Job Detail

Job Description

Position Title: Project Officer

Reports To: Project Manager

Location: Roving Kirkuk – Ninawa – EBL - Suli

Closing of Application Date:  May 11, 2023

About Heartland Alliance International

Heartland Alliance International’s (HAI) mission is to secure the rights and well-being of marginalized people and communities. HAI envisions a world in which those whose rights have been violated are safe and empowered to actively engage in their communities and be at the forefront of social change.  In Iraq, HAI provides holistic services focusing on psychosocial support, legal aid, violence prevention, livelihoods strengthening, and social cohesion to diverse vulnerable populations.

Position Summary

In partnership with UNICEF, Heartland Alliance International in implementing a 20 months project, under the title: “Access to quality child protection and Socioeconomic reintegration services for conflict-affected children, adolescents and their families”. This project is providing case management, psychosocial support and access to justice services for children affected by conflict and their families, community deluge, capacity building and coordination with government stakeholders, and strengthening the children and adolescent’s economic situation through socioeconomic reintegration services.

The Project Officer will be directly working under the project manager’s supervision, and he/she will be responsible for assisting in the planning, implementation, and monitoring of projects within an organization. He/she will work closely with the project manager and team members to ensure that projects are delivered on time, within budget, and to the required quality standards.

Essential Duties and Responsibilities

The project officer will directly monitoring the project’s status during the project’s life, following up with the project staff to insure implementing the project activities and services on time, monitoring the budget expenditures, and the project operation situation, following up with operation and finance department in the procurement stages.

1.       Project Technical Support:

·         Coordinate program communications and coordinate between various project teams and other departments and offices and guide them through the different phases to make sure that the project is implemented as per the set objectives and targeted activities.

·         Follow up on the project progress, monitor and assess project implementation, and prepare regular reports such as weekly, monthly, quarterly and final reports.

·         Participate in the development of project Implementation Plan, training manual/curricula and creating other various standard operational procedures (SoP) for trainers and vendors.

·         Following up with team on daily basis to make sure all the tasks and paper works are completed on time.

·         Keeping programs on schedule, within stated budgets and functioning smoothly.

·         Organize program-related meetings and events.

·         Coordinate interactions/relationships between staff, administrators and all other program stakeholders.

·         Capable of identifying staff capacity needs and technical assistance that needs the organization and contributing to capacity strengthening and necessary interventions to advocate quality project’s implementation.

·         Collect reports from team and prepare monthly/quarter/final reports.

2.        Program Manager Assist

·         Under the direct supervision and technical guidance of the PM, take primary responsibility for project management, including the development and implementation of detailed work plans, activity plans, monitoring plans (budget and activity), in order to achieve quality and effective implementation of the JJ project.

·          Responsible for reviewing and tracking the Program’s budget and approving spending requests through evidence-based analyses of merit and authenticity through a budget tracker.

·         Draft financial and narrative reports based on field activities, ensuring compliance with both financial and donor requirements.

·         Attend BVA and other related program  meetings with Head of Programs, Project leads, and relevant department’s representatives and draft actions and follow-up plans.

·         Identify and share with the PM any technical problems faced, potential risks and proposed solutions. Draft and send weekly reports on main project achievements, challenges and highlights to the PM.

·         Translate and prepare success stories from Arabic to English.

·         Establish and co-ordinate administrative policies and procedures

3.       Program Related Duties:

·         Contribute extensively to the achievement of project objectives and agreed results in the logical frameworks of all child protection and education projects under implementation.

·         Preparing certificates for the vocational trainings and all the other trainings conducted to government’s employees and getting country director’s signature/approval.

·         Preparing Visa arrangements, flight bookings and lounge for meeting facilities and accommodation for participants and program team.

·         Provide direction and support to projects teams.

4.       Other Duties

·         Manage and organize the documentation of the project as per the different phases and ensure that all documents are archived in hard and soft copies and raise all PRs.

·         Prepare financial statements and maintain records pertaining to program activities.

·         Collecting signatures and approval for every other documents, Event Plan Request, PR, PAS, PO, GRN, and SVF.

·         Provide operational support to project staff and consultants on all aspects of project management, operations and financial procedures.

·         Responsible for compiling every payment and files before handing it to finance. Prepared all the documents for finance and other sporting documents for finance in order to pay the vendor.

·         Prepare timely purchase requests in line with project needs and managing PR tracker.

·         Oversee the program budget, including tracking billing, payments and other financial transactions.

·         Assisting Ops in preparing contracts for newly hired trainer/consultant.

·         Assist the Economic Recovery team in all tasks that facilitate achievement of program deliverables.

·         Develop, maintain, and track all procurement processes with any paperwork related to program administration and implementation, including but not limited to Purchase Requests, task Orders, Service Agreements, Contracts, and Payment Requests in coordination with the team.

·         Manage the program filing system for all activities and ensure that information is organized accordingly to the reporting and auditing needs of the program, while ensuring required levels of confidentiality.

·         Support project teams in getting all documents approvals.

·         Deliver sound coordination and information sharing, and accurate and timely internal reports are submitted to the different departments (Operations, Finance, HR, Programs).

·         Assist  in and facilitating and preparing workshops, trainings and meetings preparation which includes material preparation, renting venue, preparing contract, and track all the process.

·         Must have strong organization skills with capacity to help contribute to developing and enhancing internal systems and processes.

Languages

English Proficiency Level Required: Advanced

Arabic Proficiency Level Required: Intermediate

Kurdish Proficiency Level Required: Advanced

Skills Required

• Communication Skills
• project coordinator
• project managment
• international NGO
• Excellent organizational skills
• interpersonal skills
• engineering