Responsibilities and particular assignments

General responsibilities

The Project Officer is in charge of the management and implementation of the overall program activities in SE 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.

Task:

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 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 3هدف سوم :

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 4هدف چهارم

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 5هدف پنجم

    Activités/Main duitesفعالیت ها/ وظایف عمده:

• 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
• Participate to staff recruitment, firing and warning in accordance with PU-AMI rules and labor law of Afghanistan. The final decisions are taken in consultation with the Head of base and HR Regional Manager
• 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, mainly PHCC
• 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.