Programme Operations Specialist in IMS' Europe
2 days ago
Programme Operations Specialist in IMS' Europe & Global Department – Parental Cover
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 an experienced, dedicated Programme Operations Specialist to join the team of our Europe and Global Response Department. As the Programme Operations Specialist, you will be responsible for the financial and administrative coordination and support of Europe and Global Response country programme and regional activities, ensuring effective and efficient implementation in line with IMS institutional policies. During this parental cover, you will primarily be working with programmes covering Eastern Europe.
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 reading through narrative reports, financial controlling of accounts and financial reports, interfacing with IMS Admin. & Finance Department.
- Prepare payments in accordance with allocated budgets and contracts.
- Maintain overview of budget expenditure and provide periodic expenditure overview.
- Assist with overall programme management; hereunder planning, follow-up to Department and IMS institutional deadlines, general reporting, and development of funding proposals, including budgets.
- Maintain an up-to-date document repository of all programme documents and resources while ensuring they are uploaded to relevant IMS internal systems.
- Assist with establishing and maintaining a system for monitoring and feedback from project activities and media output archives.
- Support on travel arrangements; flights and hotel bookings in Denmark and in programme countries.
- Logistical assistance and planning of implementation of special events, conferences, group visits, obtaining visas, etc.
Qualifications
- Relevant educational background in e.g. finance, economics, project management or international business.
- 2 years experience in programme cycle management and administration is required, ideally from the NGO sector.
- Knowledge and experience with financial management, including budgeting and financial control of programme.
- Excellent command of Excel and Microsoft office.
- Excellent organisational and planning skills.
- Ability to manage a large volume of grants and contracts efficiently under pressure.
- Maintain a strong focus on details while handling complex documentation and processes.
- Ensure accuracy and compliance in all grant and contract-related tasks.
- Effectively prioritize and organize workload to meet deadlines.
- Conduct high-quality procurement processes in compliance with organizational and regulatory standards.
- Strong attention to detail.
- High ethical standards and diplomatic skills.
- Excellent written and verbal communication skills in English at business level is a prerequisite.
- Eastern European languages will be an advantage.
- Strong team working skills and the ability to handle many tasks at once while working independently.
Duration and location
- Expected length of employment: 9 months.
- Salary will be commensurate with experience and IMS policies.
- Place of employment: Copenhagen, IMS HQ Office.
- Employment type: Full-time.
- Starting date: as soon as possible.
Organisation
You will report to the Lead of the Regional Team, 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 21 March 2025 before 12.00.
Please direct questions about the position to Lead of Regional Team Henrik Underbjerg hun@mediasupport.org.
Interviews will be take place on a rolling basis.
Who can apply
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.
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.
International Media Support (IMS) is a non-profit organisation working to support local media in countries affected by armed conflict, authoritarian rule and political transition. Across four continents, IMS helps to promote press freedom, strengthen professional journalism and ensure that media can operate in challenging circumstances.
IMS was established in 2001 in the wake of the tragic events in Rwanda and the former Yugoslavia where these and other conflicts saw media being manipulated and used as a tool to fuel violent conflict. IMS was set up in response to this trend with the aim to help local media working in conflict-affected areas to remain operative and professional.
We support the production and distribution of media content that meets internationally recognised ethical standards and work to ensure safe media environments with sound laws for journalists. We do this because citizens and leaders need information they can trust to make decisions that develop their societies in a peaceful and democratic way.
The organisation is headed by Jesper Højberg Executive Director of IMS. Our headquarters are based in Copenhagen with field offices currently in Ethiopia, Tunisia, Kenya/Somalia, Thailand/Myanmar, Niger and Pakistan.
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