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Implementation Support Officer

Global EverGreening Alliance |
ACFID Member: 1
Location: Australia | Any Major City
Sub location(s): Burwood East, VIC

The Organisation

Global Evergreening Alliance (GEA) is a membership-based organisation that develops long-term solutions to restore degraded lands and improve livelihoods on a globally significant scale. We bring together some of the world’s most capable development and environmental NGOs, research, and scientific organisations to support and facilitate massive-scale environmental restoration and sustainable agriculture projects. Together we build on our shared vision of resilient landscapes and agricultural systems, a safe climate and better livelihoods for rural communities. We are currently implementing Africa’s largest ever community-led land restoration project: Restore Africa.

The Position

The Implementation Support Officer will provide program management and administration support to Program Implementation Manager and Implementation Portfolio Managers at the GEA Secretariat.  This will include developing, reviewing and adapting operational processes to ensure smooth operation of the team’s function, and that other GEA teams (Finance, RMEL, Project Design and Partnerships, Business Development, Media and Communications) are engaged in the implementation as relevant to support strategic organisational objectives. The management of project information management system will be part of this role.  The role will contribute to the upskilling of the Regional Program Coordination Unit (PCU) to ensure effective program implementation and fulfilment of GEA fiduciary obligations.

Further, the role will support the Program Implementation Manager and Implementation Portfolio Managers to ensure that all programs comply with and exceed ACFID and other relevant requirements to position GEA for full accreditation with the Department of Foreign Affairs and Trade (DFAT). This includes support in keeping the implementation-related policies, frameworks, processes and compliance documents updated.

Key Responsibilities and Duties

Implementation Support Accountability

  • Managing the team’s project information management system (eg. MS Projects) and other project trackers
  • Supporting timely follow up on project progress and financial reports with implementing partners and updating project trackers accordingly
  • Supporting the review and quality control of project deliverables and documents from partners including financial and technical reports, annual plans and budgets
  • Assisting in ensuring that reporting requirements are fulfilled on time and in a quality manner, including capacity building for partners.
  • Supporting   desk-based program monitoring, including executing monitoring frameworks and checklists
  • Supporting the implementation team with tasks related to inception workshops, setting up calls, meeting note-taking, reporting, to ensure programs are established with solid foundations
  • Supporting the team to respond to requests for project information
  • Supporting project annual planning and budgeting process across the portfolio
  • Contributing to strong working relationship with other GEA departments
  • Helping maintain internal branding assets
  • Supporting assessment of implementing partners’ policies and compliance, and following-up plans developed and implemented in close collaboration with the Compliance Manager
  • Maintaining repository of records demonstrating the status of programs’ compliance against ACFID, internal and contractual Funder obligations, in close coordination with the Compliance Manager and Portfolio Managers
  • Supporting the team to map out a plan for implementing policies and procedures to meet ACFID standards supported accordingly
  • Assisting stakeholders engaged in Program Design to develop documentation that incorporates implementation lessons learned and meets internal, Funder, ACFID and other requirements
  • Working with the Implementation Portfolio Managers and Compliance Manager to ensure that ESG requirements are fulfilled and tracked.
  • Supporting the evaluation of partner financial management capacity throughout the project cycle, identifying gaps and opportunities for capacity building
  • Developing user-friendly systems to keep track of project budget and expenditure at the programmatic level year by year
  • Supporting budget review, template development and solution of budget errors.
  • Actively participating in the development and maintenance of GEA Customer Relationship Management system (eg. MS Project/Microsoft Dynamics) as required
  • Developing and maintaining report receipt tracker, and producing report as required
  • Establishing and updating filing convention and structure
  • Reviewing organisational systems, practices and policies against strategies, policies, procedures, action plans and guidelines of ACFID, DFAT, ACNC and other relevant stakeholders, including investors, governments, funders, foundations and implementing members to improve quality and compliance continuous improvement
  • Monitoring and reporting to GEA management of compliance requirements at the portfolio level (using Customer Relationship Management where possible)
  • Maintaining program milestone tracker, including follow-up reminders to relevant managers
  • Championing the development of the team risk matrix, including safeguarding assessment documentation necessary to meet requirements
  • Supporting Implementation Team training of GEA, PCU and partners of Risk and Safeguarding obligations and processes
  • Supporting with the regular team review of risk management matrix

Program Quality Accountability

  • Editing, reviewing project reports and documents (eg. MEAL reports)
  • Supporting program evaluation as required by program and GEA priorities, including baseline, mid-term evaluation and endline support
  • Supporting peer learning events amongst GEA programs on evaluation and other learnings, where possible; Supporting Implementation Team training of GEA, PCU and members of Inclusion and Equity Safeguarding Policy and standards.
  • Reviewing and advising on Inclusion and Equity assessments and frameworks necessary for quality program design and implementation
  • Contributing to the finalisation of any Inclusion and Equity assessment documentation necessary to meet GEA requirements
  • Contributing to GEA review of accreditation and other fundraising standards
  • Assisting in identifying gaps and planning for continuous development in the implementation to meet DFAT and other fundraising standards.
  • Assisting implementation portfolio managers in facilitating program technical support as required by the program, including assessment and evaluation support
  • Providing administrative support to the establishment of technical advisory groups and meetings
  • Ensuring PCU has a complete understanding of ACFID, GEA and member policies and standards on media, communication and branding
  • Supporting the review of Media & Communications’ materials (GEA and program generated) for alignment with ACFID, GEA and member policies
  • Working to ensure GEA supporter media and communication expectations are met (including implementation budgets).

Stakeholder Engagement and Management Accountability

  • Building and maintaining robust and open relationships with implementing stakeholders, Funders and Investors
  • Supporting with the facilitation of ongoing training to ensure ongoing awareness and use of GRM by implementation stakeholders
  • Facilitating data collection from implementing partners in collaboration with Portfolio Managers and the RMEL

Team Support

  • Assisting in the preparation of reports for the management team, the CEO and the Board, drawing inputs from team members as needed
  • Supporting team meetings including chairing, minutes taking, and follow-up actions monitoring
  • Providing logistics and administrative support for virtual calls with implementing partners and internal stakeholders, including setting up calls, note-taking and follow-up, maintaining team calendar
  • Coordinating capacity building for teams in a timely manner
  • Supporting with the collation of documents for registration of a branch office in the regions
  • Providing administrative support for the establishment and day-to-day functioning of PCUs
  • Supporting team with trip planning and logistics including flights, visas, and accommodation.

Key Selection Criteria

  • Relevant tertiary qualifications: these may include International Relations/International Development, or Business Administration
  • Project management methodologies and theory
  • Understanding of requirements of ACFID, the Australian Government, and/or other international organisations
  • Process management and mapping
  • At least five years of experience in project officer or support role, preferably in the not-for-profit sector
  • Demonstrated experience managing complex investor and  grant-funded programs
  • Demonstrated experience working closely within multidisciplinary and multi-cultural teams at national, regional and international levels.
  • Financial and management reporting and business planning
  • Demonstrated application of technical skills in a relevant context (program/project management, NFP/NGO, public service, foundation or other funders)

Other relevant skills, knowledge and experience

  • Project management and Stakeholder engagement
  • Business process and program reporting
  • Financial & data analysis
  • Strong interpersonal skills and strong communication (written and oral)
  • Budgeting and financial management
  • Time management skills including the ability to prioritise and manage workload
  • Problem problem-solving skills, and ability to work independently and as part of an effective team

How to Apply

To be considered for this position you must have the right to work in Australia. Please provide your resume and a cover letter clearly addressing the Key Selection Criteria in your application. Only candidates who address the selection criteria will be considered for shortlisting.

Applications will be reviewed as they come in, please submit your application as soon as possible.

If you have any questions, please contact [email protected] . Kindly note that applications sent through email will not be reviewed.

The Global EverGreening Alliance has zero tolerance for child abuse, discrimination, harassment, and workplace bullying. All staff, including volunteers, are required to sign an acknowledgement and adhere strictly to the organisation’s child protection, safeguarding and other policies. In addition, the successful applicant will need to provide a recent Australian Police Record Check and a current Working with Children Check card.

Closing Date: Jul 12, 2024