Project Officer

Job Description

Main purpose

Project Coordinator handles the planning, coordination, and administrative functions of Sustaining HIV Epidemic programme projects. Project officer work with various members of the project team and the clients to develop a timeline, create schedules, and oversee progress to make sure goals are met on time. The officer supports administrative, reporting and submissions timelines. Supports the office of the Chief of Party to ensure efficient program implementation.

DUTIES AND RESPONSIBILITIES

Project Management

• Assist in the development of project plans, objectives, and timelines. Monitor programme progress against established milestones and deliverables.
• Maintain accurate and up-to-date programme documentation, including project files, records, and reports.
• Document, review, and update project data collection procedures.
• Assist in planning and coordinating projects from start to finish to ensure project success.
• Prepare weekly and bi-weekly project monitoring reports, including progress, challenges, and mitigations.
• Booking and preparation for the meetings, planning sessions, scoping sessions and other meetings that the COP may require.
• Notifying all relevant parties of upcoming meetings and workshops via meeting notifications
• Distributing relevant documentation to all parties prior to the meeting
• Attend project meetings in order to take minutes and action lists.
• Take and distribute minutes to the relevant parties after approval by Chair.
• Identify possible opportunities for project improvement.
• Ensure deadlines are met.
• Plan, organise, facilitate and support project meetings and workshops.
• Assist with organising and coordinating the project life cycle phases.
• Follow-up on project risks identified during planning and execution phase.
• Monitoring, tracking of Click-up activities (Action points and activities emanating from meeting).

Program output

• Support the COP with Implementation and daily management of activities.
• Provide administrative support for reviewing program technical outputs.
• Support coordination of work among interdisciplinary project teams

Monitoring and Reporting

• Compile monthly, quarterly annual progress reports in line with performance indicator targets and desired project outputs and outcomes.
• Coordinate and compile inputs from technical team leads for monthly, quarterly, and annual reports and submit draft reports to the line manager.

Management Support

• COP’s first point of contact with people from both inside and outside the organisation.
• Taking on some of the COP’s responsibilities and working more closely with management
• Support the COP’s in his/her projects, proposals, bids, etc. through research, consultation and team-management
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, speeches, articles, briefings, and project proposals, personal correspondence, and other tasks that facilitate the COP’s ability to effectively lead the department.
• To respond to executive, management and other stakeholder queries in a timely and professional manner, both orally and in writing
• Liaise with other programme managers on various matters as required.
• Conserve COP’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintain confidentiality and privacy at all times in respect of any communications which are necessary and appropriate for the discharge of the role and responsibilities
• Be responsible for receiving enquiries directed to the COP’s office and providing an effective referral service to service users.
• Manage the flow of information to members of the technical teams.
• Occasionally travelling with the COP’s to take notes or dictation at meetings or to provide general assistance during presentation

Office Coordination

• Develop, maintain and review administration for the COP’s to achieve maximum efficiency.
• Coordinate all travel and events in accordance with RTC policies and donor rules
• Ensure smooth operation of office (i.e. Maintenance, Equipment and stationery)
• Provide administrative support on ad hoc projects
• Undertake special projects and ad hoc duties in line with capabilities as and when required.

Required Minimum Qualification

• University Degree
• At least 1 year exposure in program/ project support
• 1 year exposure to administrative work and support to senior management
• 1 year exposure to report writing skills with ability to do data analysis.

About the Organization

Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.

We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment.