Orphans and Child Welfare Officer

Position Identification

Position Title      :  Orphans and Child Welfare Officer

Organization       :  Islamic Relief South Africa

Location               :  KZN, South Africa

Reports to           :  National Coordinator – Orphans and Child Welfare

Job Summary

To contribute on the development, implementation and regular review of the department’s strategy, work plans and systems to achieve the agreed department objectives.

To contribute, manage and develop staff in order to ensure that the department is capable of fully achieving agreed targets. The Coordinator will be responsible for the field aspect of the Orphans Project and its activities in KZN and will report directly to the National Coordinator.

Purpose of Position

• The establishment of an orphan sponsorship programme in KZN in line with IRSA policies and procedures.
• Set up of department and start the sponsorship activities in KZN after consultation with the relevant stakeholders.
• Set up the disbursement procedure of stipends according to South African Government authorities.
• Prepare all progress reports of the Orphans Welfare Program and share them with National Coordinator as well as IRSA as per the agreed process and deadlines.
• Uploading orphans’ bio-data online for sponsorship.
• Visiting the orphans in their homes in order to supervise any changes in their social life and to collect the data.
• Prepare the quarterly and annual reports of the Orphans Welfare Program in KZN.
• Develop and present proposals relevant to orphan families to fulfil the objectives of the OSP (Orphans Sponsorship Program).
• To assist in the preparation of a field strategy with the National Coordinator.
• Coordinate with local and international NGOs and other official agencies to maximize the aims and activities defined in the field strategy.
• Be responsible for the creation and management of a team of volunteers and employees and the supervision of their general welfare in KZN.
• Be responsible for ensuring project staff grievances and disciplinary matters are fairly dealt with in accordance with IR policy and code of conduct.
• Responsible for all technical operations of Orphans Welfare Program activities including project equipment, assets and records in KZN.
• Writing Orphans Case Studies to support the marketing and fundraising for the OSP.
• Maintain project files and documentation, including individual orphan files with key documentation according to IRW policies in KZN.
• Responsible for the Information System in the Office. (Al Yateem and General Admin)
• Performs any other duties as and when required by the management.
• Facilitate Psycho Social events for the Rights-Holders after needs assessment.
• Responsible for the rights holders and donor development and growth of the OSP Program.
• The Orphans Officer will play a central role in ensuring that the main elements of the project are achieved in a timely and effective manner.

Key Accountabilities

• The department objectives are monitored and achieved on the basis of KPI’s.
• The efficient planning and management of the department’s work in KZN.
• The department is appropriately staffed to achieve its objectives.
• That the department continuously analyses and adapts to the risks posed by both internal and external changing environments.
• Sound financial and resource management.
• Assure the quality of programmes and services in KZN.
• That all reporting requirements and obligations are met.
• Identify and develop new programmes that can help Orphans and children as required

Project Management functions:

• Ensure that the project is implemented according to plan from beginning to end and that agreed objectives have been met.
• Ensure implementation of the agreed-upon funding proposal and revise the proposal and budget over time, if required, based on input and feedback from key stakeholders
• Working closely with individuals and groups supporting the delivery of any activity, determine roles and responsibilities based on activity requirements and timeframes.

Project Monitoring

• Communicate progress, risks, expectations, timelines and milestones to appropriate stakeholders.
• Establish and maintain a usable and well-communicated schedule for all phases of the projects, ensuring an effective Monitoring and Evaluation system.
• Conducting regular field visits to ensure effective implementation of project activities.

To ensure that the department’s activities are:

• In line with Partner, Donor and Field Structure needs and requirements,
• Developed and managed in a way that minimises organisational risk,
• In line with the broader organisational strategy and various codes of conduct that IRW is committed to.

To ensure staff performance, development and satisfaction in the department by: 

• Effectively line managing Departments’ staff.
• Monitoring and improving staff performance through regular one-to-one and department meetings, periodic reviews and appraisals and enforcement of staff development plans.
• Leading, facilitating and encouraging teamwork and departmental communication.

Other:

• Responsible for maintaining own professional development.
• To comply with IRSA’s policies and procedures in undertaking the above roles and responsibilities.
• To undertake any other reasonable duties consistent with the job and at its level of responsibility as and when required by the management.

Key Interfaces

HOD: Programmes

National Coordinator – Orphans and Child Welfare

Chief Executive Officer

Partners (IRSA office) and Stakeholders

IRSA Project Manager/Regional Programmes Coordinator

Field Officers

Care Workers

Physical Demands/Working Conditions

• Employee should be emotionally intelligent enough in order to maintain a good balance with the highly sensitive information and circumstances s/he will be faced with daily.
• Employee should be able to manager his/her time effectively in order to meet the expectations of our rights holders and donors.
• The incumbent should be responsible and manage his/her time effectively.

Educational Qualifications, Skills and Knowledge

QUALIFICATION, EXPERIENCE & SKILLS

• • It is essential that the post holder shows a good understanding of Islamic Values and Principles. A commitment to IRSA’s and IRW’s Vision, Mission and values is essential.
  • Graduate degree in Social Work/ Social Sciences, Development Degree or relevant qualification is essential. A business management degree is desirable.
  • Experience in Project Management
  • Fluent written and spoken English (Afrikaans and Xhosa are preferred).
  • Proven ability and experience in people and activity management as well as delegating roles and authority in a way in which enables teams to reach their targets/objectives.
  • Proven experience of developing and implementing strategies and work plans which help to deliver the wider organisational objectives.
  • Ability to respond to a dynamic and changing environment.
  • Ability to guide staff development towards achieving key performance indicators and delivering development activities which assist the organisation in achieving its targets.
  • Demonstrable experience in consultative team approaches to decision making and innovation which motivates and drives teams forward.
  • Sound communication skills which deliver complex information persuasively and with clarity.
  • Proven ability and experience in analysing data which enables sound conclusions and recommendations to be drawn.
  • Experience managing child development and protection together with orphans’ sponsorship programmes in Islamic Relief for a minimum period of three years at field office level.
  • Demonstrates the flexibility and energy that is required for a high level of self-management and awareness

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:

• Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
• Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
• Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
• Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
• Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.