Portfolio Support Officer (Maternity Cover)

Department: Global Impact

Reports to: Line-managed by Portfolio Lead, SFAA; task-managed for IHA team by Portfolio Development & Quality Manager (PDQM)

Location: Global – working remotely

Grade: Grade C or equivalent according to location / type of contract

Contract: Fixed term for 10 months (from December 2023-September 2024) with possibility of extension to December 2024

About HelpAge

HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

About the Job

As Portfolio Support Officer you will work across two portfolio teams in the Global Impact Department: Society For All Ages (SFAA) and Inclusive Humanitarian Action (IHA), with a 50:50 time split.

Key areas for impact/influence and responsibilities

• Provide support in partnership management, partner assessments, and contracts for grants.
• Provide support in business planning, including updating and maintaining funding and network member trackers.
• Work with Supporting Members and portfolio team members to ensure proper coordination of work and support as needed for new funding opportunities and contracts.
• Support team members with invoicing, payment processing, accounting, quality reporting, and other administrative functions (eg travel planning and bookings) to ensure successful execution of grant processes.
• Assist and support with reporting and the preparation of presentations for a variety of audiences (internal and external) including donors.
• Provide support in partnership management, partner assessments, and contracts for grants.
• Provide support in business planning, including updating and maintaining funding and network member trackers.
• Support the SFAA-based Gender Advisor on global gender advocacy strategy and gender mainstreaming efforts, including logistics and support for in-person events and virtual working group meetings.
• Support humanitarian MEAL activities, including CHS, project reviews, with Humanitarian Programme Managers
• Lead on data presentation (PowerBi) of humanitarian rapid needs assessments, when requested
• Provide support, testing, and training as needed for new contract management system roll-out.
• Provide support for internal reporting requirement, coordinating and updating team inputs, as needed.
• Maintain and update grant proposals and contracts for portfolios in contract management system.
• Provide support to grant management and disbursement of Global Emergency Fund grants
• Other occasional team coordination or administrative support tasks specific to the needs of each Portfolio team and Lead.

Skills and experience required

You will be someone with:

• Evidence of experience in all aspects of Project Cycle Management with experience in successful contract management and reporting.
• Demonstrable skills and/or experience in conducting analysis, research, report writing and dissemination of information to a broad range of audiences.
• Familiarity with gender concepts and gender mainstreaming in programmes and projects (or a willingness to learn and grow in this area)
• Strong administrative skills and an ability to use online databases.
• Proven ability to work collaboratively and dependably with colleagues and in a way that encourages experimentation, learning and agency.
• Demonstrated ability to take initiative, manage own use of time and self-motivate, especially as this role will be remote.
• Strong working knowledge of Microsoft Office suite particularly Excel.
• Fluency in English, both written and verbal. Other languages are strong assets.
• Flexibility, as we are a small team and priorities may shift and willing to work overtime as and when required when tight deadlines arise.
• Ability to work efficiently under pressure, manage multiple tasks and meet deadlines, while maintaining attention to detail.

Key Behavioural Competencies

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older people and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to demonstrate the following core competencies:

Working Collaboratively with Others: Work collaboratively, building mutual trust and respect, with external organisations and partners to achieve our strategic aims and objectives; being accountable for the work we do together.

Adaptability and Flexibility : Adapt to new directions or opportunities arising within the organisation and in our work area; being flexible in our role, constantly using the feedback to learn more and evolve further.

Supporting and Facilitating Change: Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged.

Extend HelpAge’s Reach and Impact: Extend HelpAge’s reach and impact by creating and identifying new business development opportunities and building relationships with new partners.

Diversity and Inclusion: Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalised by gender, economic status, disability and other factors of discrimination.

Leading Others (for managers): Demonstrate strong leadership to own unit/department and manage people in a well and reputable manner. Create an atmosphere of trust and an enabling environment where staff can do their best and develop their potential.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

SAFER RECRUITMENT

All employments at HelpAge International will be subject to satisfactory references and appropriate screening checks, which can include misconduct disclosure schemes and terrorism finance checks.