Program Admin Support Officer

About this role

About Trócaire
Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:
• Promote Access to Justice;
• Achieve Climate & Environmental Justice;
• Ensure Women & Girls’ Protection, Voice & Influence;
• Save Lives and Protect Human Dignity and
• Mobilise the Public on the island of Ireland to achieve Global Justice.
Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.
In Sierra Leone since 1995, Trócaire works to achieve climate and environmental justice; ensure women and girls’ protection, voice & influence; and save lives and protect human dignity. Trócaire supports work on the prevention of sexual and gender-based violence, women’s political participation and leadership, sustainable livelihoods and economic empowerment, natural resource management and environmental conservation, and humanitarian preparedness and response.
Trócaire works exclusively with local partners and actively supports localised development and humanitarian aid. Supporting local civil society organisations to strengthen their organisational, institutional, financial, technical, and managerial capacities is core to Trócaire’s partnership approach in Sierra Leone.
Trócaire is currently seeking to recruit a Programme Admin Support Officer to join our dynamic and passionate programme Team. Based in Freetown, the PASO will engage in regular travel to the districts. The role will report to the Programme Technical Lead Women’s Empowerment with matrix management to Business Development and Grant Manager related to communications responsibilities.

Role Summary. The Programme Admin Support Officer (PASO) will play a vital role in supporting the effective and timely delivery, coordination and administration of Trócaire’s partner programmes on a day-to-day basis.The role will be responsible for providing day to day administration and programme support to the programme team including: preparation, administration and filing of partner project related documents in hard copy and in salesforce; setting-up and maintain partner projects on salesforce; assist in timely preparation of paperwork needed for partner grant transfers; assist and accompany programme staff during field activities including, logistics, and raising and liquidation of float requisitions; support in organising and hosting workshops, meetings, donor visits and events. Additionally, this role plays a key support to communications and visibility through: serving as the country office Communications Focal for HQ; supporting Programmes, MEAL and Business Development & Grants Manager to develop case studies and human interested stories for the country office; managing a country repository for stories, photographs, image consent forms, and learning content. The role plays a key role in the coordination between programmes, admin and finance departments.
Key Responsibilities
Programme Support (45%)

• Ensure timely and accurate execution of the day-to-day administrative and programme support requirements of the Head of Programmes and Programme Team, as well as the Senior Management Team.

• Support Programme Technical Leads in the administration and filing of all partner project related documentation.

• Support the Programme Technical Leads with the follow-up on partner proposals and reports (narrative, and budget).

• Support setting up partner projects on Salesforce and preparation of grant agreements and grant transfer documentation.

• In collaboration with the Administrator, support the Programme Technical Leads with the development of Service Level Agreement annexes for each Grant.

• Support Programme Technical Leads to compile internal reports for specific partner projects; Support review processes, as well as documentation and incorporation of lessons learned.

• Assist and accompany Programme Technical Leads, MEAL Officer and others (as required) on monitoring visits.

• Support in organising and hosting workshops, trainings, meetings, donor visits and events, including planning and management of budgets and payments, and logistics and procurement in collaboration with the Admin Officer.

• Support the Partnership and Localisation Manager to roll out capacity assessments for each partner and collate their annual compendium.

• Support Admin Officer in coordination with external service providers (Consultants) and programmes team to track progress against deliverables agreed in service agreement.

• Support the link / coordination between programmes and Admin/Finance team

• Where appropriate and requested provide backstop to Programme Technical Leads across Trócaire thematic areas during project implementation.
Programme Administration (30%)

• Working closely with Logistics, Admin and Finance teams to support the Programmes Team and Senior Management in planning and coordinating programme related administrative tasks, such as organising conferences, trainings, meetings, field visits and donor visits, including logistics (travel, accommodation, stationaries etc) and raising and liquidation of float requisitions.

• Support programme staff with workshop/activity budget development; manage attendance sheets and payment vouchers, participants; collating receipts, vouchers, and other supporting documentation following field visits and workshops.

• Collaborate with Programme Technical Leads and Programme Accountants on partner grant transfers, helping to ensure the efficient and effective transfer of funds to partners.

• Update programme/project cycle and financial tracking documents in conjunction with the Programme Accountants…