Management & Program Officer (MPO) based in Port-au-Prince will be under the supervision of the Assistant Country Director – Program Quality (ACD-PQ). The position provides overall administrative management and programmatic support to the Country Director (CD), ACD and Program Quality and Learning department (PQL). S/he will be responsible for organizing and managing internal events, logistics, visitors, consultants, interns/volunteers.

MPO serves as the focal point for Programs and PQL to ensure the Shared Drive and the Scanning Drive are updated and contain relevant information on CARE – Haiti initiatives. Similarly, MPO supports the Compliance, Grants and Contracts unit in needs based information (reporting, customs requests, etc) collection for the country office programming destined to different government entities.

Administration and Programmatic Support (50%)

 Provide administrative support to the management, programs and PQL (printing scanning of core documents, follow up on signatures, etc), prepare and follow through the administrative correspondence (including requests for employment certification, letters of invitation, visa requests, government letters, etc) and consultant orientation (welcome package, lodging, etc).
 Coordinate and liaise to seek resolution of pending issues between programs and program support (HR, Finance, Procurement, Logistics, IT).
 Proactively evaluate administrative needs of the CD, ACD and PQL and ensure proper planning and actions are in place (including stationery requests and stock management).
 Enter Purchase Requests into Pamodzi, follow up with procurement and ensure the reception/delivery, storage and corresponding forms (Waybill, Goods Received Note (GRN) are prepared.
 Ensure the update of the Country Office Organigram, General Contact list (Embassies, NGOs, etc) and CARE Partner Database;
 Assist in preparation and arranging the meetings, workshops, events both internally for CARE – Haiti and partners as well as externally with CARE– Haiti participation (i.e, launch ceremonies, Core Management Team (CMT) meetings in sub offices, workshops, etc).
 Translate CARE documents as necessary.
 Follow-up (review) and prepare the payment requests for the CCO invoices.
 Coordinate with program managers on preparation and submission of the “procurement plans” as well as the follow-up of the Procurement adherence to these plans.
 Capacity building and accompaniment of administrative staff in common administrative procedures as needed.



R.2 Program and PQL Information Coordination (20%)

- Coordinate with Compliance, Grants and Contracts unit to ensure core documents for various fund codes and programs are updated.
- Support Compliance, Grants and Contracts in preparation of the regular CARE – Haiti program related reports requested by the government.
- Serve as a focal point for Shared Drive Program section, including verification, update and management of the documents.
- Serve as a focal point for Scanning Drive Program Section and coordinate with specific project focal points on the availability of all required documents on the drive.
- Management & Program Officer will be responsible to enter the appeal funds budget allocated to general mission use managed by CD\ ACD-PQ\ PQL into Pamodzi and will monitor expenses vs specific mission funds (reports) as necessary.

R.3 Support P2P transition (25%)

- In close collaboration with ACD-PQ and CD, support the roll-out of the P2P process including presentations, specific small workshops and group work;
- Accompany the consultants or internal studies, assessment, etc for identification of CARE – Haiti programming areas;
- Actively participate in program meetings, specifically related to P2P planning process, and lead specific tasks.

R.4 Other duties (5%)

- Support Emergency Response of CARE – Haiti
- Perform other duties if necessary.



 Ensure that the principles of equality and diversity are respected within the current project and in the management of human resources.
 Help identify capacity building needs of its staff on the topic of gender integration and develop strategies to address them.
 Ensure the availability of sex-disaggregated data for the project

Required:
- Degree in management
- Minimum 3 years of experience in administration in NGO setting
- Working proven knowledge of budgeting and budget management (familiarity with excel, powerpoint).
- Proven experience of information management.
- Detail oriented with ability to prioritize tasks effectively and meet deadlines.
- Proven initiative and ability to work independently.
- Very Strong written and verbal communication skills.
- Good interpersonal skills, team player and strong negotiation skills;
- Willingness to work additional hours during critical periods
- Willingness to work on weekends and holidays as required

Desired (additional asset):
- multi-sectoral program experience is an asset
- General knowledge of regulations and requirements of donors such as USAID, ECHO, CIDA, etc.
- Knowledge of CARE financial system PAMODZI
- Experience and knowledge of project management

Languages:
- French
- Creole
- English

• 85 % based in Port-au-Prince (PAP)
• 15 % Travel to the CARE – Haiti target zones

CV, Lettre de motivation, Certificats et Diplomes

• CD, ACD_P, PQ&L, Compliance, Grants and Contracts, Program Support Team