Programme Liaison Officer at WaterAid Rwanda | Kigali :Deadline: 25-10-2023

Job Description for Programme Liaison Officer

INTRODUCTION

WaterAid’s Vision is of a world where everyone has access to safe water and sanitation. Our mission is to transform lives by improving access to safe water, hygiene and sanitation in the world’s poorest communities, WaterAid works with partners to maximize its impacts for policy change/influence.

WaterAid Rwanda (WARw) works through supporting local organizations and government to plan and implement inclusive and sustainable services of water, sanitation and hygiene (WASH). WARw also seeks to influence the policy change through government and other key WASH stakeholders to secure and protect the right of poor people to safe, affordable water and sanitation services. Occupying the position of Programme Liaison in WaterAid Officer is an exciting opportunity to work with WaterAid and contribute to the achievement of the national and global goals towards realizing the WASH access for everyone everywhere.

WaterAid is fully committed to protecting those   with   whom   it   comes   into contact. WaterAid is committed to ensuring that wherever we work in the world there is no tolerance for the abuse of power, privilege or trust. WaterAid reinforces a culture of zero tolerance towards any form of inappropriate behavior, abuse, harassment, or exploitation of any kind. The safeguarding of our beneficiaries, staff, volunteers and anyone working on our behalf, is our top priority, and we take our responsibilities extremely seriously. All staff and volunteers are required to share in this commitment through our Global Code of Conduct. We will conduct the most appropriate pre- employment references and checks to ensure high standards are maintained.

For more information about safeguarding at WaterAid, please visit our safeguarding webpage at: https://www.wateraid.org/uk/safeguarding-at-wateraid

A.    About the Job

B.    Job Purpose

C.    Main Responsibilities and Duties Executive Coordination

• Ensure that all delegated tasks and correspondences from the Country Director are addressed promptly and effectively, and that the Country Director is kept updated on all relevant information
• Maintain the Country Director’s diary and itinerary to facilitate his/her work plan.
• Coordinate meetings for the Country Director and SMT orderly.
• Take minutes for SMT and other meetings involving the CD as instructed and track action points.
• Ensure relevant reports, agenda and other information is provided and communicated to leaders at various levels of the Country Program.
• Develop the Country Director’s annual budget, monitor its spending and prepare utilization reports.
• Coordinate external events or conferences that are linked to the Country Director.
• Coordinate preparation of documents to the Country Director that require approval/signing off.
• Maintain files related to the CD, SMT and other governance issues including incoming and outgoing letters.
• Ensure strict confidentiality and prudence of communications and CD and SMT decisions
• Support responses in writing to correspondences relating to policy and sensitive matters of the CD office.
• Provide high-level logistical and administrative support to the Country Director and SMT (as required).
• Process invoices, cash advance requests, and expense reports for the office of the CD.
• Coordinate executive travel and arrange logistics to CD and SMT for a wide range of events, including Regional and International meetings and SMT
• Prepare documents for executive presentations for internal and external meetings and submit accurate, timely and relevant reports
• Maintain Country Director’s Office and SMT files and document electronically and hard copies as appropriate.
• Ensure staff, partners and visitors are received warmly by the Country Director’s Office.
• Ensure meeting rooms are properly set up in coordination with ICT unit [e.g. telecom and projectors, slides, presentations] for meetings involving CD and SMT
• Ensure the CP’s statutory compliance requirements (plans, reports, audits, registrations) are up-to-date and the CD is informed of these for timely action.
  
  
  

Program Management / Coordination:

• Create business process and accompanying documentation plans to ensure all critical Country Director’s Office records, including SMT meetings, audits, financial reports, risk registers, and country registrations are current and active.
• Develop scopes of work and/or technical specifications and solicitation documents for Country Director’s Office projects.
• Document and follow up on important actions and decisions from project meetings.
• Create and manage the Country Director’s Office Master Calendar: annual planning and client surveys.
• Plan and coordinate full range of logistics for meetings & develop detailed budgets for CD and SMT related activities.
• Ensure integration of WARw approaches of system strengthening, advocacy and influencing, evidence, learning and innovation, partnerships and alliances, gender equality modeling sustainable, climate resilience and gender responsive WASH; strategies on sustainable WASH services and behaviour change in progamme, stakeholder engagement documentation.
  
  
  

Risk Management

• Coordinate Country Programme risk assessments and develop risk registers.
• Track and report on implementation of risk mitigation plans.
• Follow-up on audit concerns and recommendations are reviewed by CD and SMT

Maintain interactions with internal and external stakeholders

• Be first point of contact of the Country Director in her/is absence, assessing priorities and redirecting message as necessary to relevant leaders and staff.
• Manage correspondence between donors, partners, other stakeholders, and the Country Director ensuring that good public relations are maintained.
• Promote cooperate image by professionally representing the Country Director internally and externally and consistently exhibiting the attributes of WaterAid as an organisation.
• Representing the CD in fora and meetings with affiliates for which the Country Director is a member when delegated to do so as necessary.
• Develop and maintain a database of key contacts that are relevant to the Country Director.
  
  
  

Safeguarding & Safety & Security

• Creating and maintaining an environment which upholds WaterAid’s Global Code of Conduct and associated safeguarding and child protection policies.
• Creating and maintaining an environment which consistently upholds WaterAid’s Health, Safety & Security Policy.
• Ensures that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team
• Ensures that comprehensive health, safety and security measures (e.g. risk management plans, local security protocols) have been put in place when designing programmes / project and are consistently upheld during their implementation.
• Ensures that any partner agencies that WaterAid works with are adopting the same health, safety and security standards (as defined in any applicable WaterAid health, safety and security policies), and arrange for capacity building support where gaps or weaknesses are identified.
• Understands and puts into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).
• Adheres to any local security protocols that have been put in place when working in the office, travelling to the field or undertaking project / programme activities.
• Immediately reports any health, safety and security incidents or near-misses that occur on WaterAid duty to their line manager, Security Focal Point or CD.
• Behaves and acts in a manner that does not put colleagues or anyone that interacts with WaterAid in immediate danger or harm’s way.
  
  
  

Other Duties

Perform any other responsibilities, tasks or activities as reasonably required by the line manager as the range of duties are not intended to be a complete description of all.

Key Competences, skills, experience, and knowledge

 A. Signatures

How to Apply

Interested candidates should apply through the application form attached below no later than 25th October 2023.