ROLE PURPOSE:

The Project officer will provide technical, financial and administrative support in the delivery of USAID HERO work streams. The project officer role will support with facilitating activity implementation, office administration and undertake financial management roles that will ensure the office runs smoothly, program activities are implemented seamlessly supporting the project deliver on its mandate.

KEY AREAS OF ACCOUNTABILITY:    

Project Implementation

• Conceptualizes, plans and implements activities that support the completion of project goals and objectives in coordination with the Regional Coordinator, DCOP and the rest of USAID HERO technical team.
• Develops activity proposals that details rationale, target beneficiaries, activity design, expected outcomes, and activity budget.
• Regularly provides technical inputs to all on-going project activities.

Networking, Partnership

• Supports the USAID HERO team, in delivering project activities in the assigned region.
• Develops linkages with different stakeholders such as local government units, national and local government agencies, civil society organizations, and the private sector towards building a support network for the project in the area;

Administration

• Prepare and ensure cash flow allocation for the implementation of project activities on a monthly basis.
• Disburse funds as per approved budget for the region.
• Facilitate meeting reimbursement to participants such as daily subsistence allowances.
• Ensure all office equipment is well maintained and updated in the Assets Register and keep records of all equipment assigned to staff.
• Processing travel and accommodation requests for USAID HERO and managing vehicles scheduling for project activities.

Office Management

• To manage and maintain the front desk and reception area of the office.
• Provide clear and accurate general information about USAID HERO Project to callers/ visitors according to communication strategy.
• Conference/Meeting Logistics Support:
• Assist with the logistical coordination and planning of meetings and conferences (which includes venue arrangement, workshop materials, event participant travel & accommodation)
• Manage the daily administrative workflow of the Project. This includes providing basic administrative support, including scheduling meetings, taking notes, managing letters and invitations, updating the team calendar with events such as training, completing forms, updating program documents.

Financial Management

• Maintain an up-to-date assets register for USAID HERO equipment and supplies held at the region office.
• Manage office float in compliance with the University and donor rules and regulations

REQUIREMENTS

QUALIFICATIONS 

• Bachelor’s degree in business administration or related qualification.
• At least five years of experience in a busy office environment.
• Knowledge of Administrative Assistant roles, Finance practices, and procedures.

EXPERIENCE AND SKILLS

• Ability to understand and follow complex oral and written instructions and establish and maintain good working relationships with officials, other employees, and the general public.
• Ability to perform a variety of important urgent, confidential, and complex tasks with constantly changing priorities for the Administrative and sometimes management staff.
• Excellent oral communication and cohesive interpersonal skills, with the ability to work under pressure and deal with people of varied orientations.
• Considerable skill in the operation of a computer. Proficiency in all Microsoft Office programs. Excellent analytical skills, high attention to detail
• Ability to establish and maintain office records and files, interpret rules and regulations, and apply them to work situations.
• Dynamic, Creative & innovative person with considerable tact and poise.
• Have self-drive and motivation.
• Strong time-management and organizational skills

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.