Job Title: Project Officer Assistant
Project: "Hellenic Integration Support for Beneficiaries of International Protection-HELIOS" – EU Agreement: HOME/2019/AMIF/AG/EMAS/0092"
Country: Greece
Duty Station: Larissa
Reports to: Senior Program 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 Larissa 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.
Monitoring and Reporting
Provide regular progress reports to Senior Program Manager and Project Officer
as well as other focal points where required
Provide necessary data as requested so as to facilitate external reporting in
relation to the population hosted, and other data with a focus on clarifying and
breaking down aggregated data.
Support with the compiling of internal reporting tools
Compile requested reports for internal and donor use
Compile weekly/monthly data reporting for donors or as often is requested
Finance and Administration
Comply with all established procedures for financial management.
Provide support to the Project Officer that the dedicated budget is spent
adequately and in a timely manner
Support the Project Officer in ensuring staff in Larissa follows administration
procedures.
Operate within budget lines assigned to the specific endeavour.
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 Larissa or collecting/disseminated required documentation for
national procurement processes.
External Relations
Oversee the maintaining of day to day relations with the relevant service
providers
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 Officer Assistant is responsible for:
Reporting to Senior Project Manager and Project Officer and anywhere else required, with agreed frequency
Attending General Meetings in Larissa and any other location required by the Project
Providing 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