Organizational Context

The Department of Programs is the central management and coordinating function for program delivery and capacity development. It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organisational strategy.

The Position

Reporting to the Field Programme Manager, the Program Associate works in close collaboration between IDLO’s Offices (Headquarters and Field Locations) and internal support functions to provide administrative and process assistance to program teams in order to support program delivery.

The position is based in Mogadishu, Somalia.

Summary of Functions:
1. Provide administrative support to the Program team and ensure process integrity;
2. Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g. HR, Office of the General Counsel, Finance, Procurement);
3. Carry out desk research on specific topics in order to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.

Key results expected

1. Provide administrative support to the program team and ensure process integrity, including:

• Support mission preparation including preparation of Travel Request, visa, etc.
• Assist in the on boarding of new Programs staff, including preparing background readings.
• Ensure internal IDLO processes are followed including preparation and follow up of Travel Requests, Payment Request, Purchase Requisitions.
• Draft meetings minutes, including of calls with external donors/partners.
• Organise and maintain master file of program-related data and materials, program record files, technical publications, contracts, etc., to be made available to management when requested.
• Support the implementation of consistent templates and tools across the various programs.
• Assist with translations related to the program (if applicable).

2. Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement) focusing on the following:

• Support in processing contracts and amendments for Contractors/Consultants. Maintain up to date files and alert the Supervisor of action needed to be taken.
• Coordinate with Human Resources to ensure that administrative aspects of new hires are processed.
• Provide support to program development including coordinating amongst program teams and support functions.
• Coordinate the transmission of draft and narrative reports between offices/units.
• Initiate the process of obtaining signatures and approvals of documents, including drafting, and circulating routing slips.
• Assist in the organisation of institutional and program events/courses/external visits/presentations and coordinate with other IDLO interested departments about these.

3. Carry out desk research on specific topics to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports, including:

• Proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.
• Provide input into IDLO publications, communications materials, web content, etc.