Part-time Project Officer

Hivos

Key Responsibilities

• Support the day-to-day coordination and delivery of project activities, ensuring that workplans are implemented according to timeline and in alignment with program objectives.
• Actively contribute to the planning, design, and scheduling of activities, including events, trainings, and generation of studies, in collaboration with the Project Manager and implementing partners.
• Assist in the preparation of activity briefs, terms of reference, and concept notes, ensuring that documentation is complete and aligned with donor requirements.
• Monitor the implementation progress of activities under the three project components (legal and financial support; safety and psychosocial support; advocacy and learning) and escalate any delays or issues to the Project Manager.
• Maintain an overview of the overall project calendar and upcoming deadlines, ensuring efficient coordination with internal and external stakeholders.

2. Partner Support and Communication

• Serve as the main liaison for day-to-day communication with local partners, ensuring clear follow-up on tasks, deliverables, and shared responsibilities.
• Support the organization of regular partner coordination meetings, including preparing agendas, drafting meeting minutes, and tracking action points.
• Review partner deliverables, including narrative and financial reports, and provide initial feedback before submission to the Project Manager.
• Support the preparation and amendment of partner contracts and disbursement schedules in collaboration with the finance and operations teams.
• Provide partners with technical and administrative guidance related to Hivos and donor compliance, and flag any capacity gaps to the Project Manager.

3. Monitoring, Evaluation, and Learning (MEL)

• Support the implementation of the MEL framework, including the tracking of indicators, targets, and milestones.
• Assist in collecting, verifying, and organizing project data from partners and beneficiaries to inform donor reporting and internal learning.
• Contribute to the development of tools, surveys, or templates for data collection or partner self-assessment where relevant.
• Participate in documenting lessons learned and good practices and contribute to periodic reflection sessions with project staff and partners.
• Support the preparation of monitoring reports and dashboards in coordination with the regional MEL focal point.

4. Logistics, Procurement, and Administration

• Coordinate all logistical arrangements for workshops, trainings, roundtables, and advocacy events, including venue booking, participant communication, and travel arrangements.
• Support procurement processes for goods and services in accordance with Hivos and donor procurement guidelines.
• Ensure timely and accurate filing of administrative documents (contracts, invoices, attendance sheets, etc.) in internal and shared filing systems.
• Liaise with the finance & admin team to track expenditures, process payments, and manage petty cash when applicable.
• Assist in audit preparations by organizing required documentation and responding to information requests.

5. Communication, Visibility, and Advocacy Support

• Support the drafting of communication products such as social media content, activity updates, success stories, and short narratives showcasing project impact.
• Assist in preparing presentations and information packages for donor and advocacy events.
• Contribute to the dissemination of key outputs to relevant stakeholders, including local stakeholders networks and donor agencies.
• Coordinate with the communication focal point to ensure that project branding, messaging, and visibility guidelines are applied consistently across all outputs.
• Support the organization and documentation of learning and advocacy events foreseen under the project