Officer, Project Management Office at Trade Mark East Africa

Roles and responsibilities

Programme and Project Management

• Facilitates integration of project deliverables with overarching Programme strategies, ensuring alignment with TMA goals and objectives.
• Conducts regular project health checks and implementation reviews to ensure compliance with TMA’s Project Cycle Management (PCM) guidelines, internal controls, and donor requirements.
• Conducts regular project assessments and health checks to ensure compliance with TMA's Project Cycle Management (PCM) guidelines and donor requirements.
• Assists project teams with the development, updating, and quality assurance of project work plans, sustainability plans, delivery chain maps, and risk management plans in line with approved project documentation.
• Supports the preparation, updating, and tracking of procurement mobilisation plans and expenditure forecasts, in collaboration with Procurement and Budgeting Teams.
• Supports real-time Programme performance monitoring and facilitates the preparation of dashboards, ad hoc reports, and weekly/monthly updates to leadership.
• Reviews project implementation data to identify bottlenecks, trends, and emerging risks, and works with assigned Programme teams to resolve or escalate issues.
• As required, supports the development and coordination of project formulation, including the production of Concept Notes and Project Appraisal Reports.
• Acts as secretary to the Peer Review Group (PRG) to coordinate meetings, produce minutes, record and follow up on actions and ensure reliable record keeping for project appraisal reports (PARs).
• Provides ongoing technical support and PCM guidance to Programme Implementation Teams, ensuring adherence to best practices in planning, delivery, and reporting.
• Contributes to the design and delivery of PCM training for staff and implementing partners within assigned responsibility centres.
• Supports the improvement and institutionalisation of PMO tools, templates, and business processes.
• Contributes to after-action reviews, project closure reports, and the extraction of lessons learned to inform future programming.

Stakeholder Engagement and Communication

• Supports the development and execution of stakeholder engagement plans to ensure buy-in participation and support from key stakeholders.
• Facilitates workshops, meetings, and presentations to communicate project status, gather input, and build consensus.
• Supports the PD Department's internal and external reporting function, including compiling SLT papers, donor reports, and other programme documents such as presentations and talking points to support PD Department management and the Senior Leadership and Management Teams.
• Supports regular engagement and communication between the PD Department and programme teams, regional and country, to promote synergies and improved PCM practice.

Quality assurance and process improvement

• Ensures that projects maintain high standards and best practices for assigned responsibility centres.
• Identifies opportunities for process improvements within the PMO and across project teams.
• Supports identification of process inefficiencies or duplications and recommends actions to reengineer them for increased operational efficiency.
• Implements approved process reengineering initiatives to enhance operational efficiency and reduce project delivery times.

Academic and professional qualifications

• A postgraduate or an undergraduate degree in business administration or social sciences.

Work experience

• Five years (for undergraduate degree holders) or three years (for postgraduate degree holders) relevant experience in administration and project management with strong communication, administration, and coordination skills.