The MMC Program Support Officer will support the Mixed Migration Centre – East and Southern Africa with administrative programme and grant management needs, including financial tracking, reporting and budgeting, and supply chain and procurement. This role requires excellent organizational, communication, and time management skills, along with a dedication to working within a humanitarian organization focused on the protection of refugees and migrants.
Responsibilities
Program Support and Grant Management
- Support the Regional Head of MMC and 4Mi Manager in developing proposal budgets informed by MMC’s Master Budget and ensure that the correct templates are used during proposal development.
- Review donor contracts and outline key guidelines and policies, ensuring MMC complies with them.
- Act as the primary linkage between MMC and the Grants team to ensure compliance with DRC and donor rules during project implementation and reporting.
- Ensure all projects are up to date on Dynamics and that MMC is in good standing in Dynamics.
- Review the RAP (Rolling Action Plan) to ensure the correct reporting timelines are captured and reports are submitted as per the target dates.
- Identify and follow up on MMC instalments and ensure they are recorded and uploaded on Dynamics.
Financial, Reporting Support and Budgeting
- Lead in the preparation of donor financial reports, project budgets, support the Regional Head of MMC to develop proposals and budgets, and support to final project audits.
- Review supporting documentation for accuracy and adherence to DRC, donor policies and accounting principles before submitting to the donor.
- Print, file and certify financial vouchers to accompany financial reports to donors.
- Prepare and update MMC’s Master Budget and staff salary allocation in coordination with the Regional Finance focal point.
- Identify funding gaps and inform the Regional Head of MMC and 4Mi Manager.
- Set up and participate in Budget Follow Up meetings between MMC, Grants and the Finance department.
- Review project expenses monthly/quarterly to identify any re-bookings or re-postings as per the different budgets and budget lines, and ensure that they are posted on Dynamics.
- Support the team with processing payments of vendors and consultants.
- Prepare the salary rescheduling as per the active projects and budgets.
Supply Chain and Procurement
- Lead the procurement process within the team, including raising purchase requisition requests, follow up with the Supply Chain teams on delivery of goods and services, quality control of delivered goods and services, liaison with suppliers on any matter arising, and invoicing and payment.
- Support the Supply Chain team in ensuring that MMC donors’ guidelines are adhered to.
- Support with the preparation and approval of Derogations, Note for files, Statement of Works, and Completion Certificates templates for consultancies procurements.
- Support the Regional Head of MMC in the recruitment of consultants, including but not limited to, liaising with the Supply Chain and Human Resource teams in advertising consultancies, identification of candidates, contract reviews, invoicing and payment, consultant evaluation and consultancy close-out procedures.
Qualifications and Experience
- At least 3 years’ Programme support experience, with a preference given to experience in an INGO.
- Proven experience in financial management and program development in an INGO.
- Ability to work independently and with excellent organizational, planning and time management skills.
- Demonstrated ability to manage processes and maintain accurate records.
- Demonstrated ability to coordinate tasks to meet deadlines.
- Ability to write in a clear and concise manner and to communicate effectively orally.
- High proficiency in Microsoft Word, Excel and PowerPoint.
- Good interpersonal skills; ability to work in a multi-cultural environment with respect for diversity.
- An interest in the regional mixed migration dynamic in East and Southern Africa and Yemen.
DRC Core Competencies
In this position, you are expected to demonstrate DRC’s five core competencies:
- Striving for excellence: Focus on reaching results while ensuring an efficient process.
- Collaborating: Involve relevant parties and encourage feedback.
- Taking the lead: Take ownership and initiative while aiming for innovation.
- Communicating: Listen and speak effectively and honestly.
- Demonstrating integrity: Act in line with our vision and values.
