Position: Project Support Officer
Report to: Senior Programmes Director
Location: Kampala (National Office)
Purpose of the position:
Provide support to the Senior Programmes Director in the operational and administrative coordination of the Integrated Programmes Division
Support to IPD foras:
Development of Divisional calendars and follow through its implementation,
Manage logistics for strategic workshops and meetings,
Manage documentation process of events and information,
Follow through implementation of actions from divisional meetings timely.
Division work plan development and monitoring:
Compile the division annual operating Plan,
Monitor its implementation and continuously remind technical staff of the planned activities.
Support Internal and external communication
Collate information and report writing
Ensure that decisions are communicated to relevant staff and stakeholders,
Support Divisional Director on communicating key assignments as well as public engagements and other divisions,
Ensure communication continuity in absence of Divisional Director,
Work on outgoing correspondences, , information dissemination to zones and projects,
Handle and respond to Director’s email when out of station.
Planning and management of guests/visitors:
Develop and implement a plan to cultivate good organizational image and relations,
Update visitor calenders.
Develop visitors TORs and corresponding budgets,
Provide project briefs, organizational information to visitors, and advice on local customs, holidays and observations,
Manage processes on compliance on child protection,
Prepare and share visitor reports.
Collection of messages for monthly communication:
Liaise with regional programmes managers and division unit heads to collect key messages
Consolidate, synthesize and share with Divisional Director,
Draft key messages for Divisional staff on Divisional and policy positions
Report tracking and updates:
Compile monthly, quarterly and bi-annual divisional report for review by Divisional Director and submission to National Director;
Develop and update inventory of audit, track progress of implementation and update Division Director regularly;
Participate in division budget development,
Provide updates on monthly finance performance.
Program Management and back up:
Follow up mainly with the smaller grants at National Office and advise on the implementation, spending and reporting patterns;
Ensure uptake of project monitoring tools,
Make field support visits;
Monitor the DME processes, support the processes and report any lags for action;
Maintain the divisional dashboards ensuring that information is received and uploaded on time
Gift In Kind (GIK) Management:
Program Contact person for GIK,
Link the operations team to the existing GIK,
Review concepts for request, and follow up reporting on the same.
Emergence Response Liaison:
Support the HEA manager and the Response Manager in coordinating the needs of the response at the Head office.
Deal with correspondences to UNHCR and OPM,
Write letters seeking approvals, seeking meeting appointments,
Process field requests,
Coordinate all teams visiting the response especially external parties;
Provide oversight support through field visits
Qualifications: Education/Knowledge/Technical Skills and Experience
Bachelor’s degree in development studies or related field.
Experience of not less than 3 years in administration and development work with an international NGO
Must demonstrate willingness to learn from others, train others and work as team member
Ability to communicate precisely and clearly both in written and verbal
Must also be computer literate with proven skills in spreadsheets and word processing
Networking and influencing skills
Track record demonstrating high integrity, reliability and dependable
Ability to work with minimal supervision.