Introduction

CORDAID is a Dutch, international non-governmental organization which combines 100 years of experience and expertise in emergency aid and structural poverty eradication. CORDAID believes in a world without poverty and exclusion. We strive for a just and sustainable society where every person counts. We stand for knowledge and talent sharing between North and South, between farmers and businesses, between activists and policymakers. Where poverty, conflict and exclusion tear up societies, we connect people and communities. We also stand for professionalism, expertise and solidarity across borders, to make a difference where it is most needed. Together with more than 600 partner organizations in Africa, Asia, the Middle East and Latin America we structurally improve the living conditions of the poorest and most excluded populations – the bottom billion.

SUMMARY

The System Strengthening Officer will verify the quantity of services delivered in schools at the end of each month in accordance to the PBF education quantity verification tools. The System Strengthening officer will also support the zonal and woreda education bureau in conducting quality of education provided at contracted schools and woreda using the PBF education quality checklist.

SPECIFIC RESPONSIBILITIES

Business/Improvement plan & Contracting

• Assist the contracted Schools in the development of their Business/Improvement Plans (BP) and signing of these BPs.
• Facilitate the timely signing of BPs and contracts by schools, Woreda Education Offices, Jimma Zonal Education Department and CBO contracts with Cordaid Jimma Office operating as the Purchasing Agency.
• Facilitate regular BP reviews and timely submission to Cordaid Jimma office

Verification

• Conduct monthly quantity verification visits to each school contracted by the Cordaid Jimma
• Office and verify the declared monthly quantity data and compile verification reports.
• Ensure that quantity verifications of contracted schools are conducted according to the agreed guidelines in the Project Implementation Manual (PIM).
• Enter the declared and verified PBF-data of the contracted schools and actors into the PBF data base system.
• Provide feedback to the contracted schools on observations and gaps noted during monthly quantity verifications.
• Provide feedback to the Team Leader on observations and gaps noted during the monthly quantity verifications.
• Collect random samples from the schools registers and provide student and parent/guardian relevant information for quarterly the client satisfaction surveys to be done by the contracted CBO’s.
• Verify the quarterly client satisfaction questionnaires of the contracted CBOs for completeness and accuracy of data.
• Ensure that the quarterly quality supervisions of the schools are conducted by the Woreda Education Office (for the contracted schools) and the Jimma education office (for the contracted woreda) according to the timelines in the signed contracts.
• Ensure that client satisfaction surveys are conducted by the contracted CBO’s according to the PIM and the agreed guidelines and deadlines.
• Where needed participate in the quarterly quality supervision of the contracted schools by the Woreda Education Office and the Jimma education office.
• Coordinate the timely preparation of quality and quantity verification reports and invoices according to the PIM and set deadlines.
• Timely submit quarterly quality scores of the supervision reports of the Woreda Education Office and the Jimma education office, including CBO quality scores, to the Team leader and correctly enter the PBF data system.

Performance Management

• Monitor the use of the PBF-subsidies in the contracted schools and submit quarterly subsidy use reports to the Team leader.
• Make a quarterly analysis of the contracted schools performance and classify the schools accordingly.
• Quarterly assess the performance of the contracted Woreda Education Office and the Jimma education office based on their score cards.

Trainings and Technical Assistant (TA)

• Train the newly contracted Jimma Zone schools, CBOs, Woreda Education Office and the Jimma education office in PBF as formulated in the PIM of the PBF project.
• During project implementation: identify on the training needs and attend to capacity building needs of the contracted parties and provide recommendations to the Team leader.
• Identify and make recommendations to overcoming obstacles and challenges encountered during the whole implementation of the PBF-project.
• Coach the schools on how to use PBF subsidies effectively to realize the results formulated in their BPs.
• Coach the contracted schools on how to manage their documentation, on how to reduce errors in their reports and how to improve their information system.
• Participate in facilitating PBF trainings at regional, zonal and district level.
• Ensure quality production of training reports according to agreed deadlines.

Networking

• Represent the Cordaid Jimma office, establishing and maintaining good relations with key stakeholders in the targeted districts of the Jimma Zone.
• Attend at least one Jimma Zonal Education Department meeting per month.
• Communicate timely of any planned coordination meetings at zonal/woreda level where Cordaid Jimma office should be represented.
• Plan and coordinate the activities of the contracted CBOs and schools development committees and monitor their functionality.

Monitoring

• Monitor the use of subsidies of the contracted schools on a monthly basis and compile quarterly use of subsidies report and submit it to the Team leader.
• Monitor if the contracted HFs are in line with their BPs and follow financial procedures. If not, report discrepancies to the WHO and/or the ZHD.
• Monitor if all documents (HF’s indicator reports and invoices) are sent and prepared on time, enabling timely verifications and subsidy-payments.

Reporting

• Compile monthly schools reports, quarterly quality verification reports, quarterly CBO verification reports and the quarterly school, CBOs, woreda and zonal invoices for timely payment by the Fund holder (Cordaid Addis Ababa office).
• Submit quarterly progress reports and weekly updates to the Team leader.
• Ensure that proper PBF files of all contracted parties are maintained.
• Oversee the submission of the monthly returns of the logistics, finance, and administrative activities to the Field Office Coordinator.