Job Posting at African Women’s Development Fund (AWDF)

Job Posting at African Women’s Development Fund (AWDF)

POSITION: Operations Officer

TEAM’S PURPOSE/RATIONALE/MANDATE 

The operations team contributes to the overall strength of the African Women’s Development Fund’s (AWDF’s) organizational systems, structures, and procedures. The team is striving to improve the quality and efficiency of organizational tools and systems to support our staff, grantee partners, and ways of working, to establish and sustain fit-for-purpose IT infrastructure across AWDF to help us achieve our ambitious objectives.

Moreover, the team is in charge of managing day-to-day system operations, including the software, hardware, and other tools required to execute our jobs efficiently and effectively, as well as ensuring data quality, protection, and security. The team participates by giving insights and recommendations on how to deal with identified system operating difficulties, as well as supporting efficient workflows and organisational change management processes.

Job Summary 

The Operations Officer will collaborate closely with programs and operations teams across the organization to support AWDF’s grant application and donor management information and process flow, as well as to continuously improve and enhance our Salesforce platform as an integrated system by gathering requirements and feedback, designing scalable best practices and integrated solutions, and managing the product road map with the assistance of external consultants.

AWDF’s Salesforce user experience is critical to the organization, thus the Operations Officer should be committed to and enjoy all parts of user management, including training and building solutions with user pleasure in mind. As the administrator of the Project Management Tool (Asana), the Officer also contributes to project management efforts such as organisational planning and coordination. The Officer reports to the DoO and DoP, and her/his work is cross-cutting between Programs and Operations.

Specific Duties

Salesforce Database and System Administration 

• As the Administrator, you will assist in the redesign and management of Salesforce and other technology improvement plans and timetables, communication, systems testing and troubleshooting, documentation, and training.
• Manage the present and future resourcing and donor management database systems in Salesforce, including data quality, retrieval, coding, and reporting.
• Customize resourcing templates and online forms in Salesforce or any other web platform in English, French, and possibly Portuguese and Arabic.
• Develop and maintain online correspondence and notifications.
• Implement and maintain protocols for testing, reconciling, and making accurate and timely database updates.
• Manage system upgrades, troubleshooting, and update rollout, which includes personnel notice and training.
• Manage Salesforce configuration changes, such as flow, fields, page layouts, record types, custom settings, dashboards, and reports.
• Create training materials, maintain electronic manuals, document system process changes, and train users on all updates.
• Support the administration of the resourcing process in collaboration with other members of the Programmes team.
• Support the creation of periodic reports and analysis of grantmaking activities, such as application and grant data, grantee summaries, reports on trending topics, desk reports, donor reports, and other special reports.

Grant Management and Programmes Support

• Support the Resourcing team in monitoring grant portfolios and tracking grantees at various grant stages.
• Support the Agency and Resilience team in tracking organizations (pre-applicants and/or grantees) at various phases and ensuring links between Agency and Resilience and Resourcing.
• Monitor and document the Resourcing workflow procedures, forms, templates, reports, and data to ensure complete compliance with internal controls.
• Consult with the DoO to ensure proper paper and electronic document retention.
• Liaise with the DoP to ensure that data and information on programs (Nurturing Cluster Initiatives) are integrated and linked to the Programmes learning agenda.
• Evaluate developing user needs on a continual basis, making changes to the grant database as needed, and maintaining data integrity and correctness.

Donor Management Support 

• Collaborate with the Partnerships and Philanthropy (P & P) team to track donor money allocations (particularly donor spending and grant conditions during the grant duration).
• Help the P&P team generate data and dashboards for analysis to assist management in successfully tracking donor spending and allocations.

Project Management 

• Work closely with the DoO and DoP in organization-wide project management through project management tool tracking and partnerships to ensure AWDF delivers on its obligations both internally and outside.
• Support the upkeep of an integrated platform between the grants database and the resource mobilization database, etc.
• Ensure that relevant AWDF staff receive ongoing training and support in the usage of the Salesforce system and project management tools.

Knowledge, Learning, and Evaluation

• Keep up with necessary system updates, and share knowledge and learning with team members and other internal and external stakeholders as needed.
• Produce information and analysis of AWDF’s awards, other program processes, and other project updates.
• Collaborate with the Impact and Learning team to ensure that the system facilitates the collection, analysis, and storage of data and information for effective and reliable monitoring, evaluation, and learning.

Essential Knowledge and Experience

• Proven experience with Salesforce and a systems perspective.
• Knowledge of Salesforce Nonprofit Starter Pack will be an asset.
• Capacity to manage projects from idea to conclusion, with the capacity to synthesize information analytically and systematically.
• Understanding of women’s rights and gender equality concerns.
• Knowledge and professional experience in African women’s rights, grantmaking, and/or civil society settings.
• Excellent written and verbal communication abilities. This includes the ability to provide excellent presentations to both internal and external stakeholders as needed.
• Excellent interpersonal skills and a strong team player
• Ability to work with varied groups of people.
• Demonstrates ability to originate and manage projects.
• Proficient in time management, multitasking, working independently, and maintaining a professional demeanour.
• Ability to work flexible hours.
• Ability to travel inside Africa and abroad as needed.
• Enthusiasm for women’s rights and a commitment to the AWDF’s feminist beliefs.

Qualifications

• A bachelor’s degree or other equivalent qualification.
• At least 5 years of relevant expertise with Salesforce and other project management systems, etc.
• A minimum of two years experience as a Salesforce administrator: Salesforce Administrator (ADM201 and ADM211) certified
• General experience working in the development/human rights domains in Africa; experience working in grant-making and administration will be beneficial.
• Proficient in English, both written and spoken. Job location.
• AWDF House, Accra, Ghana; or work remotely from any African country where you have legal permission to work.

Organizational Competences: 

All staff members must show the following AWDF Core Principles in all professional contacts and interactions that may reflect on AWDF:

• Accountability and Integrity
• Solidarity and Collective Care
• Intersectionality and Meaningful Inclusion
• Learning & adaptability
• Courage and Joy
• Creativity and Curiosity

AWDF has a zero-tolerance policy against all forms of corruption, which is punishable by instant dismissal without benefits.

• Salary range: USD 24,824 – USD 43,443 yearly.
• Midpoint: USD 34,133 yearly.

How to Apply for this Job Posting at African Women’s Development Fund

Click Here to Apply Online

Closing Date: December 17, 2024

NOTE:

It is important to keep in mind that employers receive many applications for each job posting and will only select the most qualified candidates. Furthermore, NewsNowGh does not have any influence over the decisions made by employers/recruiters. As a result, we cannot guarantee that sending applications will lead to candidates being shortlisted or selected for a particular position.

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