in the Microsoft Office Suite, particularly Sharepoint, Teams, MS Word, MS Outlook, and MS Excel.
• Strong time management skills with the ability to prioritize work and meet deadlines.
• Strong interpersonal skills necessary, including working with diverse teams, including across cultures
• Candidate must demonstrate an ability to communicate effectively both in-person and electronically and be able to adapt communication approaches accordingly.
• Knowledge of program management processes, especially project planning, budgets, and monitoring and evaluation.
• Excellent writing skills, including experience with drafting program reports and supporting proposal writing processes.
• Experience organizing public events, roundtables, conferences and meetings preferred.
• Experience making travel arrangements preferred.