Programmes Support Officer

Islamic Relief

Islamic Relief South Africa (IRSA) is an independently registered NGO affiliated to Islamic Relief Worldwide (IRW), the world’s largest, independent Muslim humanitarian Relief Worldwide (IRW), the world’s largest, independent Muslim humanitarian organisation. 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 Department

Programme Support Officer’s responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing 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 Coordinators’ files in soft and hard copy in line with Programmes and projects standard.
• Provide assistance to Programme Coordinators 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 programme portfolio are handled in accordance with IRSA established policies and procedures.

Programmes 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 to prepare and deliver 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 Programme team in preparing information for briefing requests.
• Lead on annual archiving of hard copy files.
• Maintain and continuously improve Programmes administrative systems, including forward/project plans, and maintain electronic filing systems on IRSA server.
• Organize and support meetings,events and functions to support delivery of Programmes priorities, and take detailed minutes.
• Conduct an activity file audit of programmes portfolio to ensure documentation is in line with Creative policies and procedures.
• Liaise with Programmes Coordinators, and support departments to handle requests and queries from Head of Department.

GAP (Grant Application Process)

• Supporting GAP lead in writing periodic reports to comply with GAP requirements.
• Provide comprehensive support about GAP to the Programme Teams including administration of requirements.
• Ensure that administrative requirements for GAP are handled in accordance with IRSA established Terms of Reference, policies and procedures.

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.

Educational Qualification:

A Senior Certificate or equivalent qualification.

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.