WPE Program Support Officer at The International Rescue Committee (IRC)

Sector: Women Protection & Empowerment

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Maiduguri, Nigeria

SCOPE OF WORK

The Program Support Officer will coordinate the collection, compilation, consolidation and analysis of data on all WPE purchases, material deliveries and warehouse requests to track progress made by the program and grants on the ground versus the expenditures on the BVAs. S/he will also conduct developmental research on innovative ways WPE can carry out its programming in the northeast, by engaging both beneficiaries and staff alike. S/he is responsible for establishing and ensuring better record management systems for the WPE program in relation to expenditures and procurement's and maintains an up to date record of all procurement requests at all the various stages.  S/he will maintain an up to date record of leave accruals and utilization as well as time sheet tracking  for all WPE staff. The incumbent will closely work with all WPE staff across all the IRC field offices in Nigeria and will work towards strengthening the integration existing between the WPE staff and all the IRC  departments and reports to the WPE Coordinator.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Strengthen existing integration between the WPE program with other IRC departments including the support and program sectors
• Record all purchase requests and track their progress through the procurement process and provide weekly summaries by grant and location.
• Ensure that WPE expenditure is in line with project budgets, spending plans and procurement plans.
• Reconcile program expenditure by grant and specific expenditure lines with actual project implementation ensuring that any changes and deviations are taken note of and tracked accordingly, through approvals of the coordinator
• Budgetary changes should be factored into reports  and documented
• Record all deliveries and track the utilization of materials from the IRC warehouse to the project sites ensuring that materials are used for the grants and activities relevant to them.
• Record, track and summarize leave accruals, requests and utilization for all WPE staff.
• Create and maintain a paper trail for all WPE program activities, purchases and expenditures by grant and project site.

Reporting and Documentation

• Assist in developing weekly, monthly, quarterly, half year and annual reports on WPE program in close consultation with the M & E Officers as well as the relevant program officers and share with coordinator for review for all grants and sites.
• Develop weekly physical stock balance report and share with relevant officers and copying the managers and coordinator for stock monitoring and tracking, taking note of soon to be expired items and maintaining the first item in-first item out rule for stock management
• Track reporting deadlines on all grants and ensure that relevant people make contributions on the deliverable on time.

Contribution to Effectiveness of the Program

• Work in close consultation and collaboratively with the different IRC program sectors  for strengthening integration and cross-learning.
• Proactively volunteer for various team activities
• Show an eagerness to take on any other tasks assigned by the line manager

Qualifications

• B. Sc. /High National Diploma in Mathematics, Accounting or Statistics with experience of reviewing assessing, reviewing and monitoring expenditures.
• Very good command of spreadsheets such as the  Microsoft excel package .
• A good command of written English to produce documents and reports meeting donor global standard
• Ability to maintain good working relationship with colleagues and partners
• Experience in collecting and collating qualitative and quantitative data
• Ability to work with data collection and analysis software
• Accuracy and keen attention to details, in order to produce high quality documents and maintain good records
• Commitment to IRC values and principles
• Knowledge of the local languages and Hausa will be an added advantage

WORK ENVIRNOMENT

Security level red. The situation in Borno- is intermittently calm but is quiet fluid, tense and unpredictable; concerns include criminality. There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states.

This Job will entail travelling to other WPE intervention sites and states, for program support and routine quality checks