Location: TRF+ Project Office, Peshawar
Reports to: Provincial Team Leader
Project End Date: March 2019
TRF+ is a technical assistance project in health, funded by the Department for International Development (DFID), UK and managed by Mott MacDonald Limited, UK. The aim of the project is to provide technical support to the governments of Khyber Pakhtunkhwa and Punjab for implementing health reforms to improve Reproductive, Maternal, Neonatal and Child Health and Nutrition services, managed by the health departments. The project is a part of DFID’s Provincial Health and Nutrition Programme (PHNP), under which financial aid is provided to the provincial governments for health reforms.
Position Purpose and Summary:
Project Officer will be responsible for: (a) ensuring, in coordination with the Provincial Technical Specialists at Peshawar Office and TA procurement team at Head Office in Lahore that consultants and firms needed for TA missions are identified, selected and contracted in a transparent and efficient way and all steps of the process are well documented; (b) checking and processing invoices received from consultants and vendors as per procedures laid down in relevant TRF+ manuals and in consultation with TA procurement and finance sections at the Head Office; (c) seeking and disseminating appropriate security information to incoming international consultants; (d) negotiating rates with hotels, guesthouses and travel agencies to obtain value for money and making logistical arrangements for consultants, meetings, seminars and workshops and any other official events. The incumbent will work closely and cooperatively with the staff in technical, TA procurement and finance sections.
Specific Responsibilities:
- In liaison with the Technical Specialists prepare budgets and contracts for technical assistance missions to support agreed Terms of Reference in accordance with TRF+ manuals;
- Prepare and maintain the necessary documentation for TA missions in paper-based and computerised TA-files;
- Track (on a weekly basis) achievement of milestones and deliverables for TA missions and inform Technical Specialists and Provincial Team Leader about delays and problems;
- Arrange for and ensure the processing of documentation for incoming and outgoing International consultants, including visa letters and other arrival and departure formalities;
- Provide logistical support to national and international consultants, including the arrangement of transport for field visits, flight bookings and accommodation;
- Negotiate rates and conditions with security cleared hotels and guest houses;
- Assist in the preparation of training events, meetings, conferences and workshops, make the necessary logistical arrangements and ensure they are implemented properly, prepare documentation relating to participants, and make the authorised payments to participants in consultation with Finance section;
- Assist Technical Specialists in preparing meeting minutes and disseminate them as necessary.
- Review invoices for fee and reimbursable expenses (travel, accommodation, food) from consultants and invoices from vendors for purchases and services, certify compliance, completeness and correctness as per rules and forward them to the Technical Specialist(s) or Finance Department as necessary for approval and payment;
- Check all TA expenses against TA budget lines and prepare TA budget amendments as required by Technical Specialists;
- Provide input to Finance section for the 3 months rolling cash forecast on a monthly basis and assist with the preparation of a yearly forecast;
- Liaise with Mott MacDonald (MMP) in Lahore to seek security clearance for travel of international staff and consultants within Pakistan;
- Ensure that DFID and other relevant guidelines regarding Procurement and Financial Management are followed.
- Cooperate and coordinate closely with the Provincial Team Leader, Technical Specialists and TRF+ Head Office staff to ensure all project deliverables are prepared in the correct formats and distributed in accordance with TRF+ Operations and TA management manuals.
- Perform any additional tasks assigned by the Provincial Team Leader.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amended as necessary in consultation with the post holder.
Person Specification:
Qualifications: Master’s degree, from a university recognised by the Higher Education Commission of Pakistan, in business administration, human resources or any other relevant discipline.
Experience: At least five years’ experience in a responsible role providing support in procurement and management of technical support including organising large meetings, workshops and seminars and preparing and scrutinising TA budgets. Experience with DFID or other donor funded projects will be an asset.
Skills: Excellent and proven interpersonal and communication skills in dealing with individuals with diverse educational and cultural backgrounds; excellent computer skills in the use of MS Office, in particular Excel and WORD, and Outlook and ability to communicate well in English (oral and written). Experience with the maintenance of databases and usage of indexing software and application of search criteria is preferred.
Note: This position requires travel to districts in KP.