Programme Support Officer

JOB DESCRIPTION

Employed by:Hub Cymru Africa is hosted by the Welsh Centre for International Affairs(WCIA) and staff contracts are issued by the WCIA

Responsible to:Hub Cymru Africa,Head of Partnership

Salary:WCIA Band 2 (18-30 on the NJC scale), starting from

£18,376 pro rata. Appointees normally start on the lowest point of the scale.

Employment terms:Fixed term contract, until March 2018

Base:Offices of the Welsh Centre for International Affairs, Temple of Peace, Cathays Park, Cardiff.

Hours:3 days per week (22 hours)

Working timetable to be agreed with the Head of Partnership.

Annual leave:28 days plus public holidays, pro rata

Travel:This role may occasionally require travel within Wales. Reasonable travel and fuel expenses will be covered.

Hub Cymru Africa

Hub Cymru Africa has been established to deliver key elements of the Welsh Government’s Wales for Africaprogramme. It is a partnership of the Welsh Centre for International Affairs (lead partner), Fair Trade Wales, Sub-Sahara Advisory Panel, Wales for Africa Health Links Network and the Wales Council for Voluntary Action.

The Hub Cymru programme exists to encourage more people in Wales to do more, of a better quality, for international development. The programme offers support and assistance to develop and deliver effective interventions between Wales and Africa, reflecting the conscious choice of the government and people of Wales to be an outward facing nation that confidently recognises the contribution we can make as active global citizens.

The programme works to improve the effectiveness of Wales for Africa interventions and to ensure mutual benefits to both Wales and Africa.

Summary of role:

The Support Officer will provide office management, handle enquiries and offer professional ‘front of house’ support to the whole Hub Cymru Africa Team.

As the administrator for a £180,000 annual grants scheme, the Support Officer will need to keep detailed records of enquiries, grant applications, finances and contracts. They will also ensure that grantees and enquirers are able to access development support from the relevant staff team member.

In relation to events, travel and other team functions, the Support Officer will play an important administrative role: ensuring that appropriate venues and facilities are booked, producing event materials and supporting both ‘behind the scenes’ and publicly during events.

Specific responsibilities for this role will include:

  1. Administrative and Financial Support

a)Updating financial record keeping and managing invoicing across the team using Clearbooks software and internet banking

b)Reconciling bank and credit card statements and making authorised payments

c)Working closely with WCIA finance staff to ensure accounts are up to date

d)Managing the team events calendar, including updating meeting appointments, diary coordination and leave tracking.

e)Developing and maintaining a contacts database for the Hub

f)Organising translation services where needed

g)Managing the administration of regular team huddles and partnership board meetings including organising refreshments and taking minutes

h)Answering telephone enquiries and providing general office support

  1. Events Support and Logistics

a)Booking events and liaising with venues as required

b)Managing registration processes for events, including online registrations and invoicing for registration fees where relevant

c)Providing administrative support for Hub training courses

d)Supporting trainers and speakers with event logistics

e)Working with other team members to prepare event materials

f)Providing support on the day at events where needed

  1. Grants support functions:

a)Supporting the team to keep accurate and up-to-date records of grant enquiries, applications, grants panel decisions, contracts and correspondence with grantees

b)Support other team members to organise grant rounds, and organising/supporting meetings of the grants panel

c)Administering grant letters/contracts

d)Supporting grant officers to administerthe £180,000 annual grants scheme (including £50,000 ring-fenced for NHS Wales-Africa linking projects)

e)Marketing the grants scheme and responding to enquiries

  1. Cross-Cutting Responsibilities (shared with all Hub staff)

a)Ensuring that all work is planned and delivered as part of the overarching Hub Cymru Strategy.

b)Contributing in a fair and proportional way to shared Hub activities, including major events, communications and outreach work.

c)Ensuring a good level of linkage with the work of the other partners: Fair Trade Wales, Wales Africa Health Links Network, Sub-Sahara Advisory Panel and Wales Council for Voluntary Action.

d)Working with the Diaspora and Inclusion Officer to ensure that marginalised groups can access support, training and grants.

e)Reporting on progress to your line manager and, where requested by the manager, directly to the Partnership Board or Welsh Government.

f)Recruiting, managing and/or supporting volunteers as required to deliver your work.

g)Ensuring that the programme is delivered bilingually and actively increases the involvement of Welsh speakers.

h)Contributing all relevant Monitoring, Evaluation and Learning data required within the project.

i)Ensuring that funds are spent for the programme’s approved purposes and that all transactions are supported with financial paperwork.

j)Undertaking occasional other duties where delegated by the Head of Partnership.

Person specification

Each section of the person specification refers to a section of the WCIA Competency Framework. Attributes in italics are specific to this role, while others are generic.

Leading and Managing

  • Can contribute constructively and creatively to events and the programme’s grants scheme
  • Coordinates volunteer tasks in a way that supports the Partnership’s goals
  • Able to delegate simple tasks to volunteers and give constructive criticism

Developing

  • Ensures that own work contributes to the achievement of the programme’s strategy
  • Develops activities and small projects with support

Delivering

  • Able to administer and support events so that they are consistently successful
  • Completes own tasks and ensures any tasks delegated to volunteers are completed to deadline

Enabling

  • Proven ability to administer a programme or project in an efficient, timely and accurate way
  • Able to effectively administer receipts/payments and other aspects of finance, including those associated with the programme’s grants scheme
  • Uses software packages effectively to ensure that work goals are achieved

Communicating

  • Excellentwritten and spoken communication skills in English
  • Spoken communications skills in Welsh are highly desirable

Applying skills and knowledge

  • Understands what makes a good quality project proposal and can advise colleagues on scoring of proposals
  • Handles enquiries about a broad range of activities

Application Process

  • All applicants must complete the official WCIA Job Application form, available at You are welcome to submit a CV / covering letter is you wish, but no application will be accepted without a completed form.
  • Please submit your application by email to you do not have access to email you can send a paper application to the address given on the application form.
  • The deadline for receipt of applications is midday on Friday 24 July. We will send an email acknowledgement to all applicants. If you do not receive an acknowledgement before 10.00 on Wednesday 29 July, please contact us on 029 2022 8549. We cannot be held responsible for applications that do not reach us, or that arrive after the deadline.
  • Interviews will take place in on Thursday 6 August, at the Temple of Peace in Cardiff.
  • If you are shortlisted for an interview, we will contact you directly. No references will be taken up until a provisional offer of employment has been made.
  • Unsuccessful applicants will be informed by email.

Hub Cymru Africa

June 2015