Project Officer (Re Announced)

General Conditions of Employment
In this role, you are responsible for fostering a culture of accountability, participation, and safeguarding and for promoting and maintaining a safe and respectful workplace. You are accountable for ensuring the protection of beneficiaries, staff, contractors, suppliers, and anyone collaborating with PU-AMI from harm.

You are required to sign PU-AMI’s code of conduct and model ethical leadership, ensuring compliance with the PU-AMI’s ethical framework, including the prevention of sexual exploitation, abuse, and harassment (PSEAH), child safeguarding, fraud, corruption, and other forms of misconduct within your area of responsibility. 

You must complete all mandatory training and ensure that all team members and affiliated personnel are aware of, understand, and adhere to the Code of Conduct and safeguarding policies. You are responsible for ensuring that safe, confidential, and accessible reporting and feedback mechanisms are in place and known to all stakeholders, and that concerns are reported, handled, and referred in a timely, survivor-centered, and confidential manner.

You are expected to support the effective implementation of ethical framework policies and procedures and to ensure consistent enforcement, risk mitigation, and duty of care, in accordance with PU-AMI’s safeguarding standards and reporting/referral requirements.

The employee shall abide to this job description, his/her employment contract, PU-AMI Afghanistan National Staff Regulations together with its annexes and attachments, as well as any rules, regulations, internal policy that may be adopted by PU-AMI Afghanistan.

Work relationships

Under the responsibility of: Program Manager   

Supervision of: Project Team (CBHC Assistant, WaSH & Infrastructure/ Hygiene Promotion Assistant, HF Directors)

In direct cooperation with: Head of Base, Area Co, MEAL department, programs department, as well as support departments (finance, HR, logistics and security)

Responsibilities and particular assignments

General responsibilities

The Project Officer is in charge of the management and implementation of the overall program activities in East Provinces. Under the supervision of the Program Manager, the Project Officer is directly responsible for the teams under his/her responsibility. Therefore, she/he should be fully aware and agree with their planning and their methodology.

An important part of his work is to ensure the coordination and negotiations with local authorities (Community representatives, Provincial Public Health Director, etc.), cluster systems and other NGOs in the area.

Tasks:

Under the supervision of the Program Manager:

- To implement, coordinate & monitor the project

- To coordinate, monitor & supervise the project staff

- To represent PU-AMI with the provincial partners

- To write reports

- To fill and follow up the OFU (Operation Follow up) of the budget.

- Closely monitor the procurement plan with logistic.

- Follow up of PMT (project monitoring Tools).

- To attend the meeting (external representation and internal).

- To supervise the medical management of the projects (including pharmacy supply)

- To supervise the logistical management of the assets

- To supervise the human resources of the project

- To ensure the timely implementation of the project as mentioned in the work plan

- To monitor and take action in order to accomplish the objectives and indicators of the project

- Capacity building of project teams

Objective 1: Project implementation

Activities/main duties

•           In close coordination with the Program Manager, follow up on achievement against indicators as defined in the project proposal

•           Organize regular meetings with his/her teams

•           Following up of the work plan and other detailed action plans with support from the Head of base

•           Participate to the organization of the training

•           Regularly visit the project locations (security allowing) for activity monitoring and quality checks

•           Actively take part in supervision and monitoring of the program incl. monthly supervision analysis

•           Revise and approve the planning of the team based on supervisions’ priorities

•           Set up and monitor indicators target tools

•           Organize needs assessments and surveys, and report contextual and need changes to Program Manager and Head of base 

•           Supervise the medical and non-medical management of the projects (including pharmacy supply, kits)

•           Ensure program team is aware of project requirements, of technical guidelines, of SOP, and conduct briefing and refresher upon needs

Objective 2: Data collection, follow up and reporting

Activities/main duties

•           Ensure data collection needs are well identified.

•           Ensure data collection tools are well designed, correctly in place and adopted.

•           Check the accuracy of data with direct monitoring and supervision.

•           Assist the project personnel with MEAL tools and in supporting them in their use.

•           Provide field visit reports

•           Support Program Manager with programmatic reporting as per NGO requirements

•           Preparation of cluster and donor reports as per requirements

•           Provide timely and accurate data and project related information to the Head of base, for external relation purposes

•           Drafting Human Interest stories as per supervisor or donor requirements

Objective 3: Project Monitoring and Reporting

Activities/main duties

•           Follow up the PMT (Projects Monitoring Tool) in collaboration with the Program Manager

•           Regular monitoring of quality of services provided through field visits

•           Identification of challenges in quality of implementation and follow up: finding solutions, incl. in close collaboration with support departments, and ensuring they are accurately implemented

•           Developing tools for qualitative and/or quantitative follow-up

•           Follow up of Ambulance Activity, management and proper use

•           Ensure means of verification and project documents timely and quality archiving (hard and soft copies)

•           Prepare and submit timely project related reports to PM, detailing progress against objective, achievement, challenges etc.

Objective 4: Logistics and Security Management

Activities/main duties

•           Follow up on proper use of PU-AMI assets (equipment, consumables, kits and drugs), ensure documentation of all asset transfers

•           Support the Program Manager to organize all procurements, distributions and purchases in accordance with budget and program needs

•           After analysis of pharmacy and stock reports, and after coordination and communication of field team, field-to-field supply of drugs and equipment considering their expiration date and the need of the HFs

•           Support PU-AMI engineer in following the construction and rehabilitation works

•           Monitor the appropriate use of assets for his team members

•           Anticipate program needs and raise PRs (Procurement Request) according to OFU and PP

•           Use of and respect of PU-AMI logistics tools and procedures

•           Support the security focal point in ensuring security of program teams at all times

•           Report any security incident to security focal point

Objective 5: Human Resources and team management

Activities/main duties

•           Supervision of the human resources of the project: organization of their planning, ensuring their appropriate workload, management of their leaves etc.

•           Organize the appraisals of the team recruited under ECHO project

•           Participate to staff recruitment, disciplinary sanctions and decisions on the sanctions in accordance with PU-AMI HR policies and labor law of Afghanistan. The final decisions are taken in consultation with the Program Manager, HR officer and Area Co

•           Delegate activities to the project team and monitor their performance.

•           Ensures the teams is motivated, aware of responsibilities and have clear job descriptions and tasks assigned

•           Enhances team cohesion, positive work-environment and sense of belonging and responsibility towards the beneficiaries

Objective 6: Finance

Activities/main duties

•           Support the preparation and revision of program financial forecast

•           Implement PU-AMI standards and procedures, contribute to improve them

•           Support in respecting financial deadlines and following the monthly finance organization

Objective 7: Representation

Activities/main duties

•           Take part to external meetings as relevant specifically PHCC, sub-committee, monthly provincial meeting, OCT

•           Coordinate activities with local stakeholders (shuras, elders, community representatives, health facility directors, cluster system, other NGOs)

•           Represent PU-AMI with the provincial partners

•           Attend to internal meetings

Objective 8: Accountability

Activities/main duties:

•           In coordination with MEAL team, ensure that feedback channels are available and accessible to project’s participants

•           Coordinate timely, complete and accurate response to complaints as per Program Manager instruction

•           Contribute to technical and programmatic solutions, and to integration of feedback into programming (adaptive management)

•           Actively participate in Monthly Accountability Meetings

•           Adhere to PU-AMI organizational policies (incl. CoC, Child protection policy, anti-fraud and anti-corruption policy, PSEA policy) and report any policy violations, suspicions, or allegations through the whistle-blower mechanism.

Qualifications/Requirements 

•           Medical degree from a recognized university, or a degree in Nursing/Midwifery with a passed Exit Exam.

•           At least 2 years of previous working experience in project management (Project Officer or Deputy Project Manager) for MD graduates, or 5–8 years of experience in the same position for Nursing/Midwifery graduates.

•           Working in above mention positions with international NGOs considered as an asset.

•           Previous working experience in the Kunar and Nuristan province in particular will be considered as an asset.

•           Good understanding of the BPHS/EPHS system.

•           Willingness to carry out frequent field visits to the project sites in the hard-to-reach areas

•           Good level of English, including written as well as Dari and Pashto

•           Good interpersonal skills, regular interactions with external stakeholders

•           Ability to work under pressure.

•           IT skills, computer literacy, including database management (beneficiary database, etc.), MS office (Excel, Word, PowerPoint etc.)

•           Good understanding of security, follow up on security situation.

Please carefully review the above requirements. If your qualifications or experiences is matching, please apply.

Dear Candidates,

To apply for this vacancy, please use the following link:

https://forms.cloud.microsoft/e/Q2VDAn8gsh

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Make sure to press Submit at the end of the application form. 

Please note:
• You may apply only before the closing date.
• Only candidates who meet the mandatory qualifications/requirements will be considered for the longlist.
• A maximum of 15 top candidates from the longlist will be invited to take a technical test (shortlist).
• If you do not receive an invitation for the technical test within one month, please consider that your application has not been retained for this vacancy.
• Validated copies of academic certificates/diplomas will be requested only if you are invited for an interview.

• Female applicants are highly encouraged to apply. 

Thank you,
PU-AMI HR Team