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GUIDANCE NOTES ON COMPLETING THE

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GUIDANCE NOTES ON COMPLETING THE Powered By Docstoc
					                                     VOLUNTARY SERVICE OVERSEAS ETHIOPIA
                                                     P.O Box 23531, Addis Ababa
                                                  Tel: 00251 (0) 11 618 7442/45/47
                                                           Fax: 00251 (0) 618 7451




August 13, 2010


Dear Applicant,


Recruitment Information Pack for Programme Manager (Fixed Term Contract)

The enclosed pack provides you with full information about the above post. Please ensure
that you read this information carefully before completing the Application Form. If you
believe that you are suitable for a post, having read the information in full, complete the
Application Form. Return the completed form to us in a large (A4 size) envelope so that
your form is not folded, or send it by email.

Do not send certificates, references, general CVs and other documents - they will not
be considered. We want all candidates to provide information about themselves in
our standard form. Only short listed applicants will be asked to submit references
and certificates when the office informs them.

   Closing date for receipt of completed forms is Tuesday 31 August 2010 at 4:30 p.m.

According to the VSO Ethiopia salary scale, this post is grade 5 with starting salary of
Birr 13,521 (Thirteen thousand five hundred twenty one) per month. In addition you
will get 10% (taxed) of your gross salary for dependents' medical allowance.

Thank you for your interest in VSO Ethiopia's work. We encourage you to find out more
about our work from the website: www.vso.org.uk. We would like to take this opportunity to
wish you every success in your future career.

Yours sincerely,


Wubeshet Woldemariam
Country Director

Enclosures: Application Form
            Job Description and Person Specification




                                                                                         1
GUIDANCE NOTES ON COMPLETING THE APPLICATION FORM

Introduction


Providing accurate and legible information in the application form, and in the format we have
asked you to is a very important part of the selection process. So please read these guidance
notes carefully. You are required to complete and submit VSO’s standard application form as
this enables us to consider applicants on a comparable basis. CVs will not be accepted. Please
complete the form in type in black ink, so that it is legible and submit to our office before the
deadline.


Present and Previous Employment


When completing this section it is important to include any part-time paid work or unpaid
voluntary work, particularly if you have not been employed on a full-time paid basis before.

Please ensure you include your present or most recent employer, even if you feel that this post
was not the most relevant to your application. You will have the opportunity to describe the
skills and experience that are most relevant to the post within the section of the form where you
describe how you meet the person specification criteria A-G.


References


Please give the name and contact details of your current, or most recent, employer as one of your
referees. If you have not been employed, you may wish to give the name of a teacher, lecturer, or
other person who knows you sufficiently well to comment on your ability to do the post. Please
state in what capacity you know each referee. Referees should not be partners or relatives. We
normally only seek references if we make a provisional offer of appointment to you. Should we
need to contact your referees before this, we will agree this with you first.


Job Description and Person Specification


Each advertised post is supported by a job description and person specification. Please read these
carefully. The person specification lists the essential skills knowledge and experience that are
necessary for the post and these are the criteria against which you will be assessed for selection
purposes. You should pay particular attention to these criteria and demonstrate how you meet
the requirements of the post in your application form and on the selection day.




                                                                                               2
                                                             APPLICATION FOR EMPLOYMENT

                                                             Programme Manager (Education)

                                                             In Confidence


Please read the guidance notes, job description and person specification carefully before completing this form.
The post you are applying for; should be clearly written. Shortlisting will be carried out solely on the basis of
information provided on the application form. CVs will not be considered.

This form will be photocopied, so please complete the form in type in black ink, so that it is legible.


                                                  Personal Details

Post(s) Applied for:                                 How did you learn about this vacancy?
                                                     (Please give name of publication, website etc.)



Have you been interviewed for a programme post with VSO in the last 12 months? YES / NO

If yes please give the name and country of the post(s) interviewed for.


Family Name:                                                 Contact Address:

Forename(s):

Preferred Title:

                                                             Postcode:

                                                             Tel. No. Home:

                                                             Tel. No. Work:

                                                             Contact email address:




Nationality (ies):                                           Current Country of Residence:




                                                                                                                    3
Education (Further/Higher)

College/University attended                    Subjects studied, level and grades attained     Dates (From- To)




Other relevant courses or training undertaken in the last 10 years

Course/Training details                                                                      Dates




Other skills
Do you hold a full driving license? Yes/No



Present or most recent employer

Name and address of employer:



From:                                  to:

Position held:

Reason for leaving/wishing to leave:

Current/most recent salary:

You may wish to attach a simple structure chart showing your position in the organisation.




                                                                                                                  4
Previous employment within the last 10 years

Dates           Employer’s name                Position held   Reason for leaving
From - To




                                                                                    5
References

Please give the name and contact details of two people VSO may approach for a reference.
VSO will obtain your consent before contacting referees.

Existing/most recent employer

Name:                                                    Name:

Address:                                                 Address:




Daytime telephone number:                                Daytime telephone number:

e-mail address:                                          e-mail address

Job title:                                               Job title:


In what capacity do you know him/her                     In what capacity do you know him/her



Are you available on the scheduled interview date(s)?    If offered this appointment when would you be free to
                                                         start?
Yes / No




If any particulars given by you in this application are found to be false or if you deliberately leave out any
relevant facts, any offer of employment may be withdrawn. Alternatively, if you are appointed when the
correct facts come to light you may be liable for dismissal.

I DECLARE THAT TO THE BEST OF MY KNOWLEDGE AND BELIEF THE INFORMATION
GIVEN ON THIS FORM IS CORRECT.




Signed:                                                   Date:



This form should be returned by hand to the VSO office on or before 31 August 2010 4:30 PM.
                                                                               Registered charity 3313757




                                                                                                                 6
POST APPLYING FOR: ………………………………………………………………………………………..

Please explain how you meet the person specification criteria A – G, ensuring that you give evidence and
examples of how your skills, knowledge and experience meet these shortlisting requirements. Your
submission for this section must not exceed 4 pages of A4.


A. Partnership negotiation and development




B. Programme and project management




                                                                                                           7
C. People management




D. International development knowledge




                                         8
E.   Communication skills




F.   Able to adapt




                            9
G.   Networking skills




                         10
                                                                                                               CONFIDENTIAL

                                                                                                        Equal Opportunities Monitoring Form




Name:................................................................................................

 How did you learn about this vacancy…………………….

Post applied for:........................................................................... Date: .......................................

VSO aims to be an Equal Opportunities employer. In order to monitor the effectiveness of our equal opportunities
policy, all applicants are asked to complete the following questions. This form will be removed by Human
Resources staff before shortlisting and will be kept strictly confidential. The information will be used only to
support the equal opportunities policy.

VSO equal opportunities policy

“VSO is committed to equal opportunities and therefore considers equal opportunities practice to be integral to all
aspects of working life. VSO aims to ensure that no applicant or employee is discriminated against, either directly or
indirectly, on the grounds of gender, marital status, racial or ethnic origin, disability, sexual orientation, age or trade
union activity where these or any other factors are irrelevant to the post in question. Working procedures which ensure
that individuals are treated on the basis of the knowledge, skills and aptitudes relevant to their jobs will be kept under
review.”

Please answer the following questions by ticking the appropriate box.

  1.               Are you:                                   Female                                                     Male

  2.               Do you consider yourself to have a major illness                                                 Yes                      No
                   or disability i.e. a disabled person is someone “with a physical
                   or mental impairment which has a substantial and long-term
                   adverse effect on ability to carry out normal day-to-day
                   activities”.


           Please disclose the nature of your disability (at your discretion):
           ……………………………………………………………………………………………………………………
           …………………………………………………………………………………………

           Please detail what adjustments we need to make for you, if you are short listed to attend an
           interview:
           ………………………………………………………………………………………………………
           ………………………………………………………………………………………………………


           Thank you for completing this questionnaire. Please return it to the Human Resources Department with your
           application form.




                                                                                                                                                  11
                                           JOB DESCRIPTION


JOB TITLE:                        Programme Manager (Education)

RESPONSIBLE TO:                   Senior Programme Manager for Education Programme

PURPOSE OF POST:                  To maintain and contribute to the development of VSO’s
                                  country programme, with responsibility for developing and
                                  maintaining the VSO Ethiopia Education Sector based on
                                  the VSO approaches of inclusivity, partnership,
                                  empowerment, and commitment to learning

Key Duties

1.              Programme Development

Work cooperatively as a member of the Education sector team to coordinate the
development, implementation, monitoring and evaluation of the Education Programme Area
Plan (PAP). This includes:
   i)     Partnership development, including the identification of potential partner
          organisations based on common values and approaches; joint identification of
          organizational development needs; and the monitoring and evaluation of long-
          term relationships
   ii)    The development of documentation to support specific volunteer placements
          identified with partners and pursue effective selection and placement
          arrangements
   iii)   The development of effective advocacy strategies to promote VSO Education
          sector objectives
   iv)    The promotion of internal and external HIV and AIDS, and Gender
          mainstreaming

2.              Programme Management

Work cooperatively as a member of the Education sector team to manage the financial
resources of the sector. This includes:

2.1          Financial management

      i)        With the support of the Regional Programme Funding Development Advisor,
                identify potential donors for the sector, prepare and submit proposals
      ii)       Maintain donor relationships
      iii)      Ensure that all external programme funding contracts are complied with,
                including narrative and financial reports
      iv)       Prepare sector budget and monitor expenditure

2.2             Office administration

      i)        Maintain appropriate files and documentation of all programme development and
                management
      ii)       Liase with administrative staff as appropriate


                                                                                           12
3.          Working with volunteers

     i)     Provide professional support to volunteers to identify and promote clear linkages
            between their work and higher-level objectives of the Programme Area Plan,
            especially in the mainstreaming of gender
     ii)    Empower volunteers to participate in programme planning, implementation,
            monitoring and evaluation
     iii)   Conduct regular visits to partners and volunteers to develop first hand
            knowledge of partnerships, this may require you to be out of Addis one week per
            month
     iv)    In partnership with the administrative, finance and logistics team ensure that
            volunteers are provided with the support (benefits, accommodation, health, and
            security) necessary for them to fulfil their partnership objectives

4.          Other duties

As a member of the programme management team, the Education Program Manager, will
be required to:

     i)     Give peer support to other members of the team
     ii)    Act as VSO’s representative to raise the profile of VSO in country
     iii)   Provide cover in the absence of the Senior Program Manager / Program
            Managers of the Education sector team
     iv)    Assist in the case of emergency




                                                                                           13
                 PERSON SPECIFICATION – PROGRAMME MANAGER (Education)
                                                                            Indicates those criteria
                                                                            which will also be assessed
  Relevant aspects of the following criteria will be assessed at the
                                                                            on the selection day and
                                    application stage
                                                                            where they will be
                                                                            evidenced:
A. Partnership negotiation and development: five years or more Interview
             experience of working in partnership with civil society groups Written test
             and government organisations, to alleviate poverty in
             Ethiopia. This experience must include demonstrated
             capacity to assess the political, social and economic
             context, develop strategic aims, develop and implement
             practical joint action plans, and secure donor funding.
B. Programme/project management: 3 years or more experience in Interview
             Education and/or gender related project management to Written test
             include use of monitoring and evaluation and other tools to
             ensure effective running of programme/project.
C. People management: people management experience which can be             Interview
             transferred to the selection, induction, and performance       Written test
             management of international professional volunteers
D. International development knowledge: Knowledge and experience            Interview
             of applying participatory techniques and promoting gender
             equity. Understanding of the role international volunteers
             can play in development.
E. Communication skills: excellent fluent written and verbal English Interview
             communication skills. Ability to communicate sensitively and Group exercise
             assertively with a wide range of stakeholders.                 Written test

F. Able to adapt: in appropriate way to new and demanding situations         Interview
             e.g. working and/or living outside home country or usual
             environment for lengthy periods.
G. Networking skills: ability to engage with a wide range of stakeholders    Interview
             and raise VSO profile.
                                                                             To be evidenced in selection
Criteria assessed on the selection day
                                                                             day only
H. IT proficiency: in at least one word processing and one spreadsheet       Written test
              package.
I. Practical commitment to VSO’s values: including demonstrated              Interview
              cross cultural sensitivity and commitment to diversity, with
              particular emphasis on gender.
J. Team working, interpersonal and relationship building skills: as a        Interview
              member of the programme team and in representational           Group exercise
              roles with various stakeholders and with volunteers.
K. Organisation, administration and time management skills: to               Interview
              successfully manage and administer a heavy workload
              within the deadlines needed.
L. Able to travel and work long hours: including work away from home         Interview
              base for up to 20% of time and some weekend and evening
              work. Your caring responsibilities will be taken into
              consideration.
M. Openness to learning: on own performance and that of the                  Interview
              programme. Able to act on that learning.




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