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Project Support Officer - National Office


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

Key Outputs/Responsibilities.

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,

  • Report dissemination,

  • 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

  • Handling correspondences

  • 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.