Programmes Officer

Job title: Programmes Officer

Date reviewed: May 2022

Purpose: To support the delivery of RedR UK’s programmes and projects

Responsible to: Senior Programmes Coordinator

Responsible for: N/A

Working with: Technical, BTG and localisation hub programme/project teams, other RedR UK Programmes staff, colleagues in other departments, consultants, Associate Trainers and other contacts and stakeholders as necessary.

Location: Home-based (at least 4 hours overlap with the UK working hours), for London or Amman based candidates Hybrid working with periods in the RedR UK Office in Amman, Jordan, or London, UK, is possible.

Post: Full-time

Period: Fixed Term until 30 April 2023

Other: As defined in our standard contract terms

RedR UK and the work we do

RedR UK is an international NGO and learning provider that develops capacity and supports aid workers, organisations, and communities to prepare for and respond effectively to crises within humanitarian, development, and peacebuilding contexts. Our work builds resilience, primarily in low and lower middle-income countries worldwide. We have 40 years’ experience responding to natural and manmade disasters.

We train thousands of aid workers each year, delivering world-class, in-person and distance learning programmes. Between 2010 and 2020, RedR UK improved the capacity of over 60,000 humanitarian workers in 35 countries. In 2020-2021, 5,413 people from 106 countries were trained through 342 learning events. 55% of people trained in 2020/2021 were women or non-binary and 65% were national staff. 96% of participants rated their training good or excellent and confirmed it had increased their skills and knowledge. RedR UK is increasingly adopting online training methods. Due to the COVID-19 pandemic, we delivered 97% of our training online, an increase of 94% from the previous year.

We are an HPass Certified Learning Provider, meaning we meet the Humanitarian Learning Standards. RedR UK is committed to the Humanitarian Charter, the Code of Conduct for the International Red Cross & Red Crescent Movement and NGOs in Disaster Relief and the Core Humanitarian Standard.

RedR UK has offices in London and Amman and maintains a large pool of highly qualified trainers and experts who go through a rigorous certification and selection process. Our work is overseen and supported by a Board of Trustees with wide experience, in the humanitarian sector and other fields. Most importantly, RedR is a Membership organisation with a global network of 1,800 Members, all of whom are experienced humanitarian professionals.

We are also part of RedR International, an international federation of organisations that share a common vision and mission. The federation’s vision is a world in which sufficient competent and committed personnel are available and responding to humanitarian needs. Members include RedR UK, RedR Australia, RedR India, RedR Malaysia, RedR USA and RedR Indonesia.

RedR UK is committed to a strong, positive culture, with benefits for staff and those with whom we work. Our culture is also important to us in terms of our ethic of humanitarian impartiality and neutrality and our compliance with the Core Humanitarian Standard (CHS) and other professional codes of conduct.

Our values are vitally important to us as individuals, teams and to RedR UK as a whole. We are committed to a continuous process of strengthening our culture, maintaining the high standards required to work together effectively, and delivering first class advice and service to those with whom we work.

About this role

The RedR UK Programmes team is responsible for delivering demand-led services globally; providing tailored capacity building and other support to organisations and their partners through individual or framework contracts; delivering RedR UK’s global Open Training Programme; planning and delivering a calendar of training events that meet the needs of individuals operating in the humanitarian sector; and providing selected services to organisations and companies operating within the humanitarian and development context.

As Programme Officer, you will work closely with Hub members to ensure events, trainings, services, projects and programmes are delivered to an exceptionally high standard, on time and budget.

Job Description

MAIN DUTIES, RESPONSIBILITIES and ACCOUNTABILITIES:

Delivery of events, courses, services, projects, and programmes

• In close coordination with the line manager with respect to allocation, workload and priorities, assist the programmes team in the preparation and delivery of the Hub’s events, courses, services, projects, and programmes.
• In cooperation with line manager and colleagues, plan and identify tasks & activities, prioritise, and allocate them as needed.
• Support the relevant project lead / focal point in activities, tasks, milestone, or deliverable tracking.
• Lead on agreed elements of events, courses, projects, or deliverables, including external and internal representations as required.
• Ensure wide communication of events, preparing marketing information and advertising where required in close cooperation with the Marketing & Comms Coordinator,
• Proof-read training material as required and ensure RedR UK brand guidelines are consistently applied.
• Organise availability of equipment, refreshments, resources, travel, accommodation, props, vehicle and venue as required. Prepare welcome packs, name badges, signature lists, certificates and other resources as required and ensure these are in place for the relevant time of the event
• Respond to trainer and participant requests as required
• If necessary, travel to events and provide direct support to trainers and participants at events.
• Build and maintain excellent relationships with Associate Trainers, stakeholders, suppliers, venue providers and client organisations.
• Prepare or contribute to the preparation of project reports or course factsheets, according to RedR UK’s brand templates

Duty of Care and Procedures

• Assist in researching the security situation, contributing information to risk assessments and travel plans.
• Ensure compliance with general duty of care and RedR UK security and other relevant procedures.

Trainer liaison and logistics

• Support the recruitment of external project staff, consultants and Associate Trainers, resource persons and actors including the production of Terms of Reference and ensuring the implementation of fair and transparent recruitment.

• Be a point of contact for external project staff, consultants, Associate Trainers and participants where required, responding to queries and providing information and support, including:

• Ensuring travel and accommodation arrangements are in place for trainers and resource people;

• Sharing electronic versions of event materials with trainers;

• Preparing visa support documents for trainers, as required;

• Supporting the organisation of Associate Trainer assessments including communication with applicants, identification of volunteer participants, and documenting processes and results.

• If necessary, travelling to and providing direct support to trainers and participants at events.

• Prepare contracts and ensure these are signed and stored appropriately.

Facilities, Procurement and Materials

• Prepare, order, and arrange shipping of learning materials for courses and other materials as required.
• Prepare and format any online materials as required.
• Procure any course materials, equipment, refreshments, resources, travel, accommodation, and venue hire where applicable.
• Oversee the maintenance of the physical training environment to ensure a high standard of participant experience.
• Co-host live online sessions, providing support to the facilitator as well as to the course participants.

Admin and Finance

• Create events, courses, services, projects, and programme on Eventbrite, Salesforce and RedR website, under the direction of the Senior Programmes Coordinator

• Be the first point of contact for participant enquiries, bookings and payments

• Process course payments, monitor and record course income and provide timely analysis of this to inform decision-making;

• Assist with audits, financial reporting and cash flow analysis.

• Programme or training related administrative tasks including but not limited to filing; travel arrangements; logistics; procurement of materials required by the project or training; preparation of draft contracts or correspondence as requested by the line manager following agreed templates; assistance in competing required forms or compliance with RedR UK or project procedures; liaison with project staff, partners and stakeholders on administrative matters; etc.

• Undertake timely and accurate processing of invoices and expenses in line with established processes and RedR UK’s Operational Manual.

• Support the relevant project lead / focal point on the monitoring of expenditure and budgets.

Reporting and MEAL

• Ensure necessary monitoring, evaluation, and learning data is gathered and compiled on a regular basis ready for internal and external reporting, including:

  • Collating and recording course statistics and evaluation data;
  • Maintaining accurate Salesforce records for all RedR projects and learning events in the region and as requested by Line Manager;
  • Assisting with the collection and recording of impact assessment data
  • Support milestone tracking and reporting,

• Assistance in drafting project or training reports.

• Contribute to monthly and quarterly reporting.

• Support the programme coordinator in the tracking and analysis of monitoring and evaluation (M&E) data).

Other

• All employees are required to adhere to RedR UKs values of collaboration, excellence, lifelong learning, integrity and single point accountability.
• Contribute to monthly, quarterly and annual reporting.
• Contribute to the strategic planning of the team.
• Contribute to the operational plan and budget each year.
• Keep up to date with relevant issues to the humanitarian sector.
• Support on the development of new project proposals where needed.
• Undertake other tasks as reasonably required by your line manager.

PERSON SPECIFICATION

Essential

• Administrative skills – Systematic and efficient administrative skills, including an ability to prioritise, manage and complete a variety of tasks against multiple deadlines with attention to detail to the highest quality and within deadlines, and track information and progress.

• Event management – Experience of supporting a learning programme, organising learning events and working with consultants.

• Understanding of the humanitarian sector – General understanding of humanitarian practices and principles, and a demonstrated commitment to our humanitarian mission and values.

• Use of technology – Experience with current software for project management, along with Microsoft Office skills; ideally knowledge of SharePoint or similar document management systems; ideally knowledge of Salesforce or similar CRM systems.

• Financial skills – Able to track income and expenditure, use Microsoft Excel, check invoices and quotes are in line with project budgets.

• Work planning – Effective workload management skills and ability to use initiative to solve problems. Ability to track the progress of deliverables and activities and flag up underperformance.

• Interest in Learning and Development – Have a demonstrable interest in Learning and Development, and training activities.

• Team player – Experience of working successfully within a team environment and of building relationships with others

• Communication – Good interpersonal communication skills and self-awareness, able to communicate clearly and effectively with colleagues, clients, participants and other stakeholders from diverse cultural backgrounds with excellent written and spoken English. Experience in drafting contracts, formal letters or other formal written communication.

• Initiative and enthusiasm – Initiative, enthusiasm and a problem-solving approach to new challenges.

• Work and travel out of hours – Willingness to work occasional evenings and weekends depending on needs, and travel within the UK if needed. Although unlikely, able and willing to travel internationally if needed, sometimes to insecure and difficult environments for periods up to 2 weeks, and to follow RedR UK security management procedures.

Desirable

• Project management – Experience in supporting the management of projects, budgeting, budget management and writing reports for clients/donor agencies, ideally in a humanitarian or development context.
• Qualification – Qualification in project management, humanitarian action, disaster management, development studies, or similar.
• Humanitarian experience – Experience of supporting humanitarian, development or charity work
• Languages – Fluency in a language other than English, ideally Spanish, Arabic or French.