Job Profile

Job Title:ICSProgramme Support Officer

Job Purpose:To provide support to the staff responsible for the International Citizens Service Programme, to ensure that the international placement phase meets all agreed ICS quality principles and targets.

Responsible to:ICS International Delivery Manager

Responsible for:None

Main Responsibilities:

i)Provide support for the planning, implementation, monitoring and evaluation of YCI’s ICS country programmes

ii)Support capacity building of YCI’s local partners in Africa and Asia to effectively deliver ICS programmes and meet the ICS progamme requirements

iii)Offer support to volunteers to ensure their engagement in YCIs activities as necessary

Key tasks

Support the development and implementation of ICS country programmes

  • Support ICS Programme Co-ordinator and YCI partners to develop all aspects of the ICS programme to comply with the agreed quality principles.
  • Respond to internal and YMCA partner enquiries regarding ICS country programmes.
  • Assist in writing and developing various resources to be used by YCI partners to support their delivery and implementation of the ICS programme.
  • Disseminate ICS resources and programme information to YMCA partners and relevant YCI staff.

Support the planning for in-country placements

  • Work closely with other YCI ICS staff to ensure that the co-ordination of activities in the UK and overseas is aligned with agreed schedules and timeframes using programme trackers.
  • Liaise with in-country staff to ensure that they are prepared for each team’s start of service.
  • Review and support the development of relevant training materials for in-country training.

Monitoring, Reporting and Learning

  • Support ICS Programme Co-ordinator to review, edit and analyse reports and documents received from YCI partners.
  • Support International Programme Department staff to obtain team plan and team de-brief reports from YMCA partners, ensuring updated versions are saved on JobScience and are in-line with overall project plan.
  • Support YMCA partners to complete relevant KAP surveys throughout the pre-placement and placement phase.
  • Upload and analyse data from team debriefs and KAP surveys for ongoing impact review.

Participation and planning for ICS volunteer events

  • Support the delivery of some volunteer events (e.g. pre-departure training and Action at Home weekends).
  • Help ensure that UK pre-departure training has the relevant country information on each ICS programme. Review and support the development of relevant training materials, including country briefing sessions and ICS country handbooks.
  • Ensure volunteer resources such as the Active Citizenship Packs, Learning Journals and ICS t-shirts are printed in the relevant language and made available for national volunteers.

Ensure ICS volunteers are suitably supported throughout their placement

  • Under guidance fromrelevant staff, help respond to volunteer enquiries or support issues arising on placement in collaboration with agreed procedures with YMCA partners.
  • Support YMCA partners to address volunteer support issues in a timely and effective manner.

Support the safety and security of ICS volunteers on placement

  • Ensure medical expenses incurred by YMCA partners are processed and claimed against YCI insurance providers.
  • Alongside the Security Advisor, ensure incident reports are submitted by YMCA partners, and shared with the ICS CMU in accordance with incident reporting procedure.
  • Under supervision of the ICS International Delivery Manager, monitor DBS certificates for volunteers on placement without the necessary clearance, liaising with volunteer’s emergency contacts and YMCA partners as necessary.
  • Identify safeguarding, continuous assessment concerns and unmet reasonable adjustments and inform relevant staff

Record keeping of ICS placement phase on JobScience(database used for ICS)

  • Ensure YCI projects and teams are set-up on JobScience
  • Support to YMCA partners to ensure that all ICV data is recorded as appropriate, and accurately reflects the in-country UKV:ICV ratio.
  • Ensure relevant security documents and risk assessments are updated and uploaded to Jobscience.

Logistical and administrative support

  • Support the continued updating of all ICS delivery procedures
  • Support staff meetings and workshops (as required) including organising all practical aspects of meetings, preparing papers, take minutes & write up notes from workshops
  • Support sensitive collection of confidential volunteer health, security and safeguarding; filing and storing all paperwork systematically and securely ensuring ICS team compliance with data protection and confidentiality requirements

Internal Relations:

  • Will form part of the cross-departmental ICS working group, and will therefore work closely with the ICS staff team.
  • Will work closely with IPD ICS leads, also working alongside other colleagues at IPD.
  • Alongside other YCI ICS staff, ensure that the ICS programme maintains a high level of buy in and profile internally
  • Liaise with and provide information to other departments at YCI as necessary

Environment:

  • The position is self-servicing and currently based at Y Care International’s office in central London (Wharf Road, nearest tube Angel/Old Street)
  • Out of hours' work may be required
  • Perform all other duties relevant to the post as instructed by the ICS International Delivery Manager.

Travel:

  • Occasional in the UK to participate in YCI/YMCA events, workshops, or to represent YCI externally with potential for irregular travel overseas.

Person Specification

  1. Qualifications
  • Relevant degree (e.g. Youth & Community Work, International Development), or equivalent experience
  1. Key experience
  • Demonstrable interest in and knowledge of international development programmes.
  • Demonstrable interest in and knowledge of working with young people either in the UK or overseas
  • Good understanding of project coordination and administrative activities; including recording information accurately and maintaining accurate records
  • Demonstrable ability to work with and provide support to various stakeholders in various locations at one time.
  • Experience of data input and analysis for monitoring and evaluation purposes

3. Abilities and skills

  • Highly organised and methodical approach to work.
  • Excellent time management skills to be able to deal flexibly with a wide variety of tasks and prioritise effectively.
  • Excellent communicator able to convey orally and in writing concisely and clearly.
  • Sensitivity, sound judgement and pragmatism to deal effectively with delicate and important situations.
  • Ability to represent YCI effectively at meetings, conferences etc.
  • Ability to work alone and on own initiative, but also as part of a team.
  • Full working knowledge of Microsoft Office software including PowerPoint.

4. Personal

  • Enthusiastic about working with young people and developing Y Care International’s Global Youth Work.
  • Ability to work under pressure and in a target driven environment.
  • Good team player with self-motivation and an appetite to succeed coupled with the willingness and readiness to support colleagues.
  • Ability to support the aims and purposes of YCI and the YMCA.

Desirable requirements

  • Experience of working with young people from vulnerable or marginalised groups.
  • Experience in negotiating with stakeholders.
  • Proven track record in designing and successfully delivering projects and programmes.Experience in organising events.
  • Experience of coordinating projects which benefit young people.
  • Knowledge or understanding of Salesforce and JobScience or an understanding and experience of using CMS.
  • Ability to work in French

Terms and Conditions of Employment

Y Care International creates opportunities for vulnerable young people across the globe to change their lives for the better. Inspired by and faithful to our Christian values, we work with people of all faiths and none to build a more just world, free from poverty.

Commitment to Y Care International’s ‘Working with Children and Young People Policy’ is a requirement of employment. The successful candidate may be required to undertake a Police Scotland disclosure check.

Position:ICS Programme Support Officer

Location:London

Term:Fixed term to end of April 2018 with potential for extension

Salary:£23,000 - £26,000 per annum, inclusive of London Weighting.

Working Hours:Working Monday to Friday. Normal office hours are 9.00am to 5.00pm, however some degree of flexibility is permitted.

The post-holder will be expected to work unsocial hours on an irregular basis. Appropriate time off in lieu will be given.

Annual Leave:27 daysper annum in each year commencing 1st April to 31st March. Pro-rata, if employment commences during the year.

At times additional leave is given, when YCI offices are closed. These dates are currently (subject to on-going review):

Three days at Christmas (normally between Christmas and New Year)

Probation Period: 6 months

Notice Period:4 weeks

Pension Scheme:Access to stakeholder pension scheme.

Life Assurance Scheme:In the event that membership of the Pension Scheme is not taken up, a Life Assurance Scheme is available. This is free of charge.

Y Care Sickness Pay:Up to 12 weeks in any rolling year. Pro-rata if employment commences during the year.

ICS Programme Support Officer Job Description & Person Specification