Job Description

Description of the unit/department

Trócaire works in partnership with local and church organizations, supporting communities in developing countries across Africa, Asia, Latin America, and the Middle East to bring about lasting change. Trócaire envisages a just and peaceful world where people’s dignity is ensured, and rights are respected; basic needs are met, and resources are shared equitably; people have control over their own lives; and those in power act for the common good. The Zimbabwe Programme Team is headed by the Programme Manager. The Programme Assistant will support the work of the Programme Team in- country.

Background to the role

The Programme Intern, reporting to the Programme Manager, will support the Programme Team in the day-to-day management of the country programme. S/he will support day-to-day administrative and operational activities. The role will focus on, but is not limited to, the following:

Programme implementation support to the Programme Team.
Administrative support to the Programmes Team.
Updating different project documents on online platforms as guided by the Programme Advisors.
The postholder may be required to visit projects and partners from time to time.
Safeguarding policy

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behavior and the responsibility of all staff, consultants, and other organizational representatives.

Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents. All offers of employment will be subject to pre-employment checks including satisfactory references and appropriate screening. Trócaire also participates in the Inter Agency Misconduct Disclosure Scheme and all employees will be subject to this as part of contract of employment.

Scope of the role

The role will be a member of Trocaire Zimbabwe’s Programme Team proving support to different projects that are being undertaken. The Programme Intern role will primarily focus on:

Providing administrative and logistics support to the Programme Team in liaison with the Office Administrator.
Supporting the Project Advisors in filing project documents online.
Undertaking other administrative and support functions as requested by the Programme Manager

Duties and Responsibilities

Key duties and responsibilities

Administrative support to the Programme Team

Provide administrative support to the Programme Team in the organization of events, meetings, and workshops, etc.
Make travel arrangements for the Programme Team and project staff, including preparation of travel requisitions and claims.
Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
With guidance from Advisors, maintain different files of correspondence/documents and electronically received information and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the projects’ records.
Prepare for meetings and or workshops, ensuring all needed stationery is ready and available for use.
Assist Programme Team with procurement of programme stationery and any needed equipment, in liaison with the Administrator ensuring the Procurement policy of the organization is adhered to.
Programme Management support

Provide programme and administrative support to the Programme Team in the preparation of various programme meetings, workshops, and visits.
Compile reports and or minutes for all the programme meetings,
Assist the Programme Team to prepare documentation on the procurement of goods and services.
Programme Administration and Finance

Provide support in raising requisition, i.e., float requests, purchase requisitions and float clearance for the Programme Team activities.
In liaison with the Administrator and finance department, ensure Programme purchase requisitions are conducted in time and according to Trócaire’s procurement policy.

Qualifications and Experience

Requirements
Qualifications and Experience

A minimum of a Degree in Development Studies, Social Sciences, or any other relevant field.
Minimum at least 1 years’ experience in development work.
Strong ability to build relationships and establish trust and credibility with team members.
Strong organizational, interpersonal and presentation skills.
Good understanding in administrative support of development projects is an advantage.
Skills

Ability to coordinate and plan aptly for meetings and any related workshops.
Ability to work under pressure and under minimum supervision.
Ability to perform a broad range of activities aimed at effective and efficient functioning of the programme team, including logistical support.
Qualities

Team player with strong commitment to working with others to achieve mutual objectives.
Availability and flexibility to work outside normal hours when necessary.
Strong commitment to respect of human rights, democracy, women empowerment, and gender equality.
Good interpersonal and communication skills.
Coordination skills.
Excellent organizer.
Other

Empathy with the ethos of Trócaire as a Catholic organization.
Ability and willingness to travel to the field on a regular basis.
Behavioural competencies in line with Trócaire’s Competency Framework

Supporting: Reflecting our values of Participation & Accountability, demonstrating Trócaire’s values with integrity to achieve our organisation’s objectives.
Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations, and other external organisations. Getting our message across with impact.
Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources.
Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning, and decision-making.
Continual Improvement and Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.
Flexibility and Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to the role in the organisation.