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COUNTRY PROGRAM OFFICER 05/09/2016

Job Reference Number:
LocationKOKOPO
Job Type
Pay/Salary

POSITION PURPOSE 
The purpose of this position is to: 
• Support the Program Manager in the delivery of a high quality development program which meets the needs of company's partner organizations and volunteers through the provision of administrative, financial and logistical servicing tasks; and
• Provide backup cover for the management of the program and oversight of volunteers during absences of the Program Manager.
• Assist in the development and maintenance of key relationships

RESPONSIBILITIES 
In all of the following functions the Country Program Officer must use initiative and delegated authority appropriately and maintain an open accountability/reporting relationship with the Program Manager

Volunteer Support

• Assist in planning and leading the implementation of an in-country orientation Program for new volunteers and their accompanying partners;
• Arrange initial and ongoing language training for new volunteers and their accompanying partners appropriate to their needs;
• Meet incoming volunteers and their accompanying partners and facilitate collection and dispatch of unaccompanied baggage;
• Complete visa, work permit, and other necessary formalities for incoming as well as current volunteers and their accompanying partners;
• .Identify suitable housing for new volunteers and their accompanying partners and liaise with owners as required;

• Assist volunteers and accompanying partners with the setting up of utilities supplies and connections (electricity, water, gas) as required;
• Process and reimburse volunteers’ and accompanying partners’ medical claims;
• Reimburse other volunteer and accompanying partner claims in line with guidelines from company;


Liaison and Profile building

• Positively and actively develop relationships with potential partner organizations;
• Respond to potential partner organizations’ requests for information about company;
• Attend meetings 
• Distribute organization publicity material and translate where necessary;

Office Administration 
• Ensure all company assets are insured, registered, regularly maintained and secure;
• Maintain an up-to-date register of assets and other equipment owned by company;
• Develop and maintain service contracts for compnay assets as appropriate;
• Develop and maintain systems of information storage both computer and paper file based;
• Assist with data collection and reporting;
• Respond to and file all incoming written and email correspondence as appropriate;
• Maintain orderly backed-up computer records and paper-based files as indicated above;
• Undertake interpretation and translation for compnay matters;
• Ensure the office is maintained in a professional, well organized and tidy state.

Financial Tasks 
• Assist with the payment of allowances, rents, reimbursements, and invoices and record expenditure and file receipts in line with the volunteer contract and field account guide under the supervision of the Program Manager;
• Receive, bank or otherwise secure company cash and track all cash movements, withdrawing cash to top up the cash holdings as required;
• Assist with the maintenance of computer based expenditure records in the required format and finalize these at the end of the month;
• Assist with the reconciliation and closing of the accounts at the end of the month and forward with coded receipts to Wellington within the required timeframe.

General 
• Ensure that COMPNAY’s reputation and engagement are positively represented;
• Cooperate on an open basis with the Program Manager in regular performance planning and reviews.
• Undertake other duties as requested by the Program Manager or International Program Manager.

SELECTION CRITERIA - ESSENTIAL 
• Well-developed administrative skills
• Proven experience of liaising with external organizations and relevant authorities.
• Proven experience in developing systems and maintaining office records
• Training and experience in administering entitlements and maintaining financial records

• Proven computer experience using Microsoft Word, Excel and email
• Experience with the day-to-day operation and arrangement of servicing of office equipment
• Well developed communication and interpersonal skills (both written and verbal)
• A self starter with ability to organize and prioritize tasks to meet deadlines
• Ability to interpret and translate between English and Tok Pisin.
• Ability to adapt to varying tasks at short notice
• Clean police record
• Valid driver’s license

SELECTION CRITERIA - PREFERABLE 
• Previous work experience in administration and support provision in a commercial or development organization.
• A understanding of the role of international NGOs in the development of Papua New Guinea
• Knowledge of networks in the development sector in Papua New Guinea, particularly the New Guinea Islands region
• Tertiary education

How to Apply: 
If you feel that you meet these criteria , please email you updated cv to recruitment4@pacificmanpower.com.pg or recruitment@pacificmanpower.com.pg or call to 70311391 /392 /393 /394 /395 /396 & speak with Shaunine 

Closing Date: 09.09.2016

Address
P.O. Box 876
Konedobu, NCD
Papua New Guinea
Contact
Tel (+675) 70311391/392/393/394
Fax (+675) 3210131
contact@pacificmanpower.com.pg