Job Description

General Objective of Assignment

The Project Officer supports the day-to-day implementation of the Project across its activities and components. The position contributes to operational coordination, administrative and logistical follow-up, monitoring, reporting and stakeholder liaison, while ensuring close information flow between the Head of Health Program, Project Lead, Liaison Manager, Component Leads, experts, beneficiaries, implementing partners and the transversal Health Program support functions.

The Project Officer is expected to maintain a project-wide overview of implementation and to support coherent follow-up of activities, deadlines, deliverables, missions, meetings, procurement-related documentation and reporting requirements. The role is primarily dedicated to the Project, while contributing to transversal Health Program processes when these directly support project implementation or ensure consistency with Expertise France procedures.

The Project Officer will support the operational, administrative and coordination aspects of the Project. S/he will be under the line management of the Liaison Manager, with a functional reporting line to the Head of Health Program and Project Lead, and will work in close cooperation with component leads, experts and the transversal Health Program team. S/He will:

•            Support the day-to-day coordination and operational follow-up of Project activities and component-level implementation;
•      Maintain regular communication and follow-up with project stakeholders, beneficiaries, experts, consultants and implementing partners;
•           Support project planning, monitoring, reporting, documentation and the follow-up of key deadlines and deliverables;
•        Ensure effective circulation of information between the Head of Health Program, Project Lead, and Liaison Manager project team and relevant transversal support functions.
•       S/He contributes to the smooth daily functioning of the project by maintaining accurate project documentation and follow-up tools, supporting coordination across workstreams, and ensuring that agreed actions and deadlines are tracked.
•           S/He also contributes, under the guidance of the Liaison Manager and the Project Lead, to ensuring compliance with donor requirements and Expertise France internal procedures, particularly regarding documentation, reporting, procurement support, visibility, archiving and administrative follow-up.

Key Responsibilities (non-exhaustive list, subject to changes):

Coordination and operational implementation of project activities

•       Support the Project Lead and Liaison Manager, component leads in the preparation, coordination and follow-up of project activities and work plans;
•     Maintain and update project planning and coordination tools, including action trackers, activity calendars, deliverable follow-up tables and other implementation tools;
•     Follow up on agreed actions, deadlines and deliverables with project team members, experts, consultants, implementing partners and relevant counterparts;
•         Support the preparation and organization of project coordination meetings, technical committees, workshops, consultations, missions and steering committees;
•       Prepare agendas, background notes, presentations and supporting documentation, and draft and circulate minutes and action points;
•    Support day-to-day communication and operational coordination with beneficiaries, Ukrainian authorities, partner institutions, experts, contractors and implementing partners involved in the Project;
•         Contribute to the preparation of Terms of Reference, scopes of work, technical and administrative documentation and tender-related files under the guidance of the responsible technical lead and with support from the transversal Health Program team;
•            Ensure an adequate level of information for the Project Lead and Liaison Manager and promptly flag operational, administrative or coordination issues that may affect project implementation;

Follow-up of administrative, financial, logistics, procurement and security aspects of the project

•     Support the application of Expertise France administrative and financial procedures, with the orientation and advice of the transversal Health Program team, PSU and relevant HQ departments;
•     Maintain orderly project files and ensure proper filing and archiving of operational, technical, contractual and administrative documentation as per internal security guidelines, and ensuring appropriate level of confidentiality;
•        Follow the Expertise France Information Security Management policy and maintain confidentiality of project information and documentation.

Project team coordination and support

•       Facilitate internal communication, information sharing and coordination among the Project Lead, component leads, experts, consultants and support functions;
•      Support onboarding and practical coordination of experts and consultants mobilized under the project;
•            Provide regular operational follow-up and reminders to support timely delivery of agreed tasks and outputs;
•           Contribute to a coherent project-wide approach by identifying dependencies between activities and bringing them to the attention of the responsible leads.

Reporting, monitoring and evaluation

•        Support the preparation and consolidation of progress reports, activity reports, mission reports, presentations and other project deliverables;
•            Collect and consolidate inputs from component leads, experts and partners for donor reporting and internal monitoring;
•       Support the preparation of documentation for audits, reviews and donor or internal monitoring exercises, as required;
•       Ensure that project records and evidence supporting reported activities and results are properly organized and accessible.

Representation towards beneficiaries and key stakeholders of the project

•        Support, when tasked by the Head of Health Program or Liaison Manager, regular and fluid circulation of information with beneficiaries, partners, experts and other relevant stakeholders;
•     Participate in coordination meetings and technical exchanges with Ukrainian counterparts and partners when relevant to project implementation;
•        Support the preparation and organization of stakeholder meetings, steering committees, kick-off or closing events and other project governance or visibility activities;
•        Contribute to maintaining professional working relationships with project counterparts while ensuring that substantive or strategic positions are referred to the Project Lead and/or Head of Health Program as appropriate.