Job Description: Project Officer (Salary Scale 4 ... - ReliefWeb

Job Description: Project Officer (Salary Scale 4) Responsible to: Head of Programmes
No. of direct reports: Nil to start with but might line manage Location, Group & Function: Zambia Country Office
Role Purpose:
To manage the strategic development, implementation and successful delivery of project grants, supporting all of VSO’s work in- country as required by the Head of
Programmes or Country Director in order to optimise the contribution towards reducing poverty.
Responsibilities Key Performance Indicators Competencies Skills & Qualifications Required
Programme Delivery: Develop, maintain and follow
comprehensive work plans to ensure that all projects are
implemented to high quality within agreed time lines. Work
closely with volunteer recruitment staff members to ensure
that volunteer supply chain is managed effectively. Ensure
that all projects and volunteers are monitored closely and in
line with the project documents and VSO’s guidelines.
Partnership and placement development: Support the Head
of Programmes and Country Director in identifying potential
new strategic partnerships. Once new partners are identified,
carry out detailed partnership assessments following VSO’s
guidelines. Develop appropriate and strong volunteer
placement documents. Liaise closely with Volunteer
Placement staff to ensure that the matching process is
thorough and successful.
Partner Support: In addition to the provision of international
volunteers, provide partner organizations with a wide range
of support as agreed in the project documents. This will
include but not be limited to: sub granting, study tours and
international fellowships, establishment of inter-organization
networks, training workshops, support in advocacy and
development of National Volunteer networks.
Volunteer Management and Support: In addition to carrying
out the routine volunteer supervisions as per VSO’s
guidelines, maintain close dialogue with volunteers to ensure
they have all the necessary support required to successfully
carry out their placement. Work with the programme
support team to induct, orient and provide on-going support
to the volunteers, including safety and emergencies. Assess
volunteer training needs and oversee the delivery of agreed
learning. Engage volunteers in planning processes, supporting
them to identify linkages between their work and delivery of
VSOs goals.
Programme Development: Support the Head of Programmes
in identifying improvements in project designs and looking
for new project opportunities. Look for funding and
partnership opportunities and help develop relevant concept
notes and proposals when opportunities arise. Maximise
contribution to National Volunteering and advocacy activities
Comprehensive work plans are in place
and permanently up to date
All projects are being implemented on
schedule and to a high quality
Volunteer placement documents are of
high quality followed by successful
matching
Volunteers are supervised and reviews
completed in line with VSO’s guidelines
All challenges identified in volunteer
placements are addressed in a timely
manner with appropriate outcomes
achieved
Projects are monitored and evaluated in
line with the project documents and VSO
guidelines
Partner organsiaitions are reviewed
regularly in line with VSO guidelines and
are provided with appropriate support
as available through the project funding
Advocacy initiatives and opportunities
are maximized and in line with advocacy
and campaign messages.
Contributions to National Volunteering
are maximised
All quarterly and annual reviews and
reports are completed on time.
Information on good practice, learning
and knowledge is sought and shared
within country, region and wider
organisation
All project funding opportunities are
identified and positively pursued
Dynamic, transparent and effective
network exists between key
stakeholders (VSO, volunteers, partners,
and other stakeholders), which fully
supports the overall Programme Plan
and is reflective of the external
environment.
Working together – Adds Value
Proactively enables and encourages
team work in others
Communications and influencing –
Adds Value
Proactively builds constructive
relationships through clear
communication and generates effective
discussion and mutual support for
plans and ideas Managing Knowledge
– Adds Value
Proactively seeks out new knowledge
sources (people and data); uses and
shares knowledge effectively .
Striving for excellence – Adds Value
Sets and measures challenging
objectives for self and others; gives
evidence-based feedback that helps
others to excel.
Managing Resources – Adds Value
Organises own and others’ work to
meet objectives; clarifies accountability
of roles; allocates budget wisely; seeks
ways to generate and save money.
Managing People - Aware
Requests and follows up on
appropriate support from others; raises
concerns about unco-operative
colleagues in an appropriate way.
Developing People - Aware
Gives constructive feedback that helps
others identify and meet development
needs.
Leading for the Future – Strength
Builds confidence and excitement in
VSO’s work and vision, both internally
and externally; leads innovative
projects.
Thinking Strategically – Adds Value
Makes decisions based on a range of
internal and external factors and longterm
impact; consults widely across
Essential:
Graduate level qualification in Social
Sciences or diploma level with
extensive work experience
Excellent understanding of project
cycle management tools to ensure
effective planning, resourcing,
implementation and review of projects
Technical expertise in Health or
Livelihoods
Extensive experience in successfully
managing and reporting on donor
grants for NGOs that were
implemented through partner
organizations
Experience in supporting the
development of multiple concept notes
and proposals for bilateral and
multilateral donors
Strong proven skills in monitoring and
evaluating projects, including the
development of appropriate tools for
donor reporting
Successful experience in building
budgets and managing expenditure of
donor budgets
Able to develop multiple ideas to solve
an issue or situation, consult
appropriately with colleagues and
ensure swift decisions are made
Evidence of ability to provide effective
support to volunteers.
Competent Data usage: including
speedy collation and analysis of
complex and high volume data, using
appropriate Information Technology
packages where necessary.
Successful experience in working as a
member of a small highly motivated
team
Able to travel and work long hours,
including work away from the home

within the programme.
Budget Development and Grant Management: Develop
realistic project plans and budgets along with the Finance
team. Be accountable for managing agreed grants, ensuring
compliance with donor and VSO requirements. Review
budgets that you are responsible for on a monthly basis with
your line manager and the Financial Manager.
Monitoring and Evaluation: With support from your line
manager and the VSO M&E officer, lead the design and
delivery of appropriate monitoring and evaluation
mechanisms, determine the impact and ensure continuous
development and learning takes place, to feed into internal
and donor reports.
Partnership Development and Management: Support and
strengthen the networks between partners, other agencies
and volunteers to strengthen programme impact. Develop
high quality placement documentation with partners, and
providing additional support to partners as necessary.
Line Management: As the programme develops this position
might line manage an M&E officer or a data clerk.
Other Duties: Deputise for other colleagues as required.
Assist or take leadership in emergencies as required, working
closely with the Country Director and other team members.
Fulfill other appropriate level responsibilities as defined by
the Head of Programmes and Country Director.
disciplines.
Delivering Results – Adds Value
Analyses objectives, considers options,
plans and manages appropriately;
holds self and team accountable for
achieving goals.
base for up to 30% of time, both within
the country and occasionally
internationally and some weekend and
evening work.
Clean, valid driving license.
Desirable:
Considerable experience in people
management
Practical experience gained managing
volunteer projects.
Confidence and experience in external
representation.