Regional Programs Support Officer

**Purpose of Position**:
**The Regional Programs Support Office**The Regional Programs Support Officer plays a crucial role in ensuring the smooth and efficient operation of the Regional Programs Portfolio. This position facilitates project administration and supports regional projects in alignment with the programs department policies and goals. The role also requires coordination of emergency preparedness, response efforts, and seasonal projects.

**Duties and Responsibilities**:
**Procurement and Financial follow up**:

- Follow up on purchase and payment requests to ensure timely processing by the related departments.
- Monitor budgets, track expenditures, and ensure financial reporting aligns with departmental guidelines with the related project manager and departments.
- Maintain financial records and ensure all documentation is accurate and up-to-date.

**Project Administration**:

- Aid in the administration of regional projects, ensuring compliance with organizational policies and timelines.
- Support the Regional Head of Programs in implementing and monitoring projects plans.
- Coordinate and maintain project documentation, ensuring accuracy and accessibility.
- Facilitate information management for ongoing regional projects.

**Logistical Support**:

- Make travel and meeting arrangements for the Regional Programs team.
- Prepare reports and presentations for internal and external stakeholders.
- Coordinate appropriate management information systems to track regional project progress.

**Emergency Preparedness and Response**:

- Serve as the focal point for preparedness and emergency response within the region.
- Assist in the development and implementation of emergency plans, ensuring swift and coordinated responses to crises.
- coordinate the management and execution of emergency-related activities, ensuring adherence to the organization’s emergency protocols.

**Seasonal Project Management**:

- Assist the implementation and execution of seasonal projects within the region, such as Ramadan, Fitra, and Qurbani campaigns.
- Coordinate closely with the national lead of seasonal projects under the Household Development Programs to ensure alignment and successful execution.
- Ensure that seasonal projects are delivered on time, within budget, and meet the needs of the beneficiaries.

**Communication and Coordination**:

- Ensure regular communication between regional teams and the National Office for updates on project progress and any issues that arise.
- Provide status updates and reports to the Regional Head of Programs.

**Regional Programs Publications & Success Stories**:

- Work with the Regional Head of Programs to review activities reports, publications, and success stories to be ready for the Ubuntu newsletter.
- 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**:

- Support the Nation Support Officer in collecting all required documentation in the respective region.
- Participate in relevant Programs department projects that support the delivery of the Programs Implementation Plan.
- Coordinate the process of digital adaptation at the Programs regional level.
- Organize and support meetings, events and functions for delivery of Programs priorities.
- Maintain and continuously improve Programs 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 Programs team.
- Answer and direct phone calls received from right-holders.
- Organize and schedule appointments with Partners and stakeholders.
- Plan meetings and take detailed minutes.
- Assist in the preparation of regularly scheduled reports, locally and internationally.
- Develop and maintain a filing system (hard and electronic copies).
- Update and maintain office policies and procedures in line with programe purchase and payment requests.
- Provide general support to visitors, requesters, and intakes.
- Liaise with the Regional Head of Programs, and support the region to handle requests and queries from the Head of the Department.

**Educational Qualification**:

- NQF 4 in project support/ Administration or Any NQF 4 or higher in any field relevant to Projects Administration
- One year or more experience in a Project environment
- Completion of a short learning program in Project Administration
- Microsoft Office programs and MIS skills,
- Proven experience in financial analysis, reporting, and data visualization,
- Excellent communication skills for presenting complex financial information clearly,
- Ability to work collaboratively in a team environment,
- Strong analytical mindset and attention t