INGO Group Programme Support Officer

Overview

Oversee all aspects of administrative support at the INGO Group Secretariat office, ensuring efficient operations and procedures, and bridging programmatic support and communications functions.

Key Responsibilities

• Ensure office infrastructures are appropriate, safe and functioning.
• Oversee office maintenance and cleanliness.
• Ensure safety and security issues for the office.
• Coordinate with DRC administration on office space and communication materials.
• Coordinate handover of leased properties and ensure security deposits are refunded.
• Ensure repairs and maintenance of facilities in compliance with DRC standards.
• Manage the administration team.
• Ensure all INGO GROUP payments are done on timely basis.
• Organize meetings for INGO GROUP Country Directors and Steering Committee.
• Keep and update the INGO GROUP Team calendar, vehicle utilization log and Steering Committee calendar.
• Draft minutes of meetings.
• Support INGO GROUP working groups.
• Act as the focal point for logistics, supply chain and procurement matters.
• Prepare payment requests, expense reports and procurement requests.
• Organize logistical aspects of meetings, workshops, trainings and events.
• Liaise with DRC Supply Chain and fleet manager on vehicle use.
• Update INGO GROUP members and external stakeholders’ databases.
• Liaise with DRC IT department on mailing lists and groups.
• Manage creation of, admissions to and good functioning of INGO Groups.
• Lead internal and external communications.
• Support coordination of working groups thematic discussions and events.
• Manage visibility.
• Assist in reporting and donor engagement.
• Provide basic programmatic support to thematic initiatives.

Required Experience

• At least 3 years' experience in administration and programme support in an international NGO in a similar role at mid-management level.
• Knowledge of travel and immigration procedures.
• Experience in basic database management and event organization.

Qualifications

• University degree or equivalent professional qualification

Other Details