Program Support Officer (Guyana, Dominica, Grenada)

Program Support Officer

Introduction

Cuso International (Cuso) is a development organization that works to reduce poverty and inequality through the efforts of highly skilled volunteers, collaborative partnerships and compassionate donors. We envision a world where all people can realize their potential, develop their skills and participate fully in society. Cuso international works in developing countries across the world.   Funded by Global Affairs Canada (GAC), Cuso in collaboration with the Caribbean Vulnerable Communities Coalition (CVC) and Eastern Caribbean Alliance for Diversity and Equality (ECADE), will implement the Building Balanced, Rights-Centered, Inclusive, Cohesive and Knowledgeable Societies (BUILDING BRICKS) Initiative from 2024 to 2028 in eight Official Development Assistance-eligible countries in the Caribbean Community: Belize, Dominica, Grenada, Guyana, Jamaica, St. Lucia, St. Vincent and the Grenadines and Suriname. 
Cuso will be contracting eight ICPSO (one in each of the seven countries) as consultants. Reporting directly to the Project Coordinator (PO), the ICPSO will be responsible for implementation of key activities, volunteer logistics and partnership management. 

KEY RESPONSIBILITIES

Project Implementation Support

⦁	Coordinate closely with the PC to implement annual work plans, budgets and all associated activities for BUILDING BRICKS.
⦁	Coordinate closely with CVC and ECADE and consultant(s) on design of and implementation of MEAL tools, communication platform and gender tools.
⦁	Support PC with the development of mid-year and annual reports for GAC, including collecting extensive data/information from local partners using data management platforms; producing analytical data for inclusion in reports, conducting partnership review activities; coordinating closely with CVC and ECADE.
⦁	Lead the development, management and implementation of annual work plans and budgets for BUILDING BRICKS working closely with CVC and ECADE, the Project Team, and Finance Team at Cuso Canada Office (CCO).	
⦁	Support PC with the development of mid-year and annual reports for GAC, including collecting extensive data/information from local partners using data management platforms; producing analytical data for inclusion in reports, conducting partnership review activities; coordinating closely with CVC and ECADE.
⦁	Support PC with the coordination of In-country Program Support Officers (ICPSOs) for the implementation of activities according to annual work plans across the country.


Volunteer Support

⦁	Lead effective implementation of volunteer support functions ensuring standards, policies, procedures, practices are consistent with Cuso International volunteer support standards.
⦁	Coordinate with PC for development of volunteer placements in a timely fashion and in compliance with Cuso International security policies and procedures.
⦁	Coordinate with Volunteer Mobilization Advisors (VMA) at CCO to ensure volunteer pre-arrival administrative requirements are implemented.
⦁	Arrange safe accommodation and transportation for volunteers and Cuso International employees visiting from CCO on official business in compliance with Cuso’s with safety and security guidelines.
⦁	Support PC with induction activities for integration of volunteers into partner organizations and ensure smooth integration process.
⦁	Support PC to take appropriate action to always ensure volunteers’ safety and security while in-country, especially in times of civil, military or natural disasters.
⦁	Coordinate with PC on delivery of in-country volunteer orientation, training and other activities. 
⦁	In coordination with PM, resolve all volunteer requests related to administrative and financial matters in an efficient manner.
⦁	Operate as a key contact for volunteers and partners for all administrative and logistical queries and issues.
⦁	Ensure all volunteers are covered by appropriate insurance policies, according to Cuso International guidelines and follow up of health-related payments for volunteers.
⦁	Inform volunteers of relevant changes in Cuso International policies, procedures and systems.
⦁	Communicate volunteer feedback to PM and VMA, as appropriate.
⦁	Support PC on gathering information for preparation of Cuso International and donor reporting and ensure timely completion of all volunteer and partner monitoring and reporting forms. 
⦁	Support PC with monitoring and evaluation processes with partner organizations for quarterly and annual reporting (for example, capacity assessments and annual partner reviews).
⦁	Liaise with FO to ensure timely payment of volunteer allowances, stipends, housing, etc.
⦁	Ensure accessibility and maintenance of all volunteer files (hard copies and/or E files) in CusoBase and on shared drives, including partnership agreements, partnerships reviews, placement descriptions and relevant items and/or correspondence to and from volunteers during their service.
⦁	Ensure regular updating of emergency information and medical information for volunteers.
⦁	Ensure all in-country administrative requirements for volunteer arrival, orientation and departure are implemented.

Financial Support

⦁	Coordinate with FO to maintain accurate inventory of all fixed assets for Cuso in the Caribbean.
⦁	Coordinate with FO to maintain an orderly, accessible and confidential filing system (print and digital) of finance and general office documents.
⦁	Support the PC and FO with the development of the annual budget of the Jamaica program and performance-to-budget reports, as requested.
⦁	Support FO to obtain quotations for budget purposes and providers, as requested.
⦁	Support PC in implementation of activities in accordance with annual budget, in compliance with Cuso International finance policies, procedures and systems.
⦁	Coordinate with FO on opening bank accounts for volunteers.

OTHER DUTIES

⦁	Provide logistical support in the organization of meetings, events, etc.
⦁	Coordinate travel logistics for local program staff, including accommodation, plane tickets, etc. 
⦁	Provide support on development of risk assessments and Country Security Plans, liaising with CCO and external agencies as required. 
⦁	Ensure all security briefing documentation is regularly updated and stored on necessary virtual platforms or databases.
⦁	Support PC and FO during emergency situations (e.g., medical or emergency evacuation), as required.
⦁	Participate in safety and security briefing sessions to staff, partners and volunteers.
⦁	In coordination with FO, ensure regular office functions are performed effectively and efficiently (e.g. banking, post office, stationery/supplies, cleaning services and general logistics and maintenance).
⦁	In coordination with PC, provide remote administrative support to In-Country Project Support Officers in Caribbean islands to implement project activities.
⦁	Undertake specific additional program support responsibilities from time to time, as may be agreed upon with the Line Manager.


POSITION QUALIFICATIONS

Essential
⦁	Diploma/degree in project management and administration or acceptable combination of education, training and/or experience related to job requirements.
⦁	Minimum of two (2) years of work experience in project administration and volunteer/staff management and/or support
⦁	Proficiency with Microsoft Office Suite (Word, Excel, Windows, Power Point, Outlook) databases and internet
⦁	Experience working with LGBTQ2IA+ people and LGBTQ2IA+ serving organizations/projects in the region is an asset
⦁	Excellent standard of English (written and spoken) and well-developed communication skills (written and spoken) 
⦁	Excellent interpersonal skills and ability to work in multi-cultural work environments
⦁	Strong diplomacy skills working with a variety of actors, including civil society and governments
⦁	Highly organized with great attention to details and good team coordination skills
⦁	Creative approach to problem-solving 
⦁	Flexibility to adapt to new situations, with a positive and professional attitude to working within the Cuso International’s standards
⦁	Excellent time management, planning and priority-setting skills and attention to detail
⦁	Willingness to travel and work irregular hours from time to time, as necessary to carry out the responsibilities of this position