Programmes Support Officer

_Islamic Relief South Africa (IRSA) is a member of Islamic Relief Worldwide (IRW), a UK based international relief and development charity, which aims to alleviate the suffering of the world’s poorest people_ _._

**Position Identification**

**Position Title**: Programs Support Officer

**Organisation**: Islamic Relief South Africa

**Location**: Durban

**Reports to**: HOD - Programmes

**Islamic Relief**

Islamic Relief South Africa (IRSA) is an independently registered NGO affiliated with Islamic Relief Worldwide (IRW), the world’s largest, independent Muslim humanitarian organization. Islamic Relief’s mission is to help the poor and those in need regardless of race, colour, political affiliation, gender or belief to live sustainable, self-reliant lives within safe and caring communities.

**Purpose of Position**:
**The Programs Support Officer** facilitates the seamless operation of the Programs Department by managing purchase/payment requests, budget monitoring, and financial tracking. It ensures accurate documentation, supports information management, and aids in creating engaging publications. This role is vital in maintaining efficiency, adhering to policies, and enhancing projects delivery. Adding to that the Programs Support Officer’s responsibilities include making travel and meeting arrangements, preparing reports, and coordinate appropriate management information systems.

**Duties and Responsibilities**:
**Assist with Purchase/Payment Request cycle of Programmes Department**:
Ensure forms and templates in line with guidelines and policy requirements and standards are verified, filed, and completed.
- Assist in updating Programmes Managers’ files in soft and hard copy in line with Programmes and projects standards.
- Provide assistance to Programme Managers, Programs officers and Projects managers in the preparation of documentation for all stages of Purchase/Payment requests.
- Receiving and responding to routine queries on the Purchase/Payment Request requirements.
- Ensure that administrative requirements for programs portfolio are handled in accordance with IRSA established policies and procedures.

**Programs budget monitoring**:
Monitor and record all requests, expenditures and Proof of Payments, ensuring timely, effective and accurate record keeping.
- Monitor budgets for expenditure controls and assure compliance with grant requirements and restrictions.
- Assist the HoP in preparing and delivering various trackers and Actual vs Budget updates for every individual project on a regular basis.

**Document and information management relating to IRSA Programmes Department**:
Collating information and drafting responses to external requests for information.
- Providing support to the Programs team in preparing information for briefing requests.
- Maintain and continuously improve Programmes financial systems, including projects financial plans, and maintain electronic filing systems on the IRSA server.
- Conduct an activity file audit of programs portfolio to ensure documentation is in line with the processes/procedures.

**Creative policies and procedures**:
Liaise with Programs Managers, and support departments to handle requests and queries from the Head of Department.

**Financial Tracker Management**:
Develop and manage monthly financial trackers to monitor income, expenses, and budget allocations.
- Collaborate with relevant departments to gather financial data and ensure its accuracy.
- Use advanced spreadsheet tools to create dynamic trackers that provide real-time insights into financial performance.

**Financial Reporting and Analysis**:
Present comprehensive financial analysis reports to HoP, providing actionable recommendations.
- Create clear and visually engaging diagrams, charts, and graphs to illustrate financial trends, patterns, and comparisons.
- Assist in preparing financial information for audits and regulatory submissions.

**Programmes Publications & Ubuntu Newsletter**:
Work with the Head of Programmes to review activities reports.
- Assist in reading content and correct spelling, punctuation, and grammatical errors.
- Rewrite text to make it easier for readers to understand.
- Verify facts cited in material for publication.

**Other**:
Coordinate the process of the digitization of the department,
- Organize and support meetings, events and functions to support delivery of Programmes priorities.
- Maintain and continuously improve Programmes administrative systems, including forward/project plans, and maintain electronic filing systems.
- Assist in the preparation of regularly scheduled reports, locally and internationally.
- Arrange room bookings, refreshments, printing, copying, distribution, travel and other administrative tasks in support of the team and/or lead members of the Programmes team.
- Participate in relevant Programmes department projects that support the delivery of the Programmes Implementation Plan.
- Answer and direct phone calls received