Project Officer Assistant

 

Job Title

Project Officer Assistant

 

Country

Greece

Duty Station

Ioannina

 

Reports to

Senior Project Manager and Project Officer

Purpose/ objective of the position

The Project Officer Assistant is a direct support to the overall execution of the funded project of INTERSOS Hellas. He/she is expected to act as a focal point for the support to the Project Officer in compiling reports, proposals documentation and the monitoring of the implementation as requested. Moreover, the PoA will support administrative and Human Resources tasks, while she/he track and monitor specific indicators related to the project.
He/she is expected to be honest and transparent and keep the necessary level of confidentiality on information acquired on the job.

 

Management and Programme Quality

Collect Data for compiling of reports to submit to Senior Program Manager and Project Officer.

Ensure the file/knowledge management of the office of Ioannina is maintained as per specific guidelines of the Project Officer

Contribute to the preparation for audit/check exercises.

Maintain relations with service providers, according to the needs of the office.

Oversee dissemination of information to staff in relation to specific requirements for the management of the office. Assume primary responsibility for the daily project management and implementation, and ensure compliance with INTERSOS Hellas procedures, project donor agreements and project proposals, particularly expected results, outputs and activities in accordance with log frames and timeframes and notify the supervisor immediately as issues arise.

Compile a specific work plan so as to integrate measurable indicators and benchmarks to present for progressive reporting to the donor.

Support in creation of project access criteria to disseminate to INTERSOS Hellas staff able to identify participants.

Support to the project planning, budgeting and oversee implementation and budget expenditures to ensure effective use of resources against planned activities and expected outputs.

Execute day to day office tasks.

Support the field teams when it is necessary.

Monitoring and Reporting

Monitor the quality of the provided services and the correct use of services reporting tools.

Ensure that the implementation of the project is in line with the project’s rules and regulations.

Ensure that information about any changes in the project guidelines is promptly and thoroughly communicated to the field staff.

Collect feedback from the field team in Epirus, on a daily basis.

Ensure the file/knowledge management of the office of Ioannina is maintained as per specific guidelines.

Compile accurate and comprehensive reports about our activity in Epirus, on a monthly basis.

Provide regular progress reports to Senior Program Manager and Project Officer as well as other focal points when required.
Schedule the plan of activities of the Epirus team, on a weekly basis, and coordinate the daily tasks.

Provide technical assistance to the report preparation and guarantee that all reporting requirements are met and the reporting mechanisms are in line with the internal rules of procedure.

Communicate with the donor or the implementing partners any necessary information regarding the implementation of the project.

Finance and Administration

Comply with all established procedures for financial management.
Support the Project Officer in ensuring staff in Ioannina follows administration procedures.

Human Resources and Personnel Management

Ensure the creation and maintaining of respectful and positive working relationships, which allow for the effective implementation of all activities.

Logistics and Procurement

Collaborate closely with the logistics team for the running of small procurement procedures in Ioannina and collecting/disseminated required documentation for national procurement processes.

External Relations

Maintain day to day relations with service providers, according to the needs of the office

Other

Perform other tasks and duties as required in order to ensure a correct implementation of project activities

Reporting Requirements

As per main duties outlined above the Project Management Assistant is responsible for:
– Reports to Senior Project Manager and Project Officer and anywhere else required, with agreed frequency.
– Attend General Meetings in Ioannina and any other location required by the Project.
– Provide Operational reports as necessary.

As per required the PoA should be copied in relation to:
– General Team issues
– Office Management Issues
– Planning matters
– Reporting requirements
– Human resource matters for Thessaloniki staff leave, absence, illness, other business.
– Relevant Procurement issues

Professional Experience & Skills

– At least 2 years’ experience working in the Humanitarian Greek context
– Experience in Project Cycle Management
– Ability to set high standards for quality of work and quick adaptability and flexibility
– Ability to manage human, technical, administrative and financial resources.
– Excellent written and spoken Greek and English are essential
– Ability to work under pressure and good stress management skills
– Strong organizational and problem-solving skills with analytic approach
– Strong administrative, computing and reporting skills
– Excellent knowledge of Office Suites (Word, Excel, Google Workspace)

Education

– Relevant University degree
– University degree at Masters level of relevant sectors and fields will be an asset

HOW TO APPLY

If you wish to apply for the above position, please submit your CV along with a Cover Letter in English quoting reference code “Project Officer Assistant” in the subject line of the e-mail at: jobs@intersos.gr; Only shortlisted candidates will be contacted for an interview appointment. Order or priority will be held and the identification of candidates could take place before the vacancy’s ending date.

To help us with our recruitment effort, please indicate in your email & motivation letter where you saw this job posting.

Closing date: 27/05/2022

 

 

 

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