Support Officer

Purpose of the job The Programme Development Support Officer (“Support Officer”) is responsible for organisational and administrative support to the Programme Development Manager (PDM) and provides support in the preparation and execution of a range of activities, logistics and data management related directly to the department.   Position in the organisation The Support Officer is part of the Programme Development Department (PDD) and reports to the Programme Development Manager. The Support Officer collaborates closely with the PDAs in agreement with the PDM.   Result areas   1.    Management & Department support Plans and registers appointments for the PDM, performs calendar management including the department’s training calendar, calls attention to appointments, sets priorities and arranges schedule changes when needed. Collects and prepares necessary information for meetings. Supports the planning and preparation of training’s provided by the PDD Performs a range of administrative and supporting activities (e.g. agenda, mailbox, planning PDM, etc.) Performs minor financial coordination and administrative tasks related to the department’s resources such as printing, translations, invoices, training materials, etc. in close collaboration with the finance department Handles internal and external requests for information and refers informants to the relevant team members. Acts as point of contact on specific themes and topics. Supports internal communication of the PD Department in close cooperation with the PD team. Maintains the online-platform of the PD Department Supports PDD resources management Provides other types of support upon request by the PDM, which might include visits to the field and external organisations in support of the PDD when needed.   Results: The PDD in properly supported, and the support is of high quality and contributes to a timely and complete realisation of the objectives of the PDD. Relevant information is shared timely and correctly   2.    Correspondence, minutes, memos, and notes Takes accurate minutes of PDD meetings, makes reports, memos or summaries and takes necessary actions to ensure follow-up of decisions and agreements. Handles telephone calls and deals with them independently if possible and when needed. Handles incoming letters and emails and prepares outgoing letters and emails upon request. Deals with correspondence, ensures adequate response and/or follow up. Assists the PDM and other team members in the drafting of documents such as memos, reports and discussion papers. Checks documents on branding, language and spelling, when requested. Archives relevant correspondence structurally for easy retrieval.   Results: Correspondence, minutes, documents, reports and memos are drafted and are processed correctly and archived structurally.   3.    Meetings, conferences, trainings, other events   Plans and organises team meetings, supports the planning of external meetings, prepares and overlooks the agenda, makes minutes of agreements and action points and reminds others of agreements or actions. Supports in the organization of internal and external meetings, events, conferences, including logistics; Ensures facilities and logistics of meetings and travel of PDD team, if relevant. Handles problems and issues arising in relation to meetings, events, trainings and travel, if relevant.  Supports the planning, logistics, and preparations of all PDD trainings and materials and manages the training calendar.   Results: Meetings and trainings are well organised, relevant information is available in time for relevant participants and materials are prepared and shared on time.   Knowledge and skills BA diploma or intellectual and professional level at least equivalent to a bachelor diploma Office management (knowledge and skills) Advanced computer skills in all Office applications Knowledge of internal processes and administrative organization Excellent oral and written communication skills in English and Arabic Ability to build, sustain and foster relationships Problem solving skills, hands-on mentality, takes initiatives Affinity with financial administration and compliance with procedures Affinity with the (i)NGO sector   Competences Written Communication Planning & Organizing Accuracy/Carefulness Flexibility