Belgium: Desk Officer - Maternity Leave Cover

Position Title: Desk Officer Tajikistan
Location / department:Brussels Office, with travel to other Mission East office locations, as required.
Length of contract: This is a 6 months contract (Maternity leave cover) starting end of April.
Responsible to: Operations Director
Has reporting from: Country Director

Background:
Mission East, founded in Denmark in 1991, is an international humanitarian organisation, carrying out relief and development programmes in Eastern Europe and Asia.
More information on Mission East can be found at: www.missioneast.org.

Overall responsibility
In coordination with the relevant Mission East field team(s) or Local Organisation(s), the Desk Officer is responsible for programme oversight (defined as ‘watchful and responsible care’) for the geographies under his/her responsibility.
This includes: project & programme monitoring; ensuring compliance with Mission East and donor quality standards or codes of practice; providing line management support to Country Directors; and working with the Country Directors to identify and secure new funding opportunities.
In all aspects of his/her work, the Desk Officer demonstrates and promotes adherence to the mission and values of the organisation. The Tajikistan programme focus is in the area of Livelihoods, Disability, Wash and DRR.

Key tasks and responsibilities
Programme design
 Updating of project pipelines and monitoring of calls for proposals
 Oversight and coordination of proposal writing process
 Contributing to new programme design
 Ensuring that proposals are of high quality and in line with Mission East and donor standards prior to submission

Programme Monitoring, Evaluation and Reporting
 Monitoring of programme implementation (donor compliance, efficiency, effectiveness, milestones)
 Ensuring that donor and internal project reporting is submitted on a timely basis and to a high standard to Programme Director/donors
 Timely, appropriate communication to donors on project changes, budget amendments and other issues impacting contract compliance, in liaison with the Programme Director
 Post project evaluation and ensuring that lessons learned are fed into new project design
 Field monitoring visits as required

Budget Preparation, Financial Monitoring & Procurement
 With the Country Director and Finance, prepare new proposal budgets and ensure coherence in logic between proposed project activities and presented budget
 Review monthly project financial reports and follow-up with County Directors, Finance as appropriate to ensure appropriate budget management
 Assist the Country Director in decision making regarding use of budgets and amendments in line with Mission East and donor guidelines, in liaison with Finance
 Review finance reports against narrative to ensure coherence
 Authorise procurement at the relevant level and check that appropriate procurement practice is followed by the Mission East field team

Strategy Development and Implementation
 Input to the country strategy plan; ensuring linkage with organisational strategy
 Input to organisational and operations team strategy
 Contribute to the outworking of operations team strategy as appropriate

Personnel Support to field teams
 Recruitment of expatriate personnel for field operations in coordination with HR and Country Directors as appropriate, including interviewing, briefing and administration
 Induction of new expatriate staff in Brussels or ensuring full induction in country location takes place
 Personnel support to field teams and line management of Country Directors (including appraisals and encouraging compliance with Mission East policy)
 Regular communication with in-country leadership (e.g. Country Directors)

Security and Safety
 Monitor security context in country and monitor adherence to security plan and procedures to support the Country Director in providing a secure environment for Mission East staff
 Participate in head office security management structure and emergency cover
 Actively support HSE policy compliance and good practice risk management

Topical Expertise of right Based disability
 Provide topical expertise to Mission East operations in the area of Right Based Disability.
 Contribute to development of new projects in the area of Right Based Disability.

Organisational Development & Knowledge Management
 Appropriate and complete updating of the project database and paper/electronic filing of programme information
 Dissemination of lessons learned and best practice across the organisation
 Contribute to development and ensure application of Mission East tools
External Representation & Communication
 Representation to external bodies (NGO networks, coordination bodies etc) as appropriate
 Contribute to external communications via articles for website or magazine.

The Desk Officer is to keep the Operations Director informed on key issues through agreed written mechanisms, weekly briefing and as need arises.

Necessary skills & competencies:
 A solid background from NGO operations i.e. project and program management and preferable field experience.
 A proven record of proposal development – experienced both in terms of conceptual input, analysis of project concept and the delivery of the application in line with donor standards.
 The competence to work cooperatively with people of diverse cultural identities, styles and functional responsibilities.
 Strong analytical skills and demonstrate the competence to work pro-actively in finding solutions to challenges and problems.
 Good knowledge of FSR and Asia (and preferably Tajikistan).
 Fluent English (written and spoken).
 Proficiency in Excel and Word
 Sympathy to Mission East Organisational Values.