Senior Programme Support Associate

**Context**

The Sub-Regional Office (SRO) in Brussels plays a strategic dual role within the organization. Firstly, it provides critical oversight and support in resource management and programme and fundraising support to Country Offices (COs) across the EEA+ sub-region. This includes oversight of the COs through the direct reporting of Chiefs of Mission and Heads of Offices, project financial endorsement, financial compliance, functional supervision of RMOs, human resources, procurement, and IT. The SRO also provides programme support throughout the entire project cycle—from initiation and activation to implementation. These services enhance operational performance and support the growth of the regional portfolio. Secondly, the SRO functions as a key resource mobilization hub, supporting Country Offices for Partnership and Advocacy (COPA) as well as other Country Offices in coordination with the Office of Partnership, Advocacy and Communications (OPAC) and the Global Office (GO) in Brussels. It leads negotiations related to both internal and external funding sources. Internally, the focus of resource mobilization is mainly on EU shared management funding; externally, the SRO supports COs in accessing foreign aid, both from governments and the private sector, by identifying and pursuing strategic financing opportunities.

Due to the different sizes and capacities of the COs within the area of responsibility, the SRO Brussels specifically provides tailored hands-on support to missions with limited capacities in terms of fundraising, project development, financial compliance, Monitoring and Evaluation (M&E), as well as overall quality assurance.

Under the direct supervision of the Sub-Regional Director (SRD) and in close coordination with the Senior Sub-Regional Office Resources Management Officer (SSRMO), the Project Support Unit (PSU) and the relevant Regional Thematic Specialists in the Regional Office Vienna (RO Vienna), the Senior Programme Support Associate will provide operational and administrative support to COs in the EEA+ in the development and implementation of their action plans, project development, fundraising, M&E.

**RESPONSIBILITIES
Programme Support and Coordination**
- Provide day-to-day programme support to Sub-Regional Office (SRO) and Country Offices (COs) in the planning, implementation, monitoring, and reporting of projects in compliance with organizational standards and procedures.
- Assist in preliminary review of project proposals, reports, and work plans for completeness, accuracy, and adherence to institutional formats and requirements.
- Support the tracking of programme implementation, flagging delays, risks, and challenges to supervisors, and following up on agreed corrective actions.
- Facilitate the sharing of information, lessons learned, and good practices across COs to strengthen coordination and programme delivery.
- Support the organization and delivery of training or orientation sessions to enhance staff understanding of programme and reporting requirements.

**Resource Mobilization and Donor Reporting Support**
- Assist in compiling inputs for donor proposals, concept notes, and reports.
- Maintain donor reporting schedules, ensuring timely reminders and submission of required documents.
- Support the tracking of funding opportunities and maintain an updated pipeline of proposals and reporting requirements.
- Provide logístical and administrative support for meetings, workshops, and coordination events with partners, donors, and inter-agency platforms.
- Assist in maintaining up-to-date contact lists, partnership records, and documentation to support effective stakeholder engagement.
- Draft background notes, minutes, and follow-up actions to strengthen coordination with governments, regional bodies, civil society, and private sector partners.

**Compliance, Governance, and Accountability**
- Ensure programme files, records, and reports are maintained in line with organizational compliance and accountability requirements.
- Support monitoring and reporting on programme indicators and assist in preparing consolidated progress updates for management review.
- Provide administrative follow-up on audit and compliance recommendations, supporting timely closure of actions.

**Operational and Administrative Support**
- Supervise and coordinate the work of the staff in the unit, ensuring effective task allocation, performance monitoring, and team collaboration.
- Support the Sub-Regional Director and Senior Sub-Regional Resources Management Officer in planning their visits, scheduling meetings, and managing agendas to facilitate smooth operations.
- Provide surge and operational support during periods of peak workload, programme start-up, or emergency scale-up.
- Liaise regularly with the SRO Resource Management team and relevant units at CO, RO, and HQ levels to facilitate smooth programme and financial processes.
- Perform other related duties as assigned.

QUALIFICATION