Program Support Officer

Location: Kingston, Jamaica

Reports to: Program Manager

Status: Permanent, full-time

Language requirements: English

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 International presently supports programs implemented in Africa, Canada, Latin America and the Caribbean (LAC).

Find out more at www.cusointernational.org.

ABOUT THE ROLE

After 60 years, Cuso International has embarked on a process of renewal. In an era of rapidly changing contexts for international cooperation, Cuso International is looking for an experienced PSO that has ambition for contributing to advance human rights, reduce inequality and create both economic and social opportunities for marginalized groups. The PSO will be part of Cuso International's Caribbean Team, comprised of program specialists and will be responsible for supporting administrative and finance activities to ensure successful implementation of programming in the Caribbean. This position will harness expertise in project administration, logistics and finances. The PSO will report to the Program Manager and will work closely with the Caribbean Team and departments at Cuso International’s Canada Office (CCO).

Reporting directly to the Program Manager (PM) and working closely with the Finance Officer (FO), the PSO will provide administrative, logistical and finance support to the program and volunteers. 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 in Jamaica and the wider Caribbean region and act as key contact for all administrative and logistical queries. The PSO will be responsible for supporting on all administrative and finance activities of Cuso International Jamaica office and providing remote support to the Caribbean Team.

KEY RESPONSIBILITIES

Volunteer Support

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

• Coordinate with PM 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 International’s with safety and security guidelines.

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

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

Other

• Provide logistical support on 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 PM 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 PM, 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
• 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
• Creative approach to problem-solving
• Demonstrated commitment to volunteerism
• 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.

Cuso International is committed to the integrity of our volunteers, interns, staff, managers, board members and subcontractors in preventing sexual violence in the way we operate. This is done through a defined framework, code of conduct, values and guiding principles, as well as Cooperation Canada’s Leaders’ Pledge.

Please click the "Apply for This Job" button to submit your application by March 17, 2023, 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.