I’ve been thinking a bit about the roles of programme officer and programme co-ordinator, trying to clarify for myself the functions and responsibilities of each. My starting point was the insight that PC is the primary recipient of programme monthly reports. In this post, I’ll address the programme officer position; next will be the programme co-ordinator position.
The Programme Officer is the primary person responsible for programme implementation. The programme officer plans activities to achieve the programme objectives (often as contained in the logframe), executes activities, supervises programme staff, monitors and reports progress of the programme. He or she takes the necessary actions to keep the project on target on a day-to-day basis. The programme officer is also responsible for managing the programme budget and ensuring that the programme achieves its objectives within the funds available and the project timeline.
If any changes to the scope, budget lines, or timeline are necessary, the programme officer alerts the Programme Co-ordinator immediately, providing the supporting reasons for the change. Together, they can discuss the issues and formulate the best action going forward. The programme officer can then contact the donor, explaining the situation and requesting permission for the change(s). As a general guideline, any change in a budget line of more than 10% requires donor approval.
Programme management is often described in terms of directing and controlling. This is what the programme officer needs to do. He, or she, must direct the programme staff on what to do and when; remaining in control of the programme resources (money, people, materials and machinery) all along.
The programme officer uses tools such as an annual workplan, weekly staff meetings, the monthly reporting format, issues schedule, risk schedule and financial reports to track the project performance and keep it on target.
The programme officer is the primary author of donor reports, in the format and frequency required in the programme MoU/Agreement. They are responsible for producing the reports in sufficient time for Across’ internal review process to be completed and the final report sent to the donor before the due date.
The programme officer reports to the Programme Co-ordinator, to whom they are responsible for their performance.
the art of constructing 