Project Officer x2

People in Need Zambia

Location:  Mongu (with frequent visits to project locations in Senanga or Sikongo district)

Contract duration: (2 months with possibility of extension)

Start Date: (as soos as possible – Applications will be prossesed on rolling basis. So application can close anyday depending on the volume of applications recieved)

Line Manager:  Project Manager

Application deadline: (Application will be processed on rolling basis and May close at anytime depending on the volume of applications)

Basic Salary: Competitive – it will be communicated to candidates at the first stage of recruitment

Introduction:

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN started its operations in Zambia in the Western Province in 2017. Since then, it has been working within nutrition, health, WASH, and livelihoods sectors to improve the lives of vulnerable groups and promote good governance by engaging Civil Society Organizations in local and national advocacy initiatives. With the growing incidence of natural disasters and anticipated surge in refugee arrivals, PIN Zambia provided humanitarian aid and early recovery support to refugees in North-Western Province and the most vulnerable farmers in Western Province. During the worldwide pandemic, PIN Zambia helped to prevent and mitigate the impact of Covid-19 by improving water, sanitation and hygiene practices in rural and urban communities and health facilities.

Project Summary:

The project titled ‘Emergency Nutrition Response’ is 8 months project funded by UNICEF. The project is being implemented in Sikongo, Senanga and Sioma districts by PIN Zambia.  The main objective of the project is to reduce mortality and morbidity rates in children under the age of 5 years due to malnutrition caused by the prolonged dry spells experienced in the stated districts. This will be achieved through building the capacity of district health system on prevention and management of wasting and nutritional oedema (‎acute malnutrition)‎ in infants and children under 5 years as well as providing necessary supplies for the treatment of malnutrition in health facilites.

Scope of Works:

The Project Officer will be responsible for providing effective support and assistance to the Emergency Nutrition program   team to ensure smooth programme implementation in line with PIN and donor’s rules and regulations. Under the supervision of the Project Manager, he/she will provide the assistance and support to project administration, procurement, record keeping, reporting, as well as simple coordination and implementation of project activities. He/she will work closely with project beneficiaries and stakeholders. The Project Officer will directly report to Project Manager (PM) and work closely with Field Coordinator (FC).

Tasks and Responsibilities

Project Implementation Support

  • Supports Project Manager (PM) in designing Activity reports and monthly work plans
  • Keeps project documentation (hard copies and on ELO) and works closely with support departments in order to ensure that all internal procedures are followed.
  • Conducts monitoring of project activities and submits monitoring report to PM.
  • Under the guidance of PM supports the coordination and implementation of project activities with special focus on beneficiary and stakeholder support and engagement
  • Participates in internal weekly coordination meetings with the PIN team led by the PM,
  • Together with the PM, participates in the meetings with relevant stakeholders
  • Organizes meetings and assists in meeting project requirements and participates in the capacity building activities organized for health workers and Volunteers
  • Informs stakeholders, partners and the project team about relevant project information

Administrative Support & Archiving

  • Leads on and coordinates on standardized project forms (e.g. attendance sheets). Ensures that the team uses the standardized forms with correct logos.
  • Maintains and organizes up-to-date hard and electronic project files (ELO and SharePoint) for easy access and retrieval
  • Maintains and organizes project photos.
  • Ensures safekeeping of confidentiality of sensitive materials.
  • Creates and maintains files of correspondence/documents and electronically received information and ensures up-to-date filing.
  • Supports PM in writing official letters and invitations
  • Takes minutes of regular team meetings
  • Keeps track of project schedules/deadlines and informs the team accordingly.
  • Supports PM in maintaining contact with stakeholders.

Monitoring

  • Support PM with project reports development
  • Ensures tracking of monitoring data from project target communities
  • Participates at project monthly review meetings
  • Collects all relevant data and indicators in the field and cooperates closely with PM and MEAL Unit

Finance Support

  • Prepares advances and clearances. Ensures that no data, receipts or attendance sheets are missing, all forms are filled in correctly, and calculations are done correctly. Ensures that correct BLs are used and that correct and full descriptions appear on the documents.
  • In case of distributions, he/she ensures that distribution sheets and cover sheets are filled in correctly.

Communication & Visibility

  • Participates in communication and visibility activities

Logistics and Procurement

  • Ensures timely preparation of purchase requests, and follows the project purchases with the Logistics Department
  • Assists with project related procurement and preparation of ToR

Safety and Security

  • Assess safety and security situation critically and make informed decisions to protect project team and beneficiaries
  • Inform and consult with Project manager immediately about any serious security issues affecting the project and team
  • Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)
  • Carry out the duties in accordance with the PIN Code of Conduct and Key policies
  • Participate in training and awareness raising (CoC and KP, Safeguarding…)
  • Support the project manager in the implementation of Safeguarding measures throughout the project cycle including risk analysis related to SEAH and Child protection at the project/program level and develop a mitigation plan accordingly.
  • Create and maintain a fulfilling and protective environment

Others: as delegated by the supervisor

Requirements
Required Skills/ Experience

  • 2 years of experience in Nutrition/Health programmes
  • Good communication and interpersonal skills

Behavioural Competencies

  • Ability to observe and provide feedback on the activities
  • Ability to collect and analyze data
  • Excellent reporting skills
  • Commitment to and understanding of PIN’s aims, core values and principles
  • Fluency in spoken and written English and Silozi languages
  • Good administrative skills, computer literate (working knowledge of MS Office)
  • Self-starter and motivated, ability to plan and organize work independently

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. (we will need your police clearance certificates at some stage-which you must already have)

Are you interested in joining us? Please apply in the link below. Send us your CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR.

Please note that PIN never ask for exchange of material, services or money for employment.

PIN Benefits

  • 24 annual leave per year
  • Contributions of Health Insurance (Nhima) as by Law.
  • Accident insurance for all injuries during work time.
  • National pension scheme contributions as by law
  • Extensive Capacity Building program, both internal and external trainings – Induction training.
    internal online opportunities, such as access to e-learning platform and webinars
  • Month contribution for phone tariffs
  • Annual Staff retreat
  • International environments with oppotunities to learn from other country programs
  • Paternity leave of 5 days and maternity leave of 14 weeks
  • Breastfeeding breaks for nursing colleagues
  • Per diem for working and sleeping outside of duty town depending on the location.
  • Friendly and fair environment in small collective structure where everyone knows each other.
  • We have lunch break with meals available at the office (Mongu Office)
  • 2 health breaks per day.
  • Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply. 

Apply here


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