ERP Project Management Officer at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

Médecins Sans Frontières/Doctors Without Borders (MSF) Eastern Africa (EA) has undergone a significant organizational transition, evolving from a branch office to a partner section. In this new capacity, MSF EA not only provides operational support to other sections in the region but has also become a hosting hub for multiple sections. This shift underscores the importance of operational efficiency as a critical component of our organizational strategy.

Within this context, the IT unit at MSF EA is spearheading transformative initiatives to enhance operational efficiency. A central focus of these initiatives is the implementation of process automation through the establishment of a robust Enterprise Resource Planning (ERP) system. This strategic move aims to streamline and optimize internal processes, aligning them with the organization's broader goals and contributing to the overall effectiveness of MSF EA as a regional partner section and hosting hub.

Position Summary

The ERP Project Management Officer provides administrative and operational support to the Project management team, ensuring that project milestones are executed efficiently, effectively and on schedule. This role involves coordinating project activities, managing project schedules, maintaining proper documentation, and facilitating communication among team members and stakeholders.

This position will be hierarchically and functionally accountable to the Application & Development Specialist, and he/she will work closely with the project management team and the ERP implementation partner

Tasks & Responsibilities

• Project Documentation: Maintain up-to-date IT project records, including key documents such as project plans and status reports.
• Task Coordination: Schedule project tasks and tracking progress, ensuring team members are aware of their responsibilities and deadlines.
• Communication: Support smooth project communication through meetings, emails, and reports.
• Resource Support: Help coordinate IT resources (personnel, hardware, and software) and ensure availability for project needs.
• Meetings and Minutes:
• • Organize and facilitate meetings/focus groups and training sessions with business unit “end-users”.
  • Organize and schedule IT project meetings, prepare agendas, and record meeting minutes.
  • Distribute minutes and action items.
• Risk Monitoring: Track project progress and flag potential IT-related risks or issues for resolution.
• Quality Support: Assist in ensuring IT project tasks meet quality standards through periodic checks.
• Reporting: Prepare and deliver regular status reports on IT project progress, milestones, and potential deviations to the stakeholders.
• Documentation Management: Maintain organized IT project files and documentation, making them easily accessible to IT team members and stakeholders.
• Administrative Support: Assist with general administrative tasks that contribute to the efficient functioning of the project team

Qualifications

Education

• Bachelor’s degree in business administration, Project Management, Computer Science, Information Technology, Business and Information Technology or any other related field.
• Proficiency in Microsoft Projects software and IT tools.
• Knowledge of IT project management principles and methodologies.

Experience

• Experience in Business process automation.
• Agile project management and/or functional consultancy experience particularly in Microsoft Dynamics ERP projects.

Competencies

• Analytical and problem-solving skills (ability to find innovative ways to resolve problems).
• Self-motivated individual with high level of personal accountability, integrity, and honesty.
• Excellent communication skills in the new world of remote & on-line working and highly collaborative.
• Strong organizational and multitasking skills.
• Strong interpersonal skills.