Project Officer

Job Title: Project Officer

Department: Programme

Job Family: Programme

Reports to: Program Manager

Grade: C

Location: Turkey – Gaziantep with possibility of travelling to Syria

Direct Reports: NA

Role Overview:

The Project Officer is a critical role in the successful planning, implementation, monitoring, and evaluation of projects within Action Aid Arab Region. This position involves working closely with various stakeholders, including local communities, partners, and team members, to ensure that projects and activities align with our mission and are carried out efficiently and effectively. This position will contribute to mainstream, and implementation of standardized tools and mechanisms. This role may require travels in the region.

ActionAid Theory of change is centred around empowering women and young people, and it’s revolved around two main priorities:

Priority 1: Foster and maintain strong relationships with local partners in Gaziantep, ensuring effective collaboration and coordination in the implementation of the AAAR Project for refugees and host communities.

Priority 2: Actively engage with the local communities and coordinate with relevant stakeholders to ensure the project is responsive to the needs and priorities of refugees and host communities in Gaziantep.

Priority 3: Ensure effective monitoring and evaluation of project activities, providing timely and accurate reporting to internal and external stakeholders in Gaziantep.

Accordingly, the officer must acquire the skills, knowledge, experiences, and networks that enables to perform under these priorities.

Area of responsibility

Key Activities

Functional Plan development and Implementation

• Manage project activities with partners, ensuring they are executed according to the approved project plan.
• Develop workplans and improvement plans jointly with direct supervisor as needed.
• Contribute to conducting needs assessments and feasibility studies to identify the specific needs and priorities of communities in the region.
• Ensure high quality implementation of AAAR Project for refugees with partner in turkey
• Make regular field visits to partners, and document such visits, to review field coordinators and support creation and strengthening of community-based structures and mechanisms needed for the process of social change, and to monitor project activities.
• Maintain direct contact with project team and target groups in project areas of operation.
• Actively participate in coordination meetings with different stakeholders and sub clusters representing AA
• Holds self-accountable for making decisions, managing resources efficiently, achieving and modelling AAAR’s values.
• Holds the team and partners accountable to deliver on their responsibilities in accordance with relevant policies and, provide advice and inputs to improve the result.
• Collaborate with local community leaders, partner organizations, and stakeholders to facilitate project implementation.
• Collaborate with relevant stakeholders and partners to advocate for changes in policies and practices that benefit communities in the Arab Region.

System Development, Update and Compliance

• Ensure compliance with humanitarian standards, e.g CHS, etc
• Ensure adherence to AAAR values, principles and Human Rights based approach.
• Ensure compliance with AAAR policies and procedures.
• Ensure alignment with AA Humanitarian signature.

Budgeting and Planning and financial management

• Actively participate in project management cycle activities including needs assessment, project design, budgeting, implementation, monitoring and evaluation.
• Prepare budget forecast according to the project plan with partners and budget and ensure the implementation of the project activities is in lined with approved budget and plan.
• Assist line manager in budget management, ensuring that project funds are utilized efficiently and transparently in accordance with AAAR’s organizational guidelines

Monitoring and Evaluation

• Prepare regular reports, including progress reports and case studies, for both internal and external stakeholders in coordination with the PQMEAL Coordinator.
• Contribute in MEAL plan in collaboration with the program manager and PQMEAL coordinator
• Validate the data and revision for the source of verification (SOV).
• Tracking for the indicators according to the work plan

Reporting

• Maintain accurate records of project activities, budget plans, and work plans.
• Prepare and submit regular project reports to line manager and other relevant stakeholders.
• Ensure proper data is collected, processed, protected and reported according to the work plan
• Coordinate with the local partners to Develop monthly, quarterly and annual technical and financial reports as per the project donor’s requirements.
• Develop monthly, quarterly, and annual technical and financial reports as per the project donor’s requirements.
• Organize and maintain project filling system (SharePoint, electronic and paper records).
• Draft concise case studies, and other documents as needed on a monthly and quarterly basis and as requested by SC, donors and other stakeholders.

Communications and Public Relations

• Foster positive relationships with project beneficiaries and local communities to ensure their active participation and ownership of the project.
• Coordinate community consultations and feedback mechanisms to incorporate their voices into project activities
• Contribute to the communication plan as needed.
• Share the calendar with the communication focal point to ensure the activities is posted on AAAR social media.
• Support in capture the success stories in collaboration with communication focal point
• Represent AAAR in relevant governmental networks and INGO Meetings.

Protection

• Integrate protection considerations into all aspects of the project with partners, ensuring that vulnerable populations, including women, children, and minorities, are considered in the planning and implementation.
• Conduct training when needed for partner on protection

People Management

• Lead and facilitate organizational volunteers to achieve its mandated targets in accordance to annual plans and activities

Fundraising

• Assist in the development of project proposals and plans that align with the organization’s objectives in the Arab Region.
• Contribute to programme design for proposal development.
• Provide information for proposal development as requested.

Logistics

• Support in all logistics in regards to hotel booking in Gaziantep and coordination

Person Specification

Education & Certifications

• Bachelor’s degree in international development, social sciences, humanitarian studies or any relevant field

Essential Experience

• Minimum 1-2 years of experience in project management, ideally within a humanitarian or development organization.
• Experience in working effectively on sectors pertaining to youth engagement, women empowerment, community-based interventions, advocacy, and campaigning.
• Based in Turkey Gaziantep with possibility of travelling to Syria

Essential Knowledge

• Strong knowledge of humanitarian principles, standards, and best practices.
• Proficiency in Microsoft Office applications.

Essential Skills

• Excellent interpersonal and communication skills
• Well organized with strong time-management skills
• Excellent analytical and creative abilities with strong results orientation.
• Analytical skills and creative problem-solving capabilities
• Keen focus on achieving results
• Ability to work effectively in a cross-cultural, team-oriented environment.

Language proficiency

• Excellent command of the English & Arabic language both verbal and written.
• Basic Turkish

Personality Trait

• Proactivity
• Resilience
• Integrity.
• Work creatively, innovatively, and effectively with limited direct supervision.

This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.

It is part of every staff member’s responsibility to contribute to AAI’s and the ActionAid AR mission and comply to its values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility