Office Assistant

Branch Manager, Aim

Department Mastercard Foundation Accelerating Impact for Young Women in partnership with BRAC (AIM) BRAC Ghana Branch Accounts and Operations Officer NB: Reserved for female candidates only Location (One per Branch) Upper West Region (Lawra, Wa west, Wa Municipal Jirapa, Nadowli) Reporting to Regional Manager, AIM Programme Level/Grade 1. ORGANISATION RELATIONSHIPS: Number of people Supervised (including the name of the positions): Directly: 5-10 Programme Officers- AIM, One (1) Branch Accounts and Operations Officer (BAOO), One (1) Office Assistant Supervision offered by: (Name of the position) Regional Manager ABOUT THE AIM PROGRAMME The Mastercard Foundation Accelerating Impact for Young Women (AIM) in Partnership with BRAC is equipping 2 million adolescent girls and young women (AGYW) with age-appropriate entrepreneurship, employability, and life-skills training, as well as the tools to start and scale their own businesses. The nine-year program (2021-2030) applies BRAC’s proven model using microfinance, youth empowerment, agriculture, education and skills development to improve lives and livelihoods. It currently operates in seven African countries: Sierra Leone, Liberia, Uganda, Tanzania, Rwanda, Ghana, and Kenya. Based on the AGYW age, needs, and circumstances, AGYW are placed on one of two pathways in the AIM program: an education pathway or a livelihood pathway. Reporting to the AIM Regional Manager (AIM-RM), the AIM Branch Manager (AIM-BM) will provide overall leadership to program implementation activity at the branch level and will be responsible for all branch level programme activities This will include day-to-day management and implementation, supervision, staff-capacity development, staff supervision and monitoring, stakeholder management, procurement and ensuring internal team coordination. The BM will directly supervise approximately 5-10 Program Officers (PO) one (1) Branch Accounts & Operations Officers (BAOO) and one (1) office assistant to ensure effective and timely program implementation and quality assurance. She will also be responsible for overall reporting (MIS, internal, and donor reporting) and for supporting other technical and operational activities at the branch level. MAJOR RESPONSIBILITIES Technical and Implementation Support: Lead team-set up, staff onboarding, training, and activity planning of AIM-POs and BAOO and Office Assistant. Lead team-set up, staff onboarding, training, and activity planning of AIM-POs and BAOO and Office Assistant. Lead community identification, listing, entry, and household (HH) survey-related activities Lead community identification, listing, entry, and household (HH) survey-related activities Oversee the selection and set-up and decoration of AIM clubs, participant selection by using the BInsight application, and supervise the operation of club activities with direct assistance from POs Oversee the selection and set-up and decoration of AIM clubs, participant selection by using the BInsight application, and supervise the operation of club activities with direct assistance from POs Lead mentor recruitment, training, YDC formation, training & meeting, VSLA formation, training and operations. Lead mentor recruitment, training, YDC formation, training & meeting, VSLA formation, training and operations. Ensure all programme data collection, activity implementation information, attendance, and other information is collected using Binsight and any other programmatic approved tool. Ensure all programme data collection, activity implementation information, attendance, and other information is collected using Binsight and any other programmatic approved tool. Provide technical guidance and direction to POs to match participants to livelihood and Education pathways. Provide technical guidance and direction to POs to match participants to livelihood and Education pathways. Ensure the distribution of livelihood and education support to the right participants and the timely collection of the shared cost portion from the eligible participants. Ensure the distribution of livelihood and education support to the right participants and the timely collection of the shared cost portion from the eligible participants. Ensure timely banking and other finance-related activities with reporting. Ensure timely banking and other finance-related activities with reporting. Lead all market development-related activities, community mobilization & collaborate with the BRAC Microfinance (MF) team in ensuring AIM MF days are effectively conducted. Lead all market development-related activities, community mobilization & collaborate with the BRAC Microfinance (MF) team in ensuring AIM MF days are effectively conducted. Lead and ensure the education-related support to the eligible participants within the Branch. Lead and ensure the education-related support to the eligible participants within the Branch. Lead the distribution or provision of school-related costs (in-kind or cash) and monitor the use of resources, as well as the school attendance of AIM education participants. Lead the distribution or provision of school-related costs (in-kind or cash) and monitor the use of resources, as well as the school attendance of AIM education participants. Ensure 80% of eligible AIM participants in the Branch transition to MF. Ensure 80% of eligible AIM participants in the Branch transition to MF. Ensure custody of all digital devices and other accessories with the office furniture Ensure custody of all digital devices and other accessories with the office furniture Ensure the updating of all branch-level files, registers with the display board as per the programme design. Ensure the updating of all branch-level files, registers with the display board as per the programme design. Ensure timely preparation and submission of management information system (MIS), financial, and donor reports Ensure timely preparation and submission of management information system (MIS), financial, and donor reports Ensure gender-based violence (GBV) case management and reporting when cases are reported through the POs Ensure gender-based violence (GBV) case management and reporting when cases are reported through the POs Finalize branch-wise procurement plans for the necessary asset and input support, including numbers, item specifications, budget, and bidding Finalize branch-wise procurement plans for the necessary asset and input support, including numbers, item specifications, budget, and bidding Ensure all branch-level procurement in compliance with policy and budget allocations Ensure all branch-level procurement in compliance with policy and budget allocations Track and maintain sufficient cash flow for smooth day-to-day project activities Track and maintain sufficient cash flow for smooth day-to-day project activities Supervisory and Coordination Support: Lead all branch-level activities and serve as the branch’s main focal point for internal and external stakeholders Lead all branch-level activities and serve as the branch’s main focal point for internal and external stakeholders Coordinate closely with AIM Technical Sector officers (AIM-TSOs) to develop capacity of programme officers (POs) in livestock, agriculture, education, market development, and social inclusion Coordinate closely with AIM Technical Sector officers (AIM-TSOs) to develop capacity of programme officers (POs) in livestock, agriculture, education, market development, and social inclusion Facilitate monthly branch coordination meetings to ensure communication, planning, and internal alignment Facilitate monthly branch coordination meetings to ensure communication, planning, and internal alignment Organize and facilitate all branch-level trainings and workshops as per program design Organize and facilitate all branch-level trainings and workshops as per program design Safeguarding Responsibilities: Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do the same Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do the same MAJOR CHALLENGES Use of digital tools, identifying quality club spaces, selection of potential mentors, and community mobilization Use of digital tools, identifying quality club spaces, selection of potential mentors, and community mobilization KEY PERFORMANCE INDICATORS (KPIs) DECISION MAKING Decision taken independently: Program implementation as per plan, supervision, planning, change of club or group meeting date in consultation with the PAs and participants, routine related operations Decision taken independently: Program implementation as per plan, supervision, planning, change of club or group meeting date in consultation with the PAs and participants, routine related operations Decision referred to the Supervisor: Change implementation time of the implementation planner, staff transfer, roll change among the staffs or any amendment of policies. Decision referred to the Supervisor: Change implementation time of the implementation planner, staff transfer, roll change among the staffs or any amendment of policies. RELATIONSHIP TO OTHER ROLES Within the Programme or Department (position names): MF team, TSOs, PAs, HR, Accounts & Finance and MEAL Within the Programme or Department (position names): MF team, TSOs, PAs, HR, Accounts & Finance and MEAL Outside the Programme or Department (Programme& position names): Branch-level Government and NGO officials, Local government representatives Outside the Programme or Department (Programme& position names): Branch-level Government and NGO officials, Local government representatives WHO DOES PERFORMANCE REVIEWS FOR THIS ROLE? Regional Manager - AIM Regional Manager - AIM ANY OTHER ADDITIONAL RESPONSIBILITIES? Banking, procurement, office management and administration, visitor management, and coordination with other BRAC staff. Banking, procurement, office management and administration, visitor management, and coordination with other BRAC staff. BUDGET under this POSITION: [Budget holds/provided to spend for the project or programme or the signing authority of the position (If any)] Not Applicable NUMBER OF REPORTEES Direct: 5-10 Programme Officer, BAOO and Office Assistant Direct: 5-10 Programme Officer, BAOO and Office Assistant Indirect: N/A Indirect: N/A EXPERIENCE (Including sector/industry) Bachelor's degree (preferred) or Diploma in Development Studies, Social Work Community Development, Education and /or other relevant fields Bachelor's degree (preferred) or Diploma in Development Studies, Social Work Community Development, Education and /or other relevant fields At least 4 years’ experience in the national/international development sector, including experience with extreme-poor and marginalized communities to implement integrated development programs, including microfinance, education, livelihood, agricultural and food security, and/or girl’s and women’s empowerment programs At least 4 years’ experience in the national/international development sector, including experience with extreme-poor and marginalized communities to implement integrated development programs, including microfinance, education, livelihood, agricultural and food security, and/or girl’s and women’s empowerment programs KNOWLEDGE, SKILLS & COMPETENCIES Experience in project management and coordination, including supervision and monitoring, administration, finance, and logistics Experience in project management and coordination, including supervision and monitoring, administration, finance, and logistics Strong Microsoft Office skills Strong Microsoft Office skills Experience in the use of digital reporting and/or survey platforms (e.g. KoBo, Google forms, SurveyMonkey, CommCare, SurveyCTO, etc) is preferable. Experience in the use of digital reporting and/or survey platforms (e.g. KoBo, Google forms, SurveyMonkey, CommCare, SurveyCTO, etc) is preferable. Strong sense of teamwork and collaboration, and demonstrated ability to build relationships with individuals from diverse backgrounds Strong sense of teamwork and collaboration, and demonstrated ability to build relationships with individuals from diverse backgrounds Personal qualities of integrity, credibility, and dedication to the mission of BRAC. Personal qualities of integrity, credibility, and dedication to the mission of BRAC. Community mobilization skills, including good communication and facilitation skills. Community mobilization skills, including good communication and facilitation skills. Local Language Ability to speak the local languages in the Upper West Region: Dagari, Waale Ability to speak the local languages in the Upper West Region: Dagari, Waale SPECIFIC EDUCATIONAL QUALIFICATION Degree: Bachelor's (preferred) / Diploma Degree: Bachelor's (preferred) / Diploma Concentration / Major: Development Studies, Social Work, Community Development, Education, and or other relevant fields Concentration / Major: Development Studies, Social Work, Community Development, Education, and or other relevant fields PROFESSIONAL DEGREE / CERTIFICATION Qualified and interested applicants should submit their application torecruitment.ghana@brac.net stating the job title and the preferred location in the email subject. Qualified and interested female candidates in the Upper West Region and Central Regionof Ghana are encouraged to apply and only shortlisted candidates will be contacted.