PROJECT SUPPORT OFFICER – JOIN OUR TEAM!

A. JOB DESCRIPTION

Under the strategic direction from the Project Manager of the PMU; the incumbent will be responsible for supporting the day-to-day implementation of the AACJ project. He/She will be responsible for supporting project partners in planning and implementing project activities according to quality project standards, including scheduling, timely and quality reporting, organized requisitions, and documentation.

Employment Details

• Employment: Full time
• Working hours: Monday to Friday reporting in the office from 8.30 a.m. to 5.00 P.M
• Supervisor: Project Manager AACJ/Head of Project Management Unit
• Staff Responsibility: None
• Duration of Contract: Two years, renewable subject to satisfactory performance
• Duty station: PACJA Secretariat, Nairobi Kenya
• Job Level: Intermediate

Job Overview

1. Administrative and Project Support

   a. Support the anchoring of the climate justice programming around the AACJ movement building strategy, environmental protection and litigation, adaptation and policy influence.

   b. Support the effective delivery of the Climate Justice and Resilience Facility for Africa (small grants)

   c. Ensure the agreed project and contract management methods, administrative standards and processes are maintained throughout the project lifecycle.

   d. Organize periodic meetings with the Project and Contract Manager to ensure effective project management and governance systems.

   e. Assist the Project and Contract Manager and Country Team Managers in the development and implementation of project administrative plans.

   f. Develop and maintain the project library, filing, recording, and reporting systems, including audit trails, ensuring full compliance to international audit and donor standards.

   g. Advice and assist project team members in the practical application of project procedures, disciplines, and recording and reporting standards.

2. Technical Roles

• Climate Communication: a. Support the implementation of a comprehensive communication strategy for the AACJ project, aligned with the overall communication plan of the PMU.
• Manage the project website and social media channels, creating engaging content that showcases project activities and achievements.
• Prepare and deliver presentations and briefings for stakeholders at national, Alliance, and global levels.
• Coordinate media relations activities, facilitating press releases and interviews. e.
• Support capacity building by training project partners on effective communication skills and strategies.
• Develop and support effective communication mechanisms between project teams and stakeholders at national, Alliance, and global levels.

3. Partnership and Networking

   a. Support in implementing a comprehensive communication strategy for the AACJ project, aligned with the overall communication plan of the PMU.

   b. Support the management of project website and social media channels, creating engaging content that showcases project activities and achievements.

   c. Prepare and deliver presentations and briefings for stakeholders at national, Alliance, and global levels.

   d. Coordinate media relations activities and facilitate press releases and interviews.

   e. Support the capacity building efforts by training project partners on effective communication skills and strategies.

   f. Develop and support effective communication mechanisms between the project teams and all stakeholders at national, Alliance, and global levels.

4. Monitoring and Evaluation

   a. Coordinate the process to ensure the production of project summary reports, databases, etc.

   b. Consolidate, maintain and update all risk management reports for the AACJ partners/countries.

   c. Rapporteur: Provide high-level meeting reports by rapporteuring high-level regional/international events.

5. Safeguarding:

   a. Coordinate key safeguarding planning among all consortium partners in liaison with the Project Manager to ensure robust systems exist for safeguarding in line with globally accepted standards.

6. Other Roles

   a. An agile, strategic, and critical thinker, with the ability to set process, performance, and outcome goals.

   b. Excellent communication and training skills in both verbal and written English; ability to speak French will be an added advantage.

   c. Ability to pay attention to details, keen on efficient processes and accuracy.

   d. Excellent planning and organizational skills to manage own workload and coordinate the work of others.

   e. Ability to work autonomously and in a team.

The PACJA is an Equal Opportunity Employer. The PACJA considers all applicants based on merit without regard to race, sex, color, national origin, religion, age, disability, or any other characteristic protected by applicable law. If you believe you can demonstrate your abilities to meet the relevant criteria for the role, please submit your application and CV quoting in the subject line of the Job Title “Project Support Officer” to ann.kobia@pacja.org. Applications will be reviewed on a rolling basis.

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Expert Tips To Be A Successful Applicant for Project Support Officer:

1. Understand the AACJ Project: Demonstrate your understanding of the AACJ project’s goals, climate justice, and resilience initiatives.
2. Highlight Administrative Proficiency: Showcase your administrative skills, emphasizing experience in maintaining project standards and processes.
3. Communication is Key: Emphasize your excellent communication skills, both verbal and written. Provide examples of successful communication strategies.
4. Technical Competence: Illustrate your technical roles in previous positions, especially in areas like project and contract management.
5. Showcase Networking Skills: Discuss your experience in partnership building, networking, and implementing communication strategies.
6. Demonstrate Monitoring and Evaluation Expertise: Provide examples of your proficiency in coordinating processes, producing reports, and managing risk in previous roles.
7. Safeguarding Knowledge: Highlight any experience in coordinating safeguarding planning and adherence to global standards.
8. Agility and Critical Thinking: Showcase your ability to be agile, strategic, and a critical thinker, setting clear goals for processes, performance, and outcomes.
9. Multilingual Advantage: If applicable, mention any proficiency in French as an added advantage.
10. Autonomy and Team Collaboration: Illustrate your ability to work autonomously while also being an effective team player.

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SAMPLE COVER LETTER PROJECT SUPPORT OFFICER

Dear Hiring Manager,

I am writing to express my interest in the Project Support Officer position at PACJA, as advertised. With a strong background in project management and a proven track record in supporting the implementation of climate justice initiatives, I am confident in my ability to contribute effectively to your team.*

During my tenure at [Previous Organization], I successfully anchored climate justice programming, ensuring adherence to environmental protection and litigation standards. My proficiency in administrative tasks, such as maintaining project libraries and facilitating periodic meetings, aligns seamlessly with the responsibilities outlined for this role.

One of my key strengths is my ability to develop and implement project administrative plans, as evidenced by my role in [Specific Project], where I not only maintained international audit and donor standards but also provided guidance to team members on project procedures.

My technical expertise extends to project and contract management, as well as monitoring and evaluation. I have a solid track record of coordinating processes to ensure timely production of reports and databases. My rapporteuring skills have been honed through high-level regional and international event reporting.

In addition to my technical skills, I possess excellent communication and training abilities. At [Previous Organization], I successfully developed and implemented communication strategies, managed websites and social media channels, and delivered engaging presentations to stakeholders at various levels.

Furthermore, my commitment to safeguarding planning aligns with PACJA’s dedication to globally accepted standards. I am confident that my strategic thinking, attention to detail, and proficiency in both autonomy and teamwork make me an ideal candidate for this role.

I am excited about the opportunity to contribute to the AACJ project and PACJA’s mission. Thank you for considering my application. I look forward to the possibility of discussing how my skills and experiences align with your needs.

Sincerely,

[Your Full Name]
[Your Contact Information]

FREQUENTLY ASKED QUESTIONS (FAQs) ABOUT THE PROJECT SUPPORT OFFICER POSITION

Q1: What are the key responsibilities of a Project Support Officer?

A1: A Project Support Officer is responsible for providing administrative and technical support in the implementation of projects. This includes anchoring climate justice programming, managing project communication, and ensuring adherence to project and contract management methods.

Q2: What competencies are crucial for success in this role?

A2: Key competencies include being agile, strategic, and critical thinkers, excellent communication skills in English (French is an added advantage), attention to detail, strong planning and organizational skills, and the ability to work autonomously and collaboratively.

Q3: How can I demonstrate my commitment to climate causes in my application?

A3: Highlight any previous experience or involvement in environmental or climate-related initiatives. Showcase your passion for making a positive impact and contributing to the goals of the AACJ project.

Q4: Is knowledge of French mandatory for this position?

A4: While not mandatory, proficiency in French is considered an added advantage for effective communication, especially in global and Alliance-level interactions.

Q5: What is the duration of the contract for the Project Support Officer position?

A5: The initial contract is for two years, renewable based on satisfactory performance.

Q6: How does the application review process work?

A6: Applications will be reviewed on a rolling basis, emphasizing the importance of submitting applications promptly.

Q7: Are there opportunities for professional development within PACJA?

A7: PACJA values continuous learning. Applicants can express their commitment to ongoing professional development and highlight any relevant experiences.

Q8: Can you provide more details about the AACJ project and its goals?

A8: While the job description provides an overview, candidates are encouraged to conduct research on PACJA’s website and publications to gain a comprehensive understanding of the AACJ project.

Q9: How does PACJA promote diversity and inclusion in the workplace?

A9: PACJA is an Equal Opportunity Employer, considering all applicants based on merit without regard to race, sex, color, national origin, religion, age, disability, or any other characteristic protected by applicable law.

Q10: Is there an application or recruitment fee for applying to PACJA?

A10: PACJA is an equal employer and does not charge any application or recruitment fee.

POSSIBLE PROJECT SUPPORT OFFICER INTERVIEW QUESTIONS WITH ANSWERS

Q1: How do you prioritize and manage multiple tasks in a fast-paced environment?

A1: In my previous role as a Project Support Officer, I implemented a prioritization system based on urgency and impact. I also regularly reviewed tasks, adjusted timelines when necessary, and communicated with team members to ensure alignment.

Q2: Can you provide an example of a successful project you’ve supported in the past?

A2: In my previous role, I supported the implementation of a climate resilience project that resulted in a 20% reduction in environmental risks. My contributions included efficient documentation and coordination with project teams.

Q3: How do you handle communication challenges with stakeholders from diverse backgrounds?

A3: I emphasize active listening, clarity in communication, and adapting my communication style to suit the audience. Additionally, I have experience working in multicultural environments, enhancing my ability to navigate diverse stakeholder interactions.

Q4: How do you stay updated on climate-related issues and their potential impact on projects?

A4: I regularly participate in webinars, attend relevant conferences, and subscribe to reputable environmental publications. This ensures I stay informed about the latest developments and can proactively integrate this knowledge into project activities.

Q5: Describe a situation where you had to address a project-related risk and the steps you took to mitigate it.

A5: In a previous project, I identified a potential risk related to resource allocation. I immediately reported it to the Project Manager, proposed alternative solutions, and worked collaboratively with the team to implement a mitigation plan, ensuring minimal impact on project timelines.

Q6: How do you contribute to a positive team culture within a project team?

A6: I foster open communication, celebrate achievements, and actively participate in team-building activities. I believe in creating an inclusive environment where each team member’s contribution is valued.

Q7: Can you share an experience where you had to adapt to unexpected changes in a project’s scope?

A7: In a past project, the scope unexpectedly expanded due to external factors. I quickly assessed the new requirements, reallocated resources, and communicated the changes effectively to ensure a smooth transition without compromising project goals.

Q8: How do you approach training project partners on effective communication skills and strategies?

A8: I begin by assessing the specific needs of project partners, designing tailored training programs, and conducting interactive sessions. I also provide ongoing support and feedback to ensure the successful implementation of communication strategies.

Q9: How do you contribute to the development and maintenance of a project library and reporting systems?

A9: I establish systematic filing structures, ensure accurate documentation, and regularly update the project library. I also implement audit trails to comply with international audit and donor standards, fostering transparency and accountability.

Q10: How do you balance autonomy and collaboration in your work?

A10: I believe in an inclusive approach where I autonomously manage tasks while maintaining open communication with team members. Regular check-ins and collaborative decision-making contribute to a harmonious balance between autonomy and teamwork.

We wish you the best in your application process. Remember, PACJA is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.