SOMALIA STRENGTHENING INSTITUTIONS FOR PUBLIC WORKS PROJECT (SSIPWP)
Project administration Officer
Terms of Reference
Position Title:
Project administration Officer
Department:
Director General Office
Reporting to:
Director General
Duration:
20 Months (depending on continued budget availability and need for the position as well as satisfactory or better performance evaluations)
Duty Station:
Ministry of Public Works, Reconstruction and Housing (MPWR&H)
About MPWR&H
The Federal Ministry of Public Works, Reconstruction and Housing is responsible for managing, building and rehabilitating federal government buildings and the infrastructure of the country. The Ministry has always been the custodian authority of all infrastructures, buildings, bridges, highways and roads, land plots, land tenure, national infrastructure policy, urban planning and topographic and cartographic research in Somalia.
The Ministry is committed to deliver its mandate and functions in a transparent, accountable, effective and efficient manner. The Ministry is also committed to recruit a diverse and inclusive civil service work force that aims to best meet the needs of all Somali citizens.
Somalia Strengthening Institutions for Public Works Project (SSIPWP)
The SSIPWP project is the centre piece for building the capacity of the Federal Ministry of Public Works, Reconstruction and Housing (MPWR&H) and the recently established state-level Ministries and the Banadir Regional Administration (BRA) by developing more effective, efficient, inclusive and accountable institutions for public works and infrastructure.
The SSIPWP project is funded by the African Development Fund (ADF) and the Transition Support Facility (TSF) of the African Development Bank (AfDB) and implemented through a Tripartite Protocol Agreement between the Somalia Federal Government, African Development Fund and the United Nations Office for Project Service (UNOPS).
The purpose of the SSIPWP project is improve the capacities of MPWR&H, State-Level Ministries and BRA responsible for public works to enable them independently plan, manage and oversee infrastructure construction projects and maintenance of public works (Project Appraisal Report, 2016).
Purpose of the Position
Project administration officer handle a number of functions involved in the continued operations of an enterprise. Acting in an office management capacity, project administrators perform tasks necessary to keep a project running smoothly, such as records keeping, resource coordination, scheduling, and ensuring compliance with government and safety regulations. In a project that requires subcontractors, vendor assessment and contract negotiation may fall under the duties of a project administrator.
Scope of Service
Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
Create a project management calendar for fulfilling each goal and objective.
Duties and Responsibilities, include, but are not
limited to:
Prepare, organize, and distribute all necessary project materials
Organize and implement formulated policies and procedures
Organize and Attend all project meetings and take notes
Preparing necessary presentation material for meetings.
Budget forecast and assess possible project risks and setbacks
Maintain and update budgets as project progresses
Calculate project metrics including quality assurance, profits and losses
Communicate pertinent information between management and staff
Strategically create project plans, creating a timeline and setting benchmarks
Maintaining project records using an electronic records management system
Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures.
Documenting and following up on important actions and decisions from meetings.
Ensuring project deadlines are met.
Determine project changes and Provide administrative support as needed.
Undertaking project tasks as required.
Ensure project adhere to plans and all documentation is maintained appropriately for the project.
Assess project risks and issues and provide solutions where applicable.
Ensure stakeholder views are managed towards the best solution.
Communicate pertinent information between management and staff
Strategically create project plans, creating a timeline and setting benchmarks
Supervise and delegate tasks to project team and other trained staff
Set goals, provide motivation, and thoroughly support project team members
Analyse project data and produce progress reports
Foster positive and productive client relationships
Any other duties assigned by his/her Supervisor
Required Qualifications, Experiences and skills
Bachelor degree in business or related field of study.
5 years’ experience in similar field.
Ability to work effectively both independently and as part of a team.
Experience using computers for a variety of tasks.
Competency in Microsoft applications including Word, Excel, and Outlook.
Knowledge files management, transcription, and other administrative procedures.
Ability to work on tight deadlines
In-depth knowledge of our specific field
Strong leadership skills
Extremely organized and focussed
Excellent communication skills both oral and written
Ability to motivate and keep staff on task
Propensity for multi-tasking
Fluency in Somali and English languages
Deadline driven
Submission Guideline:
Interested Somali candidates who meet the criteria above are encouraged to send their application letters and detailed CVs to hr@mpwr.gov.so, Closing date by 7th May, 2019 @5:00pm.Kindly indicate “Project Administration Officer MPWRH & VA-no: 0048/19– Mogadishu, Somalia” on the subject line when applying.
Qualified Female candidates is highly encouraged to apply.
Only shortlisted candidates will be contacted.
SOURCE: Project administration Officer
