Project Assistant at Plan International

Dimensions of the role

The Project Assistant is responsible for supporting administrative and field project deliverables as guided in the project plan.    They are expected to possess a general knowledge in Community Development processes. The role will undertake mobilization of target stakeholders including administrative task such as organising project workshops and meeting.  The project assistant will coordinate procurement support of the ensure that documentations of work activities such as  Participants attendance lists, Distribution, records of Project Inputs to beneficiaries (Seeds and farm inputs to schools& Mangrove and Sea Weed groups support) are available for reference.  Additionally, the role will require liaison with other project teams to ensure synergy and integration of project interventions.

This position will report to the Project Officer.

Accountabilities

Project Implementation:

• Ensure community participation in the project planning, implementation and monitoring
• Ensure that the monthly activities and budget plans are implemented as per approved work plan and that all activities are on track with appropriate scheduling, quality and timelines
• Work with relevant staff to ensure all logistics and procurement processes are in conformity with Plan policies, procedures and standards
• Facilitate access to relevant and accurate information on the project to stakeholders including the government officers, parents, and children.
• Ensure that gender considerations are appropriately defined and incorporated across all phases of design, implementation and reporting. 

Manage Project Resources  

• Prepare a breakdown of project budget by interventions 
• Monitor expenditures by interventions and ensure compliance with approved budget. 
• Review expenditure reports on a monthly basis.  

Documentation and Reporting:   

• Consolidate/write project reports in line with the laid down requirements and Plan standards.
• Work with the Program team and the M&E team in documenting project achievements and lessons learnt.
• Contribute to documentation and sharing of best practices with all stakeholders
• Facilitate and coordinate joint reflection sessions at Sub County and/or County level 

Communications and Stakeholder Relationships:  

• To engage and maintain cordial stakeholder relationships for effective project delivery throughout the project cycle
• Maintain a high level of external communication/contact at the community, County levels. This is to facilitate the implementation of the project activities effectively.
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Dealing with Problems:  

• Managing community conflicts 
• Managing community/Plan Policy conflicts 
• Maintain good working relationships with other Civil Society Organisations (CSOs).  
• Negotiating with the respective government departments to ensure that work goes on  
• Managing community attitude towards Plan implementation strategy.  

Administrative Responsibilities

•  Ensure project implementation is within the approved monitoring plan and tracked
• Ensure that all documentation related to activity reports, participants lists and project acknowledgement forms are updated monthly and all project files are up to date.
• Ensure all project related partner, government and other stakeholder relations are well maintained and also ensure that feedback and input from stakeholders are incorporated into the implementation of the project. 
• Work with relevant staff to ensure all logistics and procurement at a local level are done according to Plan policies. This will include the development and monitoring of procurement plans 
• Periodically review the project outline with the Project Officer to ensure that implementation is on course; 
• Ensure a successful closure of the project once it has been completed.

Safeguarding Children & Young People Policy

Ensures that Plan International’s global policies for Safeguarding of Children & Young People and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

Technical expertise, skills and knowledge

Essential

• A Diploma in Community Development or Environmental Sciences is preferred. 
• At least 3 years’ experience in project management/coordination.  
• Strong Knowledge of community development. 
• Conversant with child rights issues and child participatory methodologies. 
• Knowledge and experience of working in Environment Conservation.
• Knowledge and experience in Livelihood Initiatives.  
• Hold personal values, ethics and attitudes which are in alignment with the principles of the Plan’s Safeguarding Children and Young People Policy. 

Desirable

• Skills in managing project implementation and monitoring is critical 
• Strong report writing skills 
• Community facilitation, networking, partnership development and management skills  
• Good communication, negotiation and advocacy skills  
• Good interpersonal, relationship and team working
• Conflict Management skills

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.
   

      We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Physical environment

The position requires constant interaction with boys and girls as well as communities and the incumbent will be required to use a motorbike for frequent visits to the field sites for project visit, meetings and implementation.