Regional Project Assistant - Oxfam IBIS

Job Description

What are we looking for

We are looking for an experienced bi-lingual (English and French) Regional Project Assistant to support all administrative functions of the RMU in Ghana related to the GPE/ASA mechanism. The Regional Project Assistant will support the Programme Manager in handling all administrative aspects of grant making related to project proposals approved under the GPE/ASA mechanism in the region. This includes the preparation of relevant documents, due diligence, providing feedback to applicants and to writing and preparing grant recommendations.

Based in Accra, Ghana, the candidate will require a good knowledge of administrative procedures in an International NGO environment and have experience of supporting complex programmes. The candidate must be experienced in working with partners and able to support capacity building.

Job purpose

The Regional Project Assistant will ensure that administrative procedures at regional level are carried out in accordance with internal processes and recognised organisational standards and meets GPE/ASA requirements. They will work under the guidance of the Programme Manager.

Core details

Location is Accra, Ghana. Our package is competitive and depending on experience. The contract is for three years with the possibility for extension. The position is a full time role equivalent to 37 hrs./week. The role reports to the Program Manager. The post will require a work permit for Ghana.

Job responsibilities 

• Support the development and implementation of grant making priorities and strategies related to the GPE/ASA mechanism in the region;
• As part of the RMU team, contribute to the implementation of grant making strategies and priorities to support partner organisations in the region;
• Support the Programme Manager in the review of grantees’ progress reports to ensure compliance; analyse the 6-monthly narrative reports of each grantee, and provide feedback timely;
• Support the Programme Manager in the routine monitoring and reviewing of grantee’s progress in meeting targets/ deliverables and assessment of reports in line with project milestones
• Follow up and support the improvement of grantees’ capacity as identified during organisational assessments.
• Support the Finance Manager in verifying that the approved budget for each grant complies with the GPE/ASA budget for the region.
• Maintain well-organised and updated files and records on each grantee in line with the GPE/ASA filing and archiving guidelines;
• Support the RMU team in responding to queries from prospective applicants
• Take part in the partnership support to grantees through regular monitoring and interactions;
• Periodically share project briefs and updates with the relevant GPE/ASA stakeholders;
• Support the Linking and Learning of grantees in the learning event convening.
• Participate in the periodic RMU e-meetings and learning events with the GMU team;
• Perform any other duty as may be assigned from time to time.

Other

• Eager and required to adhere to Oxfam’s principles and values (click here) as well as the promotion of gender justice and women's rights (click here). 
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

Required Skills or Experience

• Bachelor’s Degree in Management, Economics, Law, Administration, or any other related field.
• Post graduate qualification in Project Management or related field will be an advantage
• At least 3 years of relevant experience preferably in managing the administrative components of grants, grants-under-contract, subcontracts, preferably in donor-funded program.
• Experience working with Civil Society Organisations/Networks is required.
• Experience in working for international organisations, projects is required;
• An excellent command of spoken and written English and French (knowledge of Portuguese is an advantage);
• Team player with a high level of flexibility, integrity and creativity;
• Ability to manage stress effectively in a dynamic work environment;
• A result & customer-oriented approach; problem-solving and accurate.

Key attributes 

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.