PROGRAMME SUPPORT EXECUTIVE - PEACE PLUS CHANGE MAKER FUNDS CI/PSECMFNI/1124

Main Duties and Responsibilities

Reception Duties:

• Serve as the first point of contact at CI reception, welcoming visitors and redirecting enquiries to the appropriate staff members.
• Provide logistical support for internal and external meetings, workshops, and events, including managing room bookings, equipment setup, and catering arrangements.
• Handle incoming phone calls, emails, and other communications in a professional and timely manner.

Administrative Support:

• Support the development and implementation of systems for daily business operations and programme delivery in collaboration with the Programme Manager and team
• Provide administrative support to programme staff and partners, including managing office operations, maintaining record management systems, and organising meetings and events.
• Assist with minute-taking during meetings and ensure the timely distribution of meeting notes and action points.

Helpline and Ticketing system:

• Respond to general enquiries about Peace Plus Investment Areas 1.2 and 6.2.
• Maintain a ticketing system to log, track, and allocate support requests to the PeacePlus Change Maker Funds delivery team

Financial Management:

• Manage the financial aspects of the Peace Plus Change Maker Funds contract including budgeting, forecasting, expenditure tracking and preparation of invoices to SEUPB.

Financial Reporting:

• Prepare accurate and timely financial reports for internal and external stakeholders, including programme management, and other partners. Ensure transparency and accountability in financial reporting processes.

Procurement and Contract Management:

• Co-ordinate procurement processes for goods and services required for programme implementation. Manage contracts with vendors, consultants, and service providers, ensuring adherence to procurement regulations and contractual obligations.

Compliance and Risk Management:

• Ensure compliance with all relevant regulations, policies, and procedures related to financial management and procurement.
• Participate in the identification, mitigation and monitoring of financial, operational and safeguarding risks.

Capacity Building:

• Provide training and support to programme staff and partners on financial management procedures, compliance requirements, and best practices in administration.

Audit Preparation and Support:

• Prepare documentation and assist with audits conducted by internal or external auditors. Ensure that all financial records and transactions are accurately documented and readily available for audit purposes.

Communication and Liaison:

• Serve as a point of contact for financial and administrative matters related to the Peace Plus Change Maker Funds Contract.
• Liaise with external stakeholders, including contracting agencies, government authorities, and implementing partners as necessary.

Continuous Improvement:

• Continuously review and improve financial and administrative processes to enhance efficiency, effectiveness, and compliance with programme objectives and regulations.