Programme Operations Specialist for IMS' Africa Department

Are you experienced in programme administration and looking to further your skills in development programmes in an African context? Do you have an interest in promoting independent journalism in challenging environments?

Who we are?
IMS (International Media Support) supports local independent media and media advocacy groups in countries affected by conflict, political transition and authoritarian rule. Established in 2001, the organisation has since worked with hundreds of local and international partners to support independent journalism, freedom of expression and the safety of journalists.

IMS’ goal is to have public interest media that is relevant to and reaches audiences of all groups of society, so that they can discuss, share and act on this content, and to have media and civic groups and organisations – especially women’s and minority organisations – collaborate to bring about this change. In addition, IMS supports the development of inclusive workspaces, free from discrimination and harassment, through inclusive and transformative policies and mechanisms.

Job summary
IMS is seeking a dedicated Programme Operations Specialist to join the team of our Africa Department. As the Programme Operations Specialist, you will be responsible for the financial and administrative coordination and support of Africa country programme and regional activities, ensuring effective and efficient implementation in line with IMS institutional policies.

Key functions and key responsibilities

• Act as the first point of contact in relation to the financial and administrative aspects of projects, contracts and preparations of payments to partners and the finalisation of accounts.
• Liaise IMS country programme partners to ensure proper coordination in all aspects of Programme Cycle Management in close coordination with Programme Managers;
• Identify operational and financial challenges with programme implementation and propose solutions to mitigate operational risks.
• Prepare, quality check and follow up on all types of contracts, hereunder financial controlling of accounts and financial reports.
• Prepare payments for processing in accordance with allocated budgets and contracts in close coordination with the Finance Department.
• Analyse and correct expenditure variances and provide timely feedback to the team lead and PM to ensure all stakeholders are kept up to date with budgetary amendments.
• Draft or proofread documents such as Memoranda of Understanding (MoUs) and Terms of Reference (ToRs).
• Maintain an up-to-date document repository of all programme documents and resources while ensuring they are uploaded to relevant IMS internal systems.
• Develop and implement the capacity building of local teams, including system integration and people operations process alignment, to help with future fit of organizational structure and operating model.
• Assist with establishing and maintaining a system for monitoring and feedback from project activities and media output archives.
• Logistical assistance and planning of implementation of special events, conferences, group visits, obtaining visas, etc.

Qualifications

• Relevant educational background in e.g. social sciences, international development, economics or international business studies
• 2 years experience in programme cycle management and administration is required, ideally from the NGO sector. Media development experience is not a requirement but considered an asset.
• Knowledge and experience with financial management, including budgeting and financial control of programmes with multiple funding sources is required;
• Excellent command of Excel and Microsoft office
• Excellent organisational and planning skills
• Strong attention to detail
• Excellent written and verbal communication skills in English at business level is a prerequisite. Language proficiency in IMS Africa programme country languages will be considered an asset.  
• Strong team working skills and the ability to handle many tasks at once while working independently

Duration and location

• Expected length of employment: 12 months
• Salary will be commensurate with experience and IMS policies.
• Place of employment: Copenhagen, IMS HQ Office
• Employment type: Full-time
• Starting date: 01 January 2025

Organisation
You will report to the Department Manager (Africa), work closely with Programme Managers, and liaise frequently with IMS’ Finance and Administration Department, the Communications Unit, and other cross-cutting units where needed.

How to apply
You apply by submitting your resume and application in English through the link below/to the right no later than 14 November 2024. Interviews will be conducted on a rolling basis. 

Please direct questions about the position to Department Manager Martin Salih, [email protected]

Who can apply
IMS encourages everyone with the required qualifications and skills to apply, regardless of their racial, ethnic, religious and cultural background, sex, sexual orientation or gender identity.

Code of conduct
IMS shows no tolerance to any kind of unwanted behaviour at work, including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct. Therefore, all employments will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.