TERMS OF REFERENCE

PROGRAMME AND OPERATIONS LIAISON OFFICER

Job Vacancy: Programme and Operations Liaison Officer

Department: Operations

Reports to: Human Resource Manager

Number of vacancies: 1

Opening date: November 21^st, 2024

Closing date: December 12^th, 2024

Duration of contract: 1 Year renewable

About Inspire, Educate and Empower Rwanda (IEE)

Inspire, Educate and Empower Rwanda (IEE) is a Rwandan local Education Not-For-Profit Non-Governmental Organization (NGO). Since 2005, in collaboration with partners, IEE has complemented efforts of the Ministry of Education/ Rwanda Education Board, contributing to educational implementation. IEE designs and delivers innovative programmes to address challenges to provision of quality education.

IEE programmes range from: teacher development training and technical assistance, teaching and learning, curriculum and material development, research and evaluation, education policies and systems reform.

JOB RESPONSIBILITIES

Program Coordination and Support:

• Assist in the development and implementation of program plans and strategies.
• Ensure efficient and effective program delivery and operational support.
• Coordinate with various stakeholders, including project managers, team members, and external partners.
• Monitor program progress and identify potential risks or challenges.
• Facilitate communication and collaboration between different teams and departments.
• Prepare progress reports and other relevant documentation.
• Participate in, coordinate and contribute to relevant workshops, staff/operations/programme meetings and seminars providing information, updates and advice on logistics and protocol issues, as required.
• Providing support to knowledge-building and knowledge-sharing activities amongst programmes and operations staff members.
• Raise any issues that could impact on programme/ project delivery with relevant teams in a timely manner and make recommendations as to how these issues could be addressed
• Operational Support:
• Provide administrative and logistical support for program activities.
• Manage schedules, coordinate meetings, and handle travel arrangements.
• Oversee operational processes and ensure adherence to organizational policies and procedures.
• Resolve operational issues and challenges in a timely manner.
• Contribute to the development and maintenance of operational systems and tools.
• Drafting of correspondence and internal procedural directives relating to administrative matters.
• Preparation of relevant Standard Operating Procedures on operational issues

Liaison and Communication:

• Act as a liaison between different departments, teams, and external stakeholders.
• Communicate effectively with diverse audiences, both verbally and in writing.
• Build and maintain strong relationships with key stakeholders.
• Represent the organization at meetings, conferences, and other events.
• Prepare presentations and reports to communicate program and operational updates.

Person specification and Competencies

Management and Leadership

• Demonstrates openness to change and ability to manage complexities and ability to multi-task under tight deadlines.
• Demonstrates strong administrative skills and results-oriented approach to work
• Ability to think quickly and improvise when necessary.
• Creative self-starter with an ability to work independently and also as an integral part of a team to deliver results.
• Focuses on results and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.

Knowledge Management and Learning

• Shares knowledge and experiences with colleagues and stakeholders.
• Seeks and applies knowledge, information, and best practices from within and outside IEE.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

skills

• Strong communication and interpersonal skills, both written and verbal.
• Excellent organizational and time management skills.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making skills.
• Cultural sensitivity and adaptability.
• Ability to plan and organize work accordingly.
• Ability to work with no or minimum supervision.
• Strong computer skills with a knowledge of many desktop applications that will be useful for the position, such as Microsoft Word, Excel, PowerPoint e-mail, and data analysis software packages like SPSS, Stata and R.

Required Qualifications, Experience and Abilities:

Education:

• Minimum of a bachelor’s degree in project management, Business administration, Communication and other related fields.
• At least 5 years of experience in administrative, office coordination, communication, public relations, or governance in the development sector.
• Experience in project management, program implementation, or operations is beneficial.
• Experience working with diverse stakeholders, including government officials, NGOs, and community members.
• Previous experience in working with NGOs, Government agencies, donors and other development partners will be an added advantage
• Strong communication and interpersonal skills, both written and verbal.
• Excellent organizational and time management skills.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making skills.
• Cultural sensitivity and adaptability.
• Ability to plan and organize work accordingly.
• Ability to work with no or minimum supervision.
• Strong computer skills with a knowledge of many desktop applications that will be useful for the position, such as Microsoft Word, Excel, PowerPoint e-mail, and data analysis software packages like SPSS, Stata and R.

Other desirable skills and competencies:

• Excellent written and verbal communication skills in English and Kinyarwanda.
• Strong analytical and problem-solving skills.
• Demonstrable supervisory experience.
• Time management skills, project management skills, and organizational skills. The ability to meet deadlines is essential.
• Ability to research and quickly disseminate relevant, emerging and existing evidence-based practices and models.
• Proven experience in programme management.
• Proven stakeholder management skills.
• Proven experience managing a team.
• Able to work flexibly as part of a small team and to work independently.
• Good IT skills including proficient knowledge of MS Word, Excel, PowerPoint.
• Trustworthy, ethical, and authentic in all situations.
• Extremely well-organized multi-tasker.
• Self-motivated, ambitious, goal oriented.

Qualified candidates are requested to submit a cover letter, CV including names of at least 4 position-relevant referees with scanned copies of certificates/diplomas, National ID and a copy of a criminal record to Human Resource manager, Inspire Educate and Empower Rwanda (IEE) at [email protected] before December 12^th , 2024.

Important Note: Please ONLY write “Programme and Operations Liaison Officer” as the subject of your application email. Failure to observe this instruction will lead to disqualification.

Only short-listed candidates will be contacted.

No late application or telephone inquiries will be considered.

IEE upholds commitment to gender balance and diversity without distinction as to race, gender or religion and without discrimination of persons with disabilities.