About the role

The role of an Assistant Project officer is to support the Project Manager and contribute to the successful planning, execution, and completion of project within the organization. The role of the Project Officer covers administrative, finance, HR, and logistics functions within the project areas at the field office. Reporting to the project manager, the job holder shall perform all areas of administration, finance logistics, and human resources in close coordination with the country office team.

Your impactful goals will include

Administrative Support:

·       Assist the project officer in organizing and maintaining project-related documents, records, and files. Schedule meetings, conferences, and appointments for project team members.

·       Assist project officer in documentation and filing of the project documents.

·       Provide general administrative assistance to the project officer and team.

·        Assist the project officer in the documentation of travel plans, logistic plans, and cash advances for team.

·       Maintain project activity sheets, agenda, and beneficiary attendance sheets of the project activities.

Finance Support:

·       Assist in preparing bills and accounts of the project.

·       Assist in managing advances and handling cash reimbursements of the project activities.

·       Process invoices and ensure timely payments to vendors and suppliers.

·       Assist project officer in PR management and budget allocation and project activities.

·       Collaborate with the finance department to ensure compliance with financial policies and procedures.

·       Responsible to prepare petty cash-related details of expenses in line with Organizational policy and approved by the   supervisor on monthly basis.

Logistics Support:

·       Coordinate the procurement of project-related materials and equipment.

·       Arrange transportation and accommodations for project team members and visitors.

·       Assist project team in event management and training activities.

·       Track inventory and supplies needed for project operations.

·       Ensure timely delivery of goods and services to support project activities.

Project Reporting and Documentation:

·       Assist in preparing project progress reports and presentations.

·       Maintain project-related documentation and version control.

·       Help in gathering data and information for project evaluations and audits.

·       Support the project manager in tracking project milestones and deliveries.

Cross-Functional Collaboration:

·       Collaborate with various departments within the organization to ensure smooth project operations.

·       Communicate and coordinate with external stakeholders and partners as needed.

General Administrative Duties:

·       Coordination with all higher management and program heads to ensure the smooth running of the admin office.

·       Arrangement for staff monthly and senior management meetings.

·       Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.

·       Develop programs and activities that will enhance/improve office administration. Recommend upgrade or improvement of office buildings and other faculties. Arrange contracts/lease/rent (renewal) of field and offices.

·       Oversee facilities and office management functions and directly manages administrative support team with such tasks as reception, and conference hall.

·       Monitoring and Supervision of Operations staff which includes Logistics, front desk, Admin assistant, Admin Interns and support staff (Guards, Cook, and Office Boys). 

Job Specification:

Education: 

• Bachelor’s degree in a Social Sciences/Development Sciences or Business Administration.
• Preference shall be given to the Master in Business Administration.  

Work Experience

• At least 3-6 months internship experience is desirable.

Skills and Competencies:

·       Risk management

·       Strong organizational and time management skills.

·       Team management

·       Quality assurance

·       Attention to detail and accuracy.

·       Excellent communication and interpersonal abilities.

·       Proficiency in relevant software applications (e.g., Microsoft Office, financial software).

·       Familiarity with administrative, finance, HR, and logistics processes and principles.

The duties listed above covers most of the tasks that would be performed by the job holder in this position; however, staff may be assigned any other official tasks as and when required.