Project Officer

Minimum Experience Required

• Minimum 2 years of relevant experience,
• Experience with International firms, advantageous.
• Practical knowledge of databases and data management systems, such as financial management systems and Management Information system.

Minimum Qualifications and Knowledge Required

• A Bachelor Degree in Business Administration, Social Sciences, or preferred if in Civil Engineering.
• Sound Written and spoken English, as well as local language(s);
• IT Literacy: Excellent knowledge of Microsoft Excel, Word, PowerPoint; Microsoft Project.

Job Summary

This position is mainly responsible for entering a large amount of financial data accurately into the financial management system, organization and management of data. Daily tasks will also include, but not be limited to creating purchase requisition orders, preparing, updating and processing purchase orders, supports procurement team for invoice processing (manual / MIS), coordination with contractors for invoicing, assist in procurement and contract related activities, supports Contract Engineers in weekly progress reporting and assist in document controlling.

Key Result Areas (KRAs)

Main Duties and responsibilities

Customer Relationship Management

• Establish good interpersonal relationships within the Infrastructure Engineering, CPMU and Provincial Teams

Financial Management System

• Process transactions using Financial Management System under the supervision of the Procurement Officer and Management.
• Process PRF & Purchase orders.
• Enter data into the Financial Management System accurately and efficiently.

• Ensure data in the system is up-to-date at all times.

Processing Invoices

• Process invoices in close coordination with Finance team, Engineers and Contractors.
• Use of MIS for invoice processing.

Data Management

• Documentation / Record keeping of soft and hard copies of documents (contracts, invoices, etc.)

Contract Management

• Assist Project manager in maintaining the bank guarantees record and issue timely notices to contractors to avoid expiry of guarantees
• Assist contract manager / project manager in conducting regular performance evaluation for contractors and consultants.

Activity Reporting

• Provide accurate and timely activity-based reporting as per department SOPs: weekly, monthly, quarterly, etc.

• Provide informative, timely and effectively presented and written reports/numerical data as provided