People in Need works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance.
We are looking for an energetic individual with passion for farming and biogas and ready to work with our teams in the field.
Position: Project Officer
Location: Mongu (with frequent visits to the project’s locations in Western Province)
Contract duration: 3 months (October to December)
Start date: ASAP.
Line Manager: Project Manager
Position Summary
The Project Officer will be responsible for providing effective support and assistance to the Sustainable Livelihoods amp; Environment team to ensure smooth Programme implementation in line with PIN and donor’s rules and regulations. Under the supervision of the Project Manager, he/she will provide the assistance and support to project administration, procurement, record keeping, reporting, as well as simple coordination and implementation of project activities. He/she will work closely with project beneficiaries and stakeholders. The Project Officer will directly report to Project Manager (PM) and work closely with Technical Officer (TC).
Main Duties and Responsibilities
Project Implementation Support
- Supports Project Manager (PM) in designing Activity reports and monthly work plans
- Keeps project documentation (hard copies and on ELO) and works closely with support departments in order to ensure that all internal procedures are followed.
- Conducts monitoring of project activities and submits monitoring report to PM.
- Under the guidance of PM supports the coordination and implementation of project activities with special focus on beneficiary and stakeholder support and engagement
- Participates in internal weekly coordination meetings with the PIN team led by the PM,
- Participates in external coordination and sectoral meetings with project partners, associates
- Together with the PM, participates in the meetings with relevant Ministries and other local authorities
- Organizes meetings and assists in meeting project requirements and participates in the capacity building activities organized for the farmers
- Informs stakeholders, partners and the project team about relevant project information
Administrative Support amp; Archiving
- Maintains and organizes up-to-date hard and electronic project files (ELO and SharePoint) for easy access and retrieval
- Leads on and coordinates on standardized project forms (e.g. attendance sheets). Ensures that the team uses the standardized forms with correct logos.
- Maintains and organizes project photos.
- Ensures safekeeping of confidentiality of sensitive materials.
- Creates and maintains files of correspondence/documents and electronically received information and ensures up-to-date filing.
- Supports PM in writing official letters and invitations
- Takes minutes of regular team meetings
- Keeps track of project schedules/deadlines and informs the team accordingly.
- Supports PM in maintaining contact with stakeholders.
Monitoring
- Support PM with project reports development
- Ensures tracking of monitoring data from project target communities
- Participates at project monthly review meetings
- Collects all relevant data and indicators in the field and cooperates closely with PM and MEAL Unit
Finance Support
- Prepares advances and clearances. Ensures that no data, receipts or attendance sheets are missing, all forms are filled in correctly, and calculations are done correctly. Ensures that correct BLs are used and that correct and full descriptions appear on the documents.
- In case of distributions, he/she ensures that distribution sheets and cover sheets are filled in correctly
Communication amp; Visibility
- Participates in communication and visibility activities
Procurement
- Ensures timely preparation of purchase requests, and follows the project purchases with the Logistics Department
- Assists with project related procurement and preparation of ToR
Safety and Security
Assess safety and security situation critically and make informed decisions to protect project team and beneficiaries
Inform and consult with Project manager immediately about any serious security issues affecting the project and tea
Requirements
Position Requirements
Qualifications
- Secondary School educatio