Project Officer

Job Purpose

Under the supervision of the Project Manager, the Project Officer is responsible for the day-to-day activities of the project, including conducting data collection activities, meetings and mobilizing key project stakeholders, conducting service mapping, and oversee trainings, among others. He/She will be accountable for the smooth operation of the project activities in the project area meeting project timelines and targets, in addition to internal capacity building trainings.

Objective

To implement project activities in a timely and professional manner, according to objectives, goals and indicators and in line with donor requirements and based on beneficiary needs.

Duties and Responsibilities

1. Programming
   1. Project Planning

1. Prepare the work plan and time schedules for implementing the project activities;
2. Support the identification and planning of technical skills and requirements to implement the project as per relevant standards.

1. 1. Project Implementation Follow-up
2. Coordinate and implement day to day project activities with stakeholders in field ensuring that technical quality and standards are considered and respected during project(s) implementation;
3. Ensure project activities are on time, target and budget, using effective M&E systems to reach desired impacts;
4. Assist the Project Manager to trouble-shoot any unforeseen challenges during the project implementation;
5. Provide regular and timely updates on progress and challenges to the Project Manager and other team members;
   1. Documenting and Compliance

1. Keep record of all project activity documents, in particular beneficiary list, completion certificates, attendance sheets, etc.;
2. Help maintaining a beneficiary master database containing all beneficiary registration and baseline information as well as the project activities from which the beneficiaries benefitted ensure the data is protected from misuse in line with ACTED’s data protection policy;
3. Ensure staff awareness of, and respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.

1. 1. Beneficiary Engagement and Accountability
2. Adhere to ACTED’s Code of Conduct and treat all beneficiaries with respect and without any distinction or discrimination based on nationality, race, ethnicity, tribe, gender, religious beliefs, political opinion or disability;
3. Select the beneficiaries benefitting from project activities;
4. Communicate ACTED’s Complaints and Response Mechanism target communities and participate in solving complaints related to the project in coordination with the AMEU.

1. 1. Internal Coordination
2. Participate in project coordination meetings with the whole project team.

1. 1. External Coordination and Stakeholder Engagement
2. Undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation;
3. Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings;
4. Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others.

1. 1. Partner Management
2. Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements;
3. Refer partners to relevant ACTED staff to support and/or train them in FLATS procedures where relevant;
4. Participate in review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration, and ensure that any issues or disputes are resolved in a timely manner.

1. 1. Security
2. Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly.

1. Human Resource

1. Participate in the recruitment of project technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews etc.);
2. Ensure that project staff understand and are able to perform their roles and responsibilities;
3. Follow-up the work plans and day-to-day activities of the project staff;
4. Manage the project staff in cooperation with the Project Manager;
5. Ensure a positive working environment and good team dynamics among project staff;
6. Ensure capacity building among staff in project.

1. Logistics

1. Contribute to the development of procurement plans;
2.  
3. Send accurate and precise order forms in a timely manner;
4. Ensure a proper management and use of the project assets and stocks;
5. Plan project team movements based on available fleet and applicable policies
6. Finance
7. Forecast monthly cash requirements for project activities and submit to the PM
8. Quality Control
9. Assess the project activities undertaken and ensure efficient use of resources;
10. Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
11. Assists with monitoring the project activities implemented by partners (if any) in the field;
12. Document lessons learned and best practices and share them with the Project Manager so they can be reflected in project planning and decision making.
13. Grant Management
14. Ensure adherence to donor procedures by project staff;
15. Support the Project Manager in the preparation of progress and final reports, ensuring the quality and accuracy of technical information for project activities
16. Participate in communication activities through the regular collection of pictures and stories related to project activities;
17. Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge.
18. Other
19. Offer technical support and inputs to other projects in similar sectors (e.g. BOQ design);
20. Any other tasks as assigned by the Line Manager.

Requirements

• University degree in Agriculture.
• Strong ability to work independently, organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail;
• Excellent interpersonal and problem-solving skills, creativity and flexibility;
• INGO and/or UN experience in similar position preferred;
• Personal qualities: Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well;
• Have a previous experience in Agri-Food Project is an added value

• Key Performance Indicators

• % of project milestones completed on time as per the original plan
• project activities completed on time without the need for an NCE
• % of contractual project performance indicators achieved
• Number of problems/challenges identified and alerted the Project Manager
• records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all project activities

• Positive monitoring and evaluation reports for project activities