Job Title: Programme Assistant/Grants
Location: Lusaka
Reports to: Grants Manager
Staff reporting: None
Purpose of job
Under the supervision of the Manager, the Programme Assistant will be the first contact or entry and exit point for potential and existing Grant Partners on all issues related to grants partnership management. The incumbent will also be responsible for providing initial programmatic and technical information and support to Grant Partners.
Main duties
1. Programme support
a) Supports the Team by administering data collection instruments, in liaison with the relevant functional leader and conducting additional enquiries, or interviews if need be, for the purpose of data/information collection and verification as required
b) Conducts primary assessments of applications from potential Grant Partners, categorizes them following ZGF assessment standards and prepares preliminary dossiers of each of the applicants for use by internal assessment teams.
c) Receives, and performs preliminary reviews of, activity reports from Grant Partners to ensure that such reports are complete and present summaries for the team
d) Provides information and feedback to Grant Partners and responds appropriately to queries related to grants or capacity development contracts
e) Participates in Team meetings taking minutes during such activities and produces and circulates minutes as appropriate and required
f) Maintains information databases responding to the various needs of the Team and provides such information to programme staff as requested
g) Develops and maintains a database of ZGF Grant Partners and prospective partners in liaison with programme staff; compiles relevant data and information (about potential and existing Grant Partners) in the required format within agreed timeframes and presents it to the Team for further action
h) Communicates with Grant Partners to ensure that they are informed about planned activities, their required participation or inputs on a timely basis
2. Administrative support
a) Provides administrative support for the annual training and development plan, liaises with training providers and ensures that venues are secured and invitations are sent in good time and, where necessary, resolves any logistical or administrative problems that may arise during the training or event
b) Maintains the programme filing system, ensuring that files are properly filed, retrieving files for staff as requested and effectively keeping track of files to avoid loss of information
c) Works closely with the Administrative Officer to ensure timely provision of logistical support including securing of meetings and training venues and follow-ups
3. General duties
a) Provides accurate information required for performance management purposes and attends performance management discussions and organisational growth as required by the Human Resource Management systems
b) Keeps abreast of developments, including participation in “community of practice” activities in the area of specialisation in order to continue to provide services to the highest ethical and professional standards.
c) Performs any other related duties that the Manager may require from time to time
Education and training: Bachelor’s degree in business administration, accountancy or part II ACCA/CIMA/ZICA, project management or equivalent and one year of relevant experience
Decision-making: Simple decisions within well established guidelines with no discretion to diverge. The decisions are guided by already set criterion
Work complexity:
- Data collection, filing, reporting, communications and dealing (solving) Grant Partner issues related to grant contracts
- Undertakes initial analysis of Grant Partner reports and applications
Responsibility for resources
- Managing Staff: None
- Managing financial and other material resources: Responsible for programme files and information database.
Representation
- Internal contacts: Internal meetings and assists with the organisation of meetings.
- External contacts: Sends communications to existing and prospective partners during data collection; constantly in contact with potential and existing Grant Partners.
Physical environment: Office environment, occasional exposure to travel hazards, and constant use of computer
Deadline: 30th June 2016
