Program Support Officer, BUILDING BRICKS

Location: Kingston, Jamaica

Reports to: Project Coordinator

Position Type: Full-time, Fixed-Term

Classification: National employee

Language requirements: English

Eligibility: Must be legally able to work in Jamaica

ABOUT CUSO INTERNATIONAL:

Cuso International is an international cooperation and development organization that works to create economic and social opportunities for marginalized groups. Together with our partners, we are focused on efforts to advance gender equality and social inclusion, improve economic resilience, and deliver progress on climate action. We believe that by sharing skills, we can build better futures. Cuso presently supports programs implemented in Africa, Canada, Latin America and the Caribbean (LAC). Find out more at www.cusointernational.org

WHO WE ARE LOOKING FOR:

Funded by Global Affairs Canada (GAC), Cuso in collaboration with the Caribbean Vulnerable Communities Coalition (CVC) and Eastern Caribbean Alliance for Diversity and Equality (ECADE), will implement the Building Balanced, Rights-Centered, Inclusive, Cohesive and Knowledgeable Societies (BUILDING BRICKS) Initiative from 2024 to 2028 in eight Official Development Assistance-eligible countries in the Caribbean Community: Belize, Dominica, Grenada, Guyana, Jamaica, St. Lucia, St. Vincent and the Grenadines and Suriname.

Cuso International, CVC and ECADE will draw on experiences, lessons learned and good practices working with local/regional Lesbian, Gay, Bisexual, Transgender, Queer or Questioning, Two-Spirit, Intersex and Asexual (LGBTQ2IA+) organizations/networks in the eight countries, promoting the human rights of LGBTQ2IA+ people in all their diversity, with the ultimate aim of increased enjoyment of their rights and advancement of gender equality in the Caribbean This position will harness expertise in project administration, logistics and finances. Reporting directly to the Project Coordinator (PC) and working closely with the Finance Officer (FO), the PSO will provide administrative, logistical and finance support to the BUILDING BRICKS project and volunteers. The PSO will work closely with the Senior Manager and the wider Caribbean Team and departments at Cuso International’s Canada Office (CCO).

The PSO will contribute to the strategic development of the volunteer support functions, leading its implementation and ensuring standards, policies, procedures and practices are consistent with Cuso International volunteer support standards. The PSO will provide proactive and extended support to partners and volunteers across the Caribbean region and act as key contact for all administrative and logistical queries for all countries. The PSO will be responsible for supporting on all administrative and finance activities of the Cuso Jamaica office and providing remote support to the Caribbean Team.

KEY RESPONSIBILITES:

Project Implementation Support

• Coordinate closely with the PC to implement annual work plans, budgets and all associated activities for BUILDING BRICKS.
• Support PC with the development of mid-year and annual reports for GAC, including collecting extensive data/information from local partners using data management platforms; producing analytical data for inclusion in reports, conducting partnership review activities; coordinating closely with CVC and ECADE.
• Support PC with the coordination of In-country Program Support Officers (ICPSOs) for the implementation of activities according to annual work plans across the eight (8) countries.

Volunteer Support

• Lead effective implementation of volunteer support functions ensuring standards, policies, procedures, practices are consistent with Cuso International volunteer support standards.

• Coordinate with PC for development of volunteer placements in a timely fashion and in compliance with Cuso International security policies and procedures.

• Coordinate with Volunteer Mobilization Advisors (VMA) at CCO to ensure volunteer pre-arrival administrative requirements are implemented.

• Arrange safe accommodation and transportation for volunteers and Cuso International employees visiting from CCO on official business in compliance with Cuso’s with safety and security guidelines.

• Support PC with induction activities for integration of volunteers into partner organizations and ensure smooth integration process.

• Support PC to take appropriate action to always ensure volunteers’ safety and security while in-country, especially in times of civil, military or natural disasters.

• Coordinate with PC on delivery of in-country volunteer orientation, training and other activities.

• In coordination with PM, resolve all volunteer requests related to administrative and financial matters in an efficient manner.

• Operate as a key contact for volunteers and partners for all administrative and logistical queries and issues.

• Ensure all volunteers are covered by appropriate insurance policies, according to Cuso International guidelines and follow up of health-related payments for volunteers.

• Inform volunteers of relevant changes in Cuso International policies, procedures and systems.

• Communicate volunteer feedback to PM and VMA, as appropriate.

• Support PC on gathering information for preparation of Cuso International and donor reporting and ensure timely completion of all volunteer and partner monitoring and reporting forms.

• Support PC with monitoring and evaluation processes with partner organizations for quarterly and annual reporting (for example, capacity assessments and annual partner reviews).

• Liaise with FO to ensure timely payment of volunteer allowances, stipends, housing, etc.

• Ensure accessibility and maintenance of all volunteer files (hard copies and/or E files) in CusoBase and on shared drives, including partnership agreements, partnerships reviews, placement descriptions and relevant items and/or correspondence to and from volunteers during their service.

• Ensure regular updating of emergency information and medical information for volunteers.

• Ensure all in-country administrative requirements for volunteer arrival, orientation and departure are implemented.

Financial Support

• Coordinate with FO to maintain accurate inventory of all fixed assets for Cuso in the Caribbean.

• Coordinate with FO to maintain an orderly, accessible and confidential filing system (print and digital) of finance and general office documents.

• Support the PC and FO with the development of the annual budget of the Jamaica program and performance-to-budget reports, as requested.

• Support FO to obtain quotations for budget purposes and providers, as requested.

• Support PC in implementation of activities in accordance with annual budget, in compliance with Cuso International finance policies, procedures and systems.

• Coordinate with FO on opening bank accounts for volunteers.

• Support PC and FO on activities related to internal and external financial audits, such as gathering documentation.

Other Duties

• Provide logistical support in the organization of meetings, events, etc.

• Coordinate travel logistics for local program staff, including accommodation, plane tickets, etc.

• Provide support on development of risk assessments and Country Security Plans, liaising with CCO and external agencies as required.

• Ensure all security briefing documentation is regularly updated and stored on necessary virtual platforms or databases.

• Support PC and FO during emergency situations (e.g., medical or emergency evacuation), as required.

• Participate in safety and security briefing sessions to staff, partners and volunteers.

• In coordination with FO, ensure regular office functions are performed effectively and efficiently (e.g. banking, post office, stationery/supplies, cleaning services and general logistics and maintenance).

• In coordination with PC, provide remote administrative support to In-Country Project Support Officers in Caribbean islands to implement project activities.

• Undertake specific additional program support responsibilities from time to time, as may be agreed upon with the Line Manager.

POSITION QUALIFICATIONS:

• Diploma/degree in project management and administration or acceptable combination of education, training and/or experience related to job requirements.
• Minimum of two (2) years of work experience in project administration and volunteer/staff management and/or support
• Proficiency with Microsoft Office Suite (Word, Excel, Windows, Power Point, Outlook) databases and internet
• Experience working with LGBTQ2IA+ people and LGBTQ2IA+ serving organizations/projects in the region is an asset
• Excellent standard of English (written and spoken) and well-developed communication skills (written and spoken)
• Excellent interpersonal skills and ability to work in multi-cultural work environments
• Strong diplomacy skills working with a variety of actors, including civil society and governments
• Highly organized with great attention to details and good team coordination skills
• Creative approach to problem-solving
• Flexibility to adapt to new situations, with a positive and professional attitude to working within the Cuso International’s standards
• Excellent time management, planning and priority-setting skills and attention to detail
• Willingness to travel and work irregular hours from time to time, as necessary to carry out the responsibilities of this position

HOW TO APPLY!

Cuso International is committed to creating and fostering an inclusive culture. We strive to actively celebrate diversity, advance our equitable practices, and drive greater inclusion. We offer a comprehensive employee benefits package and insurance, generous days of paid time off, including vacation, personal days, and sick days, and more.

Please click the "Apply for This Job" button to submit your application by March 8, 2024, at 11:59PM (EST). Expressions of interest should be sent in English. Your résumé and one-page cover letter should demonstrate how you meet all the essential and any desirable qualifications. Please note that a confirmation email will be generated once you submit your application, but it may be directed to your spam or junk folders of your email inbox.

Cuso International is an equal opportunity employer and encourage applications from all qualified applicants. Accommodations will be provided at any stages of the hiring process upon request. Thank you for your interest in Cuso International.