Program Admin Officer (Ref: Program Admin Officer)

Relief International Gaziantep
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Position: Program Admin officer

Location: Turkey

Reports to: Deputy Program Manager – Implementation

Duration: 12 Months

ABOUT Relief International.

 

Relief International (RI) is a leading nonprofit organization working in 16 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty.

 

Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.

 

RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe.  Under our alliance agreement, we operate as a single, shared management structure.

 

Position Summary:         

Under the direct supervision of the Deputy Program Manager, the Program/Admin Officer will provide support in planning the overall implementation and monitoring of RI’s projects operating in Syria and ensure transparency and integrity across all program activities. The Program/Admin Officer will also work with all support departments to ensure efficient program implementation.

Position Duties and Responsibilities:

  1. Program Implementation
  • Support the Deputy Program Manager in planning the mid-term and long-term activities of the program implementation by regularly reviewing and updating the program implementation tool (PIT) in relevance to the agreed mobilization tools of the grants.
  • Under the Deputy Program Manager's supervision, review, extend and amend the Health facility’s MOUs or Sub-grant Agreements (SGAs) and ensure reflection of the agreed budget.
  • Ensure that all program policies, procedures and manuals related to administration, recruitment, procurement, compliance and other policies are in place and regularly reviewed and updated to meet the requirements of smooth program implementation.
  • In collaboration with the Deputy Program Manager, organize, document and follow up on regular meetings with field-based staff and Health Facility Management Boards to address the gaps through in-depth analysis and follow-up on closing the gaps.
  • Communicate all program commencements, amendments, changes and closure decisions to all relevant stakeholders internally and externally promptly.
  • In collaboration with all program teams, support tracking the program indicators using the indicator tracking tool (ITT) and report on any targets ahead/behind the plan.
  • Coordinate with the Deputy Program Manager on follow-up plans for monitoring and evaluation, timely reporting, course correction, project closure, project assessments, and internal information sharing.
  1. Program Administration
  • Support the Deputy Program Manager in fund allocation, reallocation or realignment to keep up with program needs based on expense tracking and analysis.
  • Maintain and keep up-to-date master lists of health facility staff structures and expense ledgers in collaboration with program field-based staff to inform decision-making and change requests.
  • Act as the program focal point in Turkiye between all RI’s Turkiye departments, field-based program teams, health facility boards, and stockholders to ensure information streamlining.
  • Providing in-depth insights on work progress and program activities to address main issues and required interventions by following up on regular health facility progress reports.
  • Record all training activities conducted in Syria, and maintain an accurate tracker, including training agenda and materials, attendees list and other files to monitor and report on training indicators.
  1. Quality Assurance and Control
  • Work closely with the field-based staff to ensure quality control/authenticity of all support documents shared by the health facilities/RI field-based program staff.
  • Collaborate with other operation departments to ensure the correct procedures and policies are followed/applied.
  • Provide on-the-job training and awareness activities to the field-based program staff and health facility management to ensure RI procedures and tools are understood and applied.
  1. Reporting & Archiving
  • Participate in monthly, quarterly, semi-annual and annual grant reports by providing needed data to the Deputy Program Manager.
  • Provide the Deputy Program Manager with immediate knowledge and analysis of any potential misconduct or gap in the field procedures regarding operations and administration policies; this should be done through RI’s complaints and feedback mechanism, coordination with the health facilities and coordination with RI’s HR Department.
  • Ensure full documentation for each grant and all needed documents are archived as soft and hard copies.

Qualifications & Requirements:

 

  • 3-4 years of program management experience in an INGO.
  • University degree in business administration, social studies or any relevant field.
  • Preferably familiar with health programming in the humanitarian context.
  • Demonstrated experience in implementing policies, procedures and systems in remote settings.
  • Advanced analytical skills and proficiency in data analysis applications.
  • Excellent command of spoken and written English and Arabic.
  • Demonstrated excellent computer literacy (Excel, word, internet).
  • Ability to prioritize and deal with competing demands.
  • Excellent organizational, interpersonal and communication skills.
  • This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment.
  • A team builder with excellent people skills; culturally sensitive.

Safeguarding

  • Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
  • Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible.

 

RI Values: 

We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities.

 

We value:

  • Inclusiveness
  • Transparency and accountability
  • Agility and innovation
  • Collaboration
  • Sustainability

 

 

Relief International is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse and sexual harassment.

 

All staff are expected to abide by our Code of Conduct.

RI Has a zero-tolerance policy towards any behavior that violates its code of conduct, including sexual harassment, exploitation, abuse, as well as lack of integrity, corruption, and fraud. RI also adheres to strict safeguarding principles.

 

How to apply

In case you meet the requirements and you are interested in the position, please send your CV in English in addition to three professional references to hrturkey@ri.org before June 19, 2024 stating in the subject “Program Admin Officer

As per the urgency of the position we will review the applications on daily base. 

All candidates must be eligible to work in Turkey"

Female candidates are highly encouraged to apply

Relief International

Relief International is a leading nonprofitable organization working in roughly 20 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty. Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach —which we call the RI Way— emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.
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