Position: Junior Desk Officer for Syria and Iraq
Contract Length:1 year with possibility of extension
Country Programme: Syria/Iraq
Base: Prague, Czech Republic
Line Manager: Desk Officer for Syria and Iraq
About the Syria and Iraq Country Programme of People in Need:
PIN has been providing emergency relief and early recovery support to conflict-affected communities in Iraq since 2003 and in Syria since the beginning of the humanitarian crisis in 2012. Programmes for conflict-affected communities in both countries focus mainly on Emergency Food Assistance, WASH, Protection, Shelter, Education, Early Recovery and Livelihood activities.
In Syria PINs contribution to the humanitarian response is amongst the largest, with an annual turnover of over $35 million, engaging more than 400 full-time staff members across Northern Syria and cross-border response hubs in neighbouring countries.
In Iraq, PIN is in the process of reviewing and developing new Country Programme strategy targeting several geographical areas and approaching existing and potential institutional donors to support new sectors with innovative initiatives, such as climate change and renewable energies, aimed at contributing to a more sustainable development of the community.
About the role:
Junior Desk Officer (JDO) supports the work of the Desk Officer (DO) in her/his programme related activities (per request) and provides support to the country programme. JDO keeps a track record of country projects and programmes, and helps with the submission of proposals, reports and amendments (including via electronic systems). JDO represents together with the DO People in Need (PIN) and country programme externally with Czech donors and in relevant fora. JDO tasks include capacity building of newly hired expatriate staff.
This position should prepare the JDO for future work in country programmes. Therefore, the JDO line manager and HR department should strive to build the capabilities of the JDO by progressively increasing her/his responsibilities.
Main Duties amp; Responsibilities:
Coordination
- The JDO drafts and submits proposals and reports on:
- SOS public collections
- Club of Friends
- Real Aid and Real Gift
- Pinnovation
- Czech Private Donors (upon request from Fundraising department)
- the JDO with the technical support from DO and relevant CP colleagues drafts and submits proposals and bi-annual and annual reports to Czech Donors;
- the JDO collects information on Internal Project Reports (IPRs) based on the project stage: supports grants department with completion of IPRs, HRP;
- helps with capacity building of new expatriate staff (general induction, including introduction of roles and responsibilities of RDD Departments and Syraq Desk, ELO, International Staff Manual and any other training as required);
- supports the DO in cooperation with PIN Knowledge amp; Learning (Kamp;L) department (KLD support request table, webinar/updates information sharing with the CP, etc.);
- in cooperation with DO and grants department ensures archiving of proposals, reports and communication between HQ, donors and country programmes is in place;
- ensures ELO approval of all PIN contracts with donors and makes sure the contracts are properly archived;
- keeps (updated) track records and country specific overviews on ELO;
Programme Support
- JDO becomes familiar with all the on-going grants and reporting requirements;
- JDO keeps a track record of country projects and programmes, and helps with the submission of proposals, reports and amendments (including via electronic systems);
Project Preparatory Phase
- The JDO provides support during the preparation of a concept note or project proposal process in case of Czech donors and other if relevant/requested by the CP/DO;
- Coordinates with compliance department and checks the condition and eligibility of the proposals;
- starts a concept note/project proposal approval (project folders created and maintained) and oversees the donor contract approval processes and workflow;
- prepares administrative documentation and / or other relevant admin / programme annexes for project proposals/modifications;
- helps with proofreading and translations of project proposals and budgets for Czech donors, and makes sure that all proposals and budgets are properly approved by the RDD management and formally correct.
Post-Project Phase
- Checks that project documentation is properly archived and projects are properly closed including project memory or archiving check (shared task with DO);
- drafts or edits and proofreads (a