Programme Support Officer GOAL

Job Summary
The Programme Support Officer will be responsible for providing programme and administrative support to the Programme Department, contributing to Programme Team coordination as well as supporting the reporting and grant compliance process f. The Programme Support Officer (PSO) will work with the Team Leader and interact with the different programme leads, as well as key leads in the Systems and Finance Department.

Job functions:
1. Programme Implementation Support
• Coordinate with the Team Leader, Deputy Team Leader, MEAL Coordinator and Pathway leads to plan and schedule Tri-Annual portfolio meetings, take minutes, circulate, and properly file notes.
• Coordinate with programmes, MEAL, and finance to ensure the Partner Management Tracker and Budget Management Tools are reviewed and updated, actions are saved on Share point and shared with the respective teams.

Maintaining Programme Quality and Team trackers for the Programme Department’s quarterly and annual KPIs and deliverables.
• Planning and scheduling key internal team meetings.

Work with the Team Leader to coordinate the completion of quarterly Program reporting.

Track and follow-up on requests to the Team from the Team Leader.

2.Grant Monitoring and Reporting
• Ensure that the HQ Monthly report is completed for the designated sections.
• Schedule and ensure attendance at grant opening, midterm review and closing meetings.

Maintain and update the reporting, invoice, and grant compliance tracker.
• Calendarize, circulate monthly reminders and reporting timelines for upcoming report deadlines to Programmes, MEAL, Finance, HQ Uganda Desk Officer, and other HQ department focal points.
• Support the completion of partner and donor reports, including coordinating their development with Programmes, Finance and MEAL focal points, reviewing for quality, undertaking copy editing and formatting and check for overall adherence to donor reporting and contractual guidelines.

Ensure donor correspondence and key information is filed in appropriate folders, and support in ad-hoc and other donor communication and material development as needed.
• Support in our partner on-granting processes including coordinating their onboarding and
• monitoring and tracking progress once onboard.

3. Internal and external communication and visibility
• Coordinate with the programme leads to track and document participation in external coordination meetings and events, that staff are attending and ensure notes are shared and saved on SharePoint.

Respond to ad-hoc requests from HQ for document or information that may arise and respond proactively.

Ensure all PPT presentations follow GOAL branding guidelines (project and external presentations)

4. Administrative and Workflow Support
• Record minutes and actions from all meetings attended, circulating, and saving notes and updating the Action Tracker, in a timely way.
• Champion the use of Share Point and Teams, acting as a positive example and resource to support all staff to use these vital organisational platforms.
• Ensure all folders are up to date, new folders and folder structures and Teams Channels are set up in a timely way, and relevant people have access links.
• Ensure weekly, GU monthly reports are submitted on time, in the right format, shared with Team Leader, saved on SP, and tracked on the PQ Tracker.
• Ensure all Departments have timely access to relevant documents, including contracts, reports, meeting minutes and key actions, to support country programme compliance and coordination.
• Support Programme Team to submit required paperwork and file documents.

Essential Criteria
• Undergraduate degree in Development Studies, Social Sciences, or a related discipline.
• Minimum 3years experience in a similar role in the development sector
• Experience in grant and donor reporting.
• Critical analytical skills with ability to pay keen attention to detail
• Excellent experience in use of Word, Excel, Outlook, Microsoft 365, good typing skills and general computer literacy.
• Excellent communication skills

Desirable criteria
• Ability to work under pressure and prioritise different tasks in a changeable environment.
• Ability to work both independently and within a team.
• Assertive, but able to keep good relations, strong interpersonal and relationship building skills.
• Flexible and hardworking and willing to sometimes work long hours or in remote locations to meet the needs of the Programmes Team.