Position Title: Project Officer
PURPOSE OF POSITION:
The Project Officer will be providing Admin, Logistics support to the Team in the Office and Camp. Position will coordinate on daily basis with the procurement Department for the daily shipments received in the camp, making logistics arrangement, organizing meeting and assisting in Cash Distribution to the beneficiaries.
Provide support to the field coordinator during the distribution of the Cash to the beneficiaries.
Assist Filed coordinator to ensure that all the documents for cash distribution are in place.
Follow up with the field team regarding the Cash advances for the Project activities.
Admin and Logistics Support:
Provide administrative and logistical support to the Main office and Camp staff as may be required.
Ensure that all the Vehicles required for the Projects are available on timely basis.
Ensure PRFs/ Trip Requests are in place and signed and submitted on time.
Follow up with logistics department on the timely availability of the vehicles.
Follow up with the camp team to ensure the availability of the office and kitchen supplies.
Take lead in consolidating procurement plans from the Project Team.
Ensure PRFs are in place and signed and submitted on time. Coordinate with the Camp team for the timely submission of the PRFs.
Advise Field Coordinator on over expenditure on procured items beyond budget line items
Work closely with Procurement Department to ensure project items to be delivered timely.
Tracking and Reporting:
Tracking and reporting on all Deliveries from the suppliers.
Collect GRNs from the receivers in the Camp and submit them to the Procurement Department for the timely payment to the suppliers.
Maintain a Database for the cash Distribution to keep track of the payments.
Project Narrative write ups:
Writing Narrative Reports and other Project achievements.
Work with Communication on the Project visibility and contribution to the newsletter.
Organizing Project Meetings and Training:
Organize Bi weekly and Monthly Project Meetings in the camps. Sharing Agenda of the meeting with the staff.
Recording minutes of the meetings and sharing with the participants on timely manner.
Organizing the Training whenever is required.
Permits for the Camp:
Coordinate with the Camp Focal Points for getting permits whenever required.
Coordinate with the Project staff in the camp on daily basis for the Day to Day activities.
Collaborate with main office finance, Admin for follow-ups on all requisitions
Perform other duties/special projects assigned by the Field Coordinator
Education:The holder of this position must have a minimum of a diploma/Bachelor’s degree in Administration, or any other related course from a recognized University.
1-2 Years is desirable
Knowledge & Skills:
Very comfortable supporting project team
Be proactive and anticipate emgerncies.
Good written and oral communication skills
Conversant in English
Must have strong analytical, problem solving and organizational skills with an attention to details.
Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
Requires strong communication skills to interact with all levels of staff and management.
Must be able to work effectively with a diverse team.
Requires the ability to work under pressure and on multiple tasks.