Implementation, Supervision, Monitoring, and Evaluation:
- Planning and implementation of the cash distribution project through e-mobile service, banking system or through physical distribution (Cash-In- Envelope).
- Maintain effective communication with the targeted communities and encourage women to participate in cash grand activity.
- Ensure all project participants (PPs) are able to easily understand the use of e-mobile/Banking service for collecting their cash,
- Facilitate the community survey, PPs identification and selection process according the project criteria.
- Ensure regular monitoring of the project and that the assigned activities are carried out as per plan, provide feedback and reach out to the community responses,
- Ensure the gender balance and women participation in all level of the project activities,
- Make sure that the project participants understand the purpose of cash distribution, their entitlements and how they should spend their money.
- Improve the capacity of field team and make sure all well aware of all the project components and activities.
- Ensure the highest level of accountability and transparency and consideration of CHS at all level of project implementation.
- Highly consider the environmental principles and respect to the policies,
- As per instruction from supervisor, coordinate with different stakeholders and partners in the disaster affected areas to collect primary data and will share it accordingly
- Support community mobilizers to understand the CFM, FCSI rCSI and ensure they can use of them.
- Revise the project assessment forms and arrange it according to the nature of the project.
- Develop templates and formats as per project needs,
- Tracks, coordinate and review development of tools across project technical points to achieve consistency in accordance with emergency response standards.
- Conduct and or participate in the need assessment of disaster affected areas,
- Documentation and to keep track record of the project implementation activities,
- Prepare case studies with captioned photographs and record the project progress and share with the project manager in every steps of project implementation.
- Facilitate an internal evaluation after completion of projects assigned to him/her or facilitate in external evaluation conducted for projects under the program
- Management of the staff working under his/her, training and managing the staff development process. Assessing staff through the performance review process, in fulfilling those objectives
- Comply and/or utilize Community World Service Asia systems and tools, especially Process Flow Charts, Project Monitoring Forms, and Household Assessment Forms etc.
- Manage community conflict and ensure well documentation,
- Any other official assignments given by his line manager.
Key Responsibilities (Program Management):
Implementation, Supervision, Monitoring, and Evaluation:
- Planning and implementation of the cash distribution project through e-mobile service, banking system or through physical distribution (Cash-In- Envelope).
- Maintain effective communication with the targeted communities and encourage women to participate in cash grand activity.
- Ensure all project participants (PPs) are able to easily understand the use of e-mobile/Banking service for collecting their cash,
- Facilitate the community survey, PPs identification and selection process according the project criteria.
- Ensure regular monitoring of the project and that the assigned activities are carried out as per plan, provide feedback and reach out to the community responses,
- Ensure the gender balance and women participation in all level of the project activities,
- Make sure that the project participants understand the purpose of cash distribution, their entitlements and how they should spend their money.
- Improve the capacity of field team and make sure all well aware of all the project components and activities.
- Ensure the highest level of accountability and transparency and consideration of CHS at all level of project implementation.
- Highly consider the environmental principles and respect to the policies,
- As per instruction from supervisor, coordinate with different stakeholders and partners in the disaster affected areas to collect primary data and will share it accordingly
- Support community mobilizers to understand the CFM, FCSI rCSI and ensure they can use of them.
- Revise the project assessment forms and arrange it according to the nature of the project.
- Develop templates and formats as per project needs,
- Tracks, coordinate and review development of tools across project technical points to achieve consistency in accordance with emergency response standards.
- Conduct and or participate in the need assessment of disaster affected areas,
- Documentation and to keep track record of the project implementation activities,
- Prepare case studies with captioned photographs and record the project progress and share with the project manager in every steps of project implementation.
- Facilitate an internal evaluation after completion of projects assigned to him/her or facilitate in external evaluation conducted for projects under the program
- Management of the staff working under his/her, training and managing the staff development process. Assessing staff through the performance review process, in fulfilling those objectives
- Comply and/or utilize Community World Service Asia systems and tools, especially Process Flow Charts, Project Monitoring Forms, and Household Assessment Forms etc.
- Manage community conflict and ensure well documentation,
- Any other official assignments given by his line manager.
Consultation and Coordination:
- Assist the project manager to immediately start permission process from relevant government departments as soon as a grant is committed.
- Consult and coordinate the field level works with the project manager and report any incidence.
- Maintain good working relationships between Community World Service Asia staff, groups and teams.
- Liaise with technical support services to maintain timely and effective support to field.
- Assist PM through actively and regularly participation and representing Community World Service Asia (CWSA) in relevant meetings, seminars and conferences that held online or require physical presence on district, provincial and central level in consultation with PM. And make best use of them for improving project/program planning, design, implementation, monitoring and its evaluation.
- Support PM whenever required in coordinating with relevant agencies including but not limited to Governmental, Non-Governmental Organizations, UN agencies, line departments for whatever purpose that may benefit projects.
- Directly communicate and/or get his/her supervisor advice for any support that may require from support deportments for staff capacity building on different aspects of project/program management, documentation of the program and etc.
Monitoring, and Evaluation:
- Assist PM in developing overall project monitoring and evaluation plan and/or performance Measurement Framework (PMF) in consultation with MEAL, project team and use it as base for project monitoring.
- Regularly share monitoring visits plans with clear goal and objectives prior to any monitoring visit and Conduct monitoring visits based on the agreed plan. Share her findings and regular following up to ensure the required corrective actions have taken.
- Project officer is responsible to take proper and enough preparation including developing of required tools based on monitoring objectives and use them during monitoring visit.
- Project officer is responsible to regularly visit and monitor project’s activities in field within the given area.
- Assist PM in drafting a comprehensive, well-organized, and clear ToR for project internal/external evaluation/assessments based on project scope, LFA and in line with the donor requirements in consultation and support of MEAL team.
- Supervise and mobilize the team member to facilitate field visits and meetings of evaluation/assessments team with different stakeholders in consultation with MEAL team and PM.
- Plan and ensure use and implementation of all those findings, feedbacks and lesson learned that received at the result of any evaluation, monitoring and/or supervision for improving implementation and effectiveness of the current projects and in design of future projects.
Need Assessment and Baseline Surveys:
- Assist PM in developing a clear and well-organized plan together with team members for conducting any required and agreed need assessment and/or baseline surveys in consultation with MEAL.
- Assist PM in drafting comprehensive, well organized and clear tools together with team members based on the survey objectives/project’s LFA in consultation with MEAL team.
- Assist PM in supervise and facilitating team for conducting surveys in field level to ensure quality of collected information.
- Ensure that the collected data through surveys are properly managed, entered, analysed, compiled and presented in organized manner.
Reporting, documentation and Information Management:
- Draft and provide quality and well organized data/reports to the project manager to assist him preparation of monthly, quarterly, semiannual, annual and final project narrative reports, need assessments, baselines, assessment and evaluation reports) when required, based on agreed/donor reporting formats, in line with project agreement, plan and proposal.
- Timely response to project queries, feedbacks and comments for further improvement. Consider and incorporate all the comments/feedbacks in the internal reports properly wherever relevant and provide clear, logical and to the point justification to the comments and feedbacks to finalize the report.
- Project Officer is responsible to ensure quality of data and information, its reliability, accuracy, relevancy, sequence, language and presentation in any report, writ-ups, contribution to proposal, concept note and etc.
- Provide regular update of projects to project manager
- Collect and create human interest stories gathered from the field
- Report timely minutes of all meetings attended and all inspections held
- Conduct Briefing on all trainings received
Financial management, Procurement and Budgeting:
- Assist PM for financial management of the project budget. He should follow financial and procurement policies/procedures of the organization for effective management of the budgets.
- Assist in preparing procurement plan based on approved budget in Consultation with PM.
- Consult and get consent of supervisor for non-routine expenses when required in advance.
- Ensure that all the required financial documents are in place and completed before making payment.
- Assist PM in providing clear and logical justifications for any budget variation that take place in project expenses.
- Assist his/her supervisor for developing budget for new project planning/proposal.
Confidentiality:
- Maintain confidentiality in all information he gained through access to organizational database, flow of information, or other information source. Any disbursement of information related to Community World Service Asia, its projects/programs, staffs, or other relevant matters will be legally held against.
Expansion, networking and visibility:
- Read though guidelines and formats provided by donor/PDU for developing expression of interest (EOI), concept notes or proposal to understand them well to be able use/follow them to assist PM in drafting well organized EOI, concept note and/proposal that include all required information from primary and secondary data sources with references.
- Create develop innovative, sustainable and cost-effective ideas for planning and designing new projects.
- Provide human interest stories, quotes, updates, writ up of events, and project info graphs with good quality photographs to CO for project visibility.
- Assist PM in developing visibility plan and material for projects in consultation and support of Communication deportment, based on donor requirement and in line with CWSA and donor visibility manual/guideline.
- Assist PM and his/her supervisor for networking, exploring new donor and funding opportunities.
- Explore, establish and maintain good relationship with all the stakeholders in the areas including donor, relevant government departments, INGOs, civil society and others in the areas.
- Use and record the consent forms for cases stories and photographs are properly filled by field team.
Team Building:
- Assist PM for training needs assessment of the project team and developing comprehensive staff training plan.
- Assist PM to enhance project team ability in required technical areas, better management and implementation of the project including supervision, M&E, data collection, assessment etc. Through workshops, trainings/coaching and on the job trainings.
- Support promoting an attitude of team spirit, building their trust for their better and effective performance.
- Maintain positive relationship with team, build trust and strong team work idea among team members.
- Support PM in clarifying organization’s expectation from program team members and in clearly understanding their roles and responsibilities.
- Provide timely feedback to team members as and when required.
- Assess staff through the performance review/appraisal process, assess with the staff their performance in fulfilling the set objectives.
- Proper Midterm and Annual appraisal of the relevant team member if any.
The duties listed above covers most of the tasks and responsibilities that would be performed by the individual in this position; however, the project officer can also be assigned any other official task by Management as and when required.