Project Support Officer

Position Title: Project Support Officer

Reports To: Project Manager

Location: Ninawa with frequent travel to Kirkuk 

Closing of Application Date: May 19th, 2023

About Heartland Alliance International

Heartland Alliance International’s (HAI) mission is to secure the rights and well-being of marginalized people and communities. HAI envisions a world in which those whose rights have been violated are safe and empowered to actively engage in their communities and be at the forefront of social change.  In Iraq, HAI provides holistic services focusing on psychosocial support, legal aid, violence prevention, livelihoods strengthening, and social cohesion to diverse vulnerable populations.

Position Summary

In partnership with UNICEF, Heartland Alliance International in implementing a 6-months project, under the title: “Access to quality child protection and Socioeconomic reintegration services for conflict-affected children, adolescents and their families”. This project is providing case management, psychosocial support and access to justice services for children affected by conflict and their families, community deluge, capacity building and coordination with government stakeholders, and strengthening the children and adolescent’s economic situation through socioeconomic reintegration services.

The Project Officer will be directly working under the project manager’s supervision, provides proficient and advanced Operation and administration support to the program activities and team members, Responsible for coordinating Operation Support including but not limited to procurement, Fleet Management, Asset Management, Logistics and office Administration. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities

Procurement:

·       Work with Procurement department on generating PRs according to the requirements of office and program as requested.

·       Working on finding vendors for the required services and goods for the needs of Ninawa office.

·       Performing collecting quotations from vendors

·       Managing quotation analyses through committees according to HAI procurement procedure.

·       Maintaining Contracts of Ninawa office and tracking them.

·       Support Procurement Department in term of preparation of BAS and PO.

Logistics:

·       Supervising logistics works in Ninawa office

·       Overseeing logistics staff in prepares materials and meeting space for new employee orientation and other department-sponsored events as assigned in Ninawa Office.

·       Supervise logistics team in supporting all programs in booking venues, accommodation’s and transportation’s for staff and participants of HAI activities.

·       Acting as focal point for Security in Ninawa office in cooperation with Country Security team.

·       Acting as fleet coordinator in cooperation with other Operation team.

Administration:

·       Have a direct contact with Security Coordinator to enforce the security measures in Ninawa office.

·       Updating contact list for HAI- Iraq staff on regular basis.

·       Assists in maintaining data integrity through audit trails and other checks

·       Examines employee files to answer routine inquiries and provide information to Managers and other authorized persons [in accord with applicable department guidelines] to meet service needs and facilitate employee administration.

·       Have supervision, managerial skills, and ability to enforce all the organizations rules and regulations.

·       Performs daily administrative routine duties as assigned by the Director of Administration

·       Drafting and documenting official correspondence with employees, candidates, and others.

·       Maintains records of staff attendance and leave balances in accordance with HAI Iraq National Employee Handbook.

·       Key focal point with local authorities to facilitate HAI mission and permit access and residency to HAI staff and projects, such us representing the office with department of NGOs, and others if required.

·       Maintain the lease contracts of Ninawa office.

·       Receive delegations and HAI senior staff if needed from the check points.

·       Provide proper assessments and quotation for venues, hotel and any logistic requirement in a transparence and integrity manner.

·       Request monthly advance payment and manage the reconciliations of any administrations expenses in cooperation with the logistic assistance.

·       Assist finance department temporary to hold the cash at Ninawa office and manage the monthly distribution of staff salaries and distributing per dim to beneficiaries and HAI staff.

·       Acting as focal point for Assent Management with cooperation with Country Assent controller.

·       Any other duties as may be assigned by line manager/head of technical unit.

Languages

English Proficiency Level Required: Intermediate

Arabic Proficiency Level Required: Advanced

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

o   Education and/or Experience: Bachelor Degree or the equivalent and five years of related Operation/support experience, or equivalent combination of education and experience.

o   Other Skills and Qualifications: High degree of technical competency, attention to detail/accuracy and excellent organization skills required. Ability to work in a fast paced, high-productivity environment essential.

o   Working experience in Child protection related programming

The interpersonal skills of a project Support officer are essential for effective communication, leadership, problem-solving, and time-management. Their technical skills must include a strong understanding of project management, risk management, budget management, and data analysis.

Interpersonal Skills:

1. Communication: Effective communication is essential in ensuring that everyone involved in the project is on the same page. The project officer must be able to communicate effectively with the project team member, stakeholders, and senior management.
2. Leadership: A project officer must be able to motivate and inspire team members to work towards the project’s goals. He/she must also be able to resolve conflicts and ensure that team members are working together towards a common objective.
3. Problem solving: the project officer must be able to identify and resolve issues that arise during the project’s lifecycle. They must be able to think creatively to find solutions to complex problems.
4. Time-management: A project officer must be able to manage their time effectively to ensure that the project stays on schedule. They must be able to prioritize tasks and delegate responsibilities to team members.
5. Project Management: the project officer must have a strong understanding of project management principles and methodologies. They must be able to develop project plans, create timelines, and monitor progress against the plan.
6. Risk Management: the project officer must be able to identify potential risks to the project and develop strategies to mitigate them. They must also be able to respond quickly to any unexpected issues that arise.
7. Budget Management: the project officer must be able to manage the project’s budget effectively. He/she must be able to develop a budget, monitor expenses, and ensure that the project stays within budget.

Work conditions

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.
• While performing the duties of this job, the employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 20 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• The noise level in the work environment is usually moderate.
• The employee may be required to travel frequently to insecure and limited-resource environments.

Sometimes the candidate may be required to work for extra hours to deliver emerging unprecedented priorities

Please send your CV through the link below:

https://heartlandalliance.bamboohr.com/careers/1079

 Only shortlisted candidates will be contacted. If you do not hear back from us within 2 weeks, please consider your application unsuccessful.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Human Resources and Administration Office at (312) 660-1431