Project Support Officer

We are looking for an energetic and motivated Project Support Officer to join our dynamic team working in the Caucasus programme. The purpose of this job is to provide grants management, events management and project implementation, monitoring and evaluation support to specific projects within the programme. While this post will be shared across the Caucasus programme, particular support will be given to our work addressing the Nagorny Karabakh conflict.

You will have solid experience in supporting project implementation, with the ability to nurture relationships with a wide range of interlocutors. You will have succinct and stylish writing skills and a good understanding of complex budgets. Excellent English and working Russian language level are essential for this role.

Role duties and responsibilities:

1. Grants management

• Draw up agreements (Contracts/Terms of Reference) with partners under supervision of Senior Projects Officer, based on project budgets and action plans, ensuring compliance with internal Alert financial systems and donor accountability requirements.
• Solicit & process financial reports from partners in the region, monitor expenditure of funds and ensure that expenditure is incurred in a timely manner and in accordance with the deliverables explained in the project proposal and contracts.
• Lead on monthly internal financial reporting to the Senior Projects Officer, adjusting forecasts against expenditure, ensure a budget balance and raise any critical issues arising from the monthly reports.
• Administer timely donor financial reports in accordance with donor requirements and in collaboration with senior staff.
• Act as a point of contact in the auditing of grants.
• Design narrative reporting templates for partners in line with agreements with partners, and with Alert’s reporting requirements to the donor.
• Solicit & process narrative reports from partners, pursuing clarifications where necessary. Note: some narrative reports are received from partners in Russian.
• Draft donor narrative reports and updates according to their requirements, with input from senior staff.
• Draft internal monthly reports.

2. Project implementation

• Assist with the budgeting and organising logistics for events (both in the Caucasus and internationally, including the UK), ensuring smooth ‘behind-the scenes’ running of events contributing towards a positive working atmosphere. This includes purchasing of tickets, booking of accommodation, meals, transport, allocation of per diems for staff and participants, and organisation of cultural programmes accompanying project events, in accordance with the organisational procurements policies and procedures.
• Participate in the development and implementation of particular activities and strategies, identified together with the project leaders. In time, the post may take on specific responsibility for certain aspects of projects.
• Provide general administrative support to senior project staff and consultants as and when required.
• Supervise volunteers and interns when requested.

3. Monitoring &Evaluation and Programme Design

Support the Senior Projects Officer and the Senior Programme Support Officer to:

• Conduct necessary ongoing monitoring and evaluation of projects, particularly in the Nagorny Karabakh strand, including carrying out design and implementation of monitoring and evaluation systems for new activities
• Compiling and analysing monitoring data from partner activities and preparing and sharing internal monitoring reports demonstrating impact
• Contribute to team-wide coordination and information-sharing on experience of monitoring and evaluation and learning systems
• Contribute to the preparation of fundraising proposals, including the development of draft proposal budgets
• Contribute to the conceptualisation of new ideas – through team meetings, discussions with partners and project staff and participation in strategic planning exercises.

4. Communications

• Support project staff to regularly monitor and update Alert’s website with latest project developments
• Lead on publication processes in accordance with organisational requirements and timelines
• Editing/proof reading of English and/or Russian texts for publication where required
• Provide written translation support (of project documents, summaries, letters, etc.) where required (Russian – English or English – Russian). Note: this does not include translation of large documents for publication where professional translation is required.
• Maintain contact networks and databases – this may include undertaking sensitive and discrete communication with contacts and partners when required
• When requested by senior staff, communicate in a sensitive, politically correct and diplomatic manner with partners and external stakeholders on events’ related issues.

5. Partner Relations

• Develop effective relationships with local partners, establishing a positive and mutually supportive professional working relationship;
• Maintain frequent contact with partners, especially concerning logistics and reporting requirements, as well as to answer queries and provide mutual updates.

6. Knowledge management

Developing and sustaining knowledge management systems by:

• Maintaining multiple project and programme calendars, in particular ensuring coordination of different programmes and project events
• Maintaining grant management files, ensuring all relevant project and financial documentation is kept according to the highest standards and requirements of donors
• Assisting in keeping the Caucasus intranet file-sharing system up to date and user-friendly.

​​​​​​​7. Team working and organisational development

• Foster positive atmosphere conducive to team-working and information exchange and mutual support within the Caucasus team, in particular within the programme support peer group. This is in particular in relation to supporting synergies and coordination between different and numerous initiatives and activities within different projects. Also, ensuring ability to provide minimal cover for each other during absences.
• Promote knowledge of the work of the Caucasus programme within the organisation and to encourage sharing across different programmes where there might be opportunities for the exchange of information and learning across the organisation.
• Contribute to organisational development processes and participate in working groups as appropriate.

8. Contribute to Alert generally

• Contribute to team-wide communications and knowledge management, and participate in organisation-wide events and discussions on related topics/projects
• Any other tasks as may be reasonably required

Please note that these are just some of the role requirements. Please click here to view the full job description.