Projects Officer Vacancy

VACANCY ANNOUNCEMENT

POSITION: Projects Officer
DEPARTMENT: Projects Departments
GRADE: 3A

ROLE PURPOSE:
This position has overall responsibility for supporting the resource mobilisation function, playing a supporting role in mobilizing resources to meet the needs of ACS programmes. S/he will support the identification and follow up of linkages between donor strategies or interests and ACS priorities and supporting communication between all stakeholders. The incumbent will be responsible for supporting formulation of the funding strategy for ACS; identifying funding opportunities and matching them to programme needs. S/he will be responsible for timely submission of high-quality project proposals and contributing to achievement of fundraising targets.

SCOPE OF ROLE:
Reports to: Projects Coordinator
Direct reportees: Resource Mobilisation Assistant;
Indirect reportees: None
Budget responsibility: None

KEY AREAS OF ACCOUNTABILITY
To work as part of the administration team in managing the sponsorship program of Adziwa Christian School, publicizing the school and sourcing funds for the benefit of each and every child.

RESPONSIBILITIES
1. Managing the Sponsorship Program

a) Data Management and Communications

  • Keep data records of all families, children and guardians who are registered in the sponsorship programme.
  • Take pictures of all families, children and guardians who are in the programme and send them to the appropriate sponsors in order to connect the sponsor with the sponsored.
  • Develop and maintain agreement forms containing regulations of the sponsorship program to be signed by sponsored families and students
  • Communicate with sponsors through the appropriate channel: The Family Sponsorship Coordinator takes responsibility for providing necessary information to The Principal who will make such information available to CCBC, Sponsors, Adziwa Administration and all other partners. The Sponsorship Coordinator may disseminate the information under The Principal’s directives.
  • Work in an organized and efficient manner ensuring that a tidy, safe environment is always maintained
  • Attend appropriate training for capacity building in relation to the role
  • Ensure legal, insurance, health and safety obligations are adhered to.

b) Community Work

  • Provide pyscho-social counseling and spiritual guidance to sponsored children and guardians.
  • Attend guardians meetings, lead and make schedules for guardian’s discovery Bible study.
  • Pioneer all Adziwa related activities in the community including youth, women and economic empowerment.
  • Make home visitations to all guardian’s homes to appreciate their livelihood.
  • Foster relationships with other organizations

2. Publicizing the School

  • Build positive relationships with stakeholders, public and media
  • Seek opportunities for partnerships, sponsorship and advertising
  • Track media coverage and follow industry trends
  • Manage PR issues
  • Develop PR strategies and campaigns
  • Prepare press releases, keynote speeches and promotional material
  • Make profiles for the school and students
  • Edit and update promotional material and publications (brochures, videos, social media posts, newsletters)
  • Update social media profiles and the school website

3. Sourcing Funds for the School

  • Build a 3 year plan for income expectations and resources required.
  • Resource funds for the school and other programs run by Adziwa Ministry
  • Identify funding needs, prioritise funding demands and contribute to the development of strategies to foster partnerships and mobilize the resources needed.
  • Developing expressions of interest, concept notes, proposals and donor pitches for prospective contributions, including the initiation, preparation and processing of grant arrangements.
  • Compiling information related to existing and/or prospective partners and donors, including preparation of related income charts, donor profiles, as well as partner and donor interest/priorities databases.
  • Identifying and formulate lessons learned and recommendations to be integrated into overall resource mobilizing efforts.
  • Organising and support resource mobilisation meetings and teleconferences.
  • Notifying management of upcoming proposals as well as deadlines for approvals and submissions.
  • Producing and maintain proposal development plan, track timelines, ensuring and facilitating coordination amongst the proposal development team.
  • During the proposal development process, lead in key communications about the proposal development process
  • Following proposal development guidelines on processes/tools, full cost recovery and the involvement of the right teams at the right time.
  • Receiving and reviewing donor compliance resources and circulate to all relevant staff, including any necessary proposal guidance or templates.
  • Coordinating the after-action internal review within 1 week of proposal submission

a) Event Responsibilities

  • Promote events and ensure that event programs are made and followed
  • Handle visitors queries and troubleshooting on the day of the event to ensure that all runs smoothly
  • Oversee the dismantling and removal of the event items and clearing the venue efficiently
  • Conduct post-event evaluation, including budget management and financial report

4. Whole-school responsibilities:

  • Follow up school dropout and compile report to the Principal on related matters
  • Participate in the performance management process agreed in school
  • Play a full and active part in the life of the school
  • Support the welfare of pupils in their educational environment
  • Promote the well-being, behaviour and personal development of the learners
  • Understand and apply school policies including: Child Protection, Health and Safety
  • Maintain confidentiality inside and outside the workplace
  • Undertake other duties as required by the School Principal, which are considered to be commensurate with the job purpose and grading

Collaborates with

a) School Management and all staff

  • Attend daily staff devotions
  • Provide general information about the sponsorship program
  • Provide student category information (to Administrator, Accounts and class teachers)

b) The Health/Nutrition Coordinator and CBO Administration

  • Attend community meetings
  • Conduct home visits
  • Conduct research and needs assessments

c) The CCBC Executive Administrator, Accounts officer, donors and related parties

  • Sending reminders about sponsorship commitments (e.g first fruits donations)
  • Sending school fees invoices for sponsored students’
  • Arranging presentations showcasing Adziwa

d) The Media and other stakeholders

  • Address queries from the media and other parties
  • Provide general information about Adziwa and the sponsorship program

REQUIREMENTS

  • Strong communication ability (oral and written)
  • Proficient in Microsoft Office and social media
  • Excellent organization skills
  • Ability to work well under pressure
  • Creativity and problem solving aptitude
  • Experienced in managing media relations (online, broadcast and print)
  • Background in researching, writing (including proposals) and editing publications
  • Minimum Diploma in Community Development, Social Sciences, Communications and any related field

Time On Duty: Maximum of 48 working hours/week

QUALIFICATIONS

Bachelor’s degree in development administration; social sciences; project management; business administration; public administration; finance or commerce or any related field

EXPERIENCE AND SKILLS

  • 4 years at officer level; or 2 years at officer level and 2 years at assistant level in a busy organisation
  • Understanding of donor proposal requirements (EC/USAID/DFID, corporates, etc).
  • Understanding of development sector and fund-raising, resource mobilisation, and grants management.
  • Proven knowledge of developing winning concept notes and project proposals.
  • Highly knowledgeable in program design, development of log frames, results frameworks, and budgeting.
  • Interpersonal and communication skills
  • Proficient understanding of all ACS’s work both pastoral and integral human development.
  • Ability to present complex information in a concise and compelling manner

Occupational Health, Safety and Welfare

The role holder is required to carry out the duties in accordance with ACS’ Occupational Health, Safety and Welfare policies and procedures.

Additional job responsibilities

The duties and responsibilities set out above are not exhaustive. They are only the normal and foreseeable for this position. Omission of some specific statement of the duties does not exclude it from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth above to address operational needs and changing operational practices. In as far as practicable, such additional duties shall be within reasonable bounds of this role and within reasonableness of post holder’s level of skills and experience.