Scholarship Officer

Reporting to:

Scholarship Manager

No. Subordinates:

Direct Reports: NA
Indirect Reports: NA

Sector:

Education & Scholarship Sector

Position Reporting Line:

| Education & Scholarship Director |

↑↓

| Scholarship Manager |

↑↓

| Principal | Senior | Officer | Assistant |

Main Job Purpose:

Assists the Education & scholarships Sector to ensure that programs operate effectively and efficiently, and are implemented according to program work plan, and in line with quality control processes.

Overall Accountabilities:

Works with the Sector Program Manager to actively support effective implementation of Scholarship Strategy in close collaboration with key actors from other sectors and implementation partners.

• Support in the development of the scholarship program strategic plan.
• Support in setting up new scholarship programs from protocol development phase to student selection.
• Receive and answer mail, e-mail and telephonic inquiries for information regarding the scholarship programs.
• Take the lead on Scholarship student interviews.
• Receive and file all applications, Student Aid Reports for educational scholarships.
• Mailing award notification packets, receiving and recording all documents,
• Document Success Stories and follow up on students’ transcripts.
• Follow up with the Finance on the timeline and release of students’ tuition fees and allowances upon approval of students’ reports.
• Gather and distribute program materials as needed.
• Responsible for the accuracy of recorded data in the database and Sector shared drive.
• Maintain the scholarship program material on SFSD website.
• Responsible for periodic update of projects portfolio at SFSD website.
• Assist communication efforts to department customers including e-mail, text messaging, and social media.
• Provide assistance as needed for the Foundation’s Scholarship announcement ceremonies and other events.
• Abide by new tasks raised by program manager

Monitoring and Evaluation:

In a collaboration with the Learning and strategy (L&S) Sector team has to ensure that all documentation of project processes are in place by:

• Assist in using all M&E tools provided for collecting all project/program related data and information, in timely manner.
• Assist in developing monitoring and evaluation tools of his/her assigned projects.
• Ensure NGOs enter all work/activities needed data on the Foundation MIS based on a periodic basis and upon contract agreement.
• Support the implementation of the corrective actions based on the monitoring reports, evaluations reports and impact evaluation reports.

Collaborate with other sectors:

• Collaborate with other technical sectors in the coordination of cross functional programs.
• Collaborate with L&S sector in evaluating the idea (cost efficiency and evidence based), monitoring and evaluating the partner NGOs performance.
• Monitor the projects budget with the financial audit sector through regular assessment to the project to ensure proper budget allocation and apply any corrective actions if needed.
• Support and monitor the database of the partner NGOs and related projects data in collaboration with the MIS in order to have complete profile for partners and facilities accessibility to project information at any time.
• Provide input for social media and website content material to the PR that reflect the sector progress, success stories and achievements.

Networking and Communication:

• Establish sustainable and effective relationships with partners, NGO’s, government and public bodies, private sector entities, and other stakeholders that are of relevance to their scope of work.
• Develop and maintain regular contacts with targeted communities and beneficiaries as required.
• Represent the sector in formal conferences and meetings with partners and create regular positive networks and communication with governmental and non-governmental counterparts.

Position Relationship with Other Parties:

• Internal Relationships: Finance – L&S – Partnerships- Financial Audit-HR & Admin- PR & Communication
• External Relationships: Partners – NGOs – INGOs – Associations

Work Environment:

• In Office: 60%
• Out of Office: 40%
• Hybrid: Yes
• Working Days: 5
• Days off: Friday & Saturday
• Working Hours: 9 am to 5 pm
• Work Hazard: Normal

Position Dimensions:

• Level of Authority: Minor, based on list of choices, these decisions are based on standard and procedures
• Financial Control: Not Applicable
• Annual Sector Budget: NA
• Hiring Authority & Promotion: Doesn’t Coach New Employees – No Supervision at all – Not Involved in the Employees Performance Appraisal – Does not interfere in the hiring process

Required Education:

• Bachelor’s degree in business administration, Education, public policy or any related field
• Able to do basic research functions.

Required Experience:

• 2-4 years of experience
• Basic legal knowledge is preferred

Required Computer Skills:

• Advanced computer literacy with excellent command of MS office. Knowledge data collection tools and Management information system.

Required Languages:

• Arabic and English proficiency.

Core Competencies:

• Planning and organizing
• Networking and communication
• Adhering to principles and values
• Working with others
• Accountability

Functional Key Competencies:

• Attention to details
• Time management
• Working independently Problem solving