Analyze your CV for Program Support Officer at Danish Refugee Council(DRC)

Job title: Program Support OfficerEmployment Category: HReporting to: Support service ManagerDirect reports: N/A     Unit/Department: Support servicesLocation: Dar es Salaam
The overall purpose of the role: 
The Program Support Officer (PSO) will report directly to the Head of Support Services for DRC Tanzania-Burundi. She/he will be responsible for providing program, logistical, HR and administrative support to the Country Director and Senior Management Team (SMT) in Tanzania and Burundi. The PSO will also provide support in organizing quarterly meetings and annual reviews, recording action points as well as representing DRC at meetings, when necessary.  
 
Main responsibilities: 

Co-ordinate support activities between Tanzania and Burundi offices on visits, trainings, workshops or events in Dar es Salaam, or any other official DRC business
Support Tanzania and Burundi senior management team in coordinating activities and other day to day support at Dar es Salaam level and maintain records and track the status of the senior management action items
Maintain and develop an effective filing system to keep records of key correspondences, organization/project reports, financial information, field level agreements and other relevant documents
To prepare and participate, where required, in meetings and workshops organized at the Country level, including agendas and minute taking
To coordinate feedback and follow up on actions on behalf of senior management, with those assigned responsibility to ensure that the tasks agreed are achieved according to the agreed deadline
Support the Country Director in the implementation of the DRC Dynamics

General administrative responsibilities

Manage Tanzania assets and equipment items in Dar es Salaam office and issue/receive to/from staff, as and when needed
Facilitate the induction and onboarding of new staff joining and provide necessary guidance & support including ensuring proper correspondence with newly arriving visitors to Tanzania; share pre-arrival briefing, information about visa, security and other regulations.
Receive invoices and assist in the preparation of payments for suppliers, service providers, consultants and expense claim forms
Support the CD in consolidating and collating required country operation information or documentation. Assist in organization of materials and information for development of projects and other important issues including collecting and compiling weekly update reports from senior staff
Liaise with and maintain smooth working relations with staff at CO support services and other departments
Manage day to day administrative and support issues and serve as the focal point for all support issues
Receive and handle mail and deliveries at the office

General finance responsibilities

Monthly petty cash handling
Prepare petty cash replenishment documents for approval
Support in the small procurement of office Consumables and DSM office in general
Filling all paid/Finance documents in the safe custody 

Government liaison responsibilities:

Build and maintain strong relations with various colleagues in relevant ministries, especially with the Ministry of Home Affairs, Refugee Services Department
Request for camp permits for DRC staff and visitors
Liaise with relevant authorities to obtain residency and work permits for expatriate staff
Submit Annual report to the INGO Registrar in Dodoma
Support senior staff with correspondence with governmental institutions

 
Experience and technical competencies:

Experience in office management in a similar capacity in an INGO/UN agency or in another private/public sector
Ability to work independently and with excellent organizational, planning and time management skills. 
High level of integrity and able to maintain strictest level of confidentiality. 
Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Good command of computer programs and applications  
Ability and willingness to travel to field sites as needed.

Education: 

Bachelor’s degree in any of the business-related disciplinesPostgraduate degree is desired.     

Languages: (indicate fluency level)

Excellent written and spoken English is essential    

Key stakeholders:

DRC Country Director
DRC Senior Management Team members
DRC staff members in CO
Partners and donors
Other government offices

Core competencies    Basic    Advanced    ExpertStriving for excellence    ☐            ☐                ☒
Collaborating                  ☐            ☒                ☐
Taking the lead               ☐            ☒                ☐
Communicating              ☐            ☒                ☐
Demonstrating integrity  ☐            ☐                ☒

Basic: I master the essentials, but may at times need help from others
Advanced: I can work independently at full professional level.
Expert: I am the go-to person when others need help. 


DRC as an employerBy working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

Professionalism, impact & expertise
Humanitarian approach & the work we do
Purpose, meaningfulness & own contribution
Culture, values & strong leadership
Fair compensation & continuous development