Job Description:

Overview:

The Project Officer supports the Program Manager in the overall coordination and administration of the Skills-Based Literacy project. This role involves ensuring that project activities are planned and executed smoothly, information flows efficiently between field and Kabul, and all reporting and compliance requirements are met. The Project Officer plays a key part in consolidating field data, preparing reports, and liaising with stakeholders to keep the project on track and aligned with its objectives.

Key Responsibilities:

Work Planning: Assist the Program Manager in developing and refining the detailed project implementation plan (Annex 1_Terms of Reference .docx). Break down the plan into monthly and weekly schedules for activities (trainings, mobilization, monitoring visits) and ensure all team members are aware of upcoming tasks and deadlines. Update the work plan regularly to reflect actual progress and any changes.

Coordination with Field Teams: Maintain daily communication with Provincial Community Mobilizers and other field staff. Collect updates on class start-ups, attendance, and any issues in real time. Act as a point of contact at Kabul office for field queries, guiding field staff on procedures or escalating questions to the Program Manager. Ensure field requests (for materials, technical assistance, etc.) are addressed promptly.

Monitoring Progress: Track project outputs and timelines closely. Use simple tracking tools (e.g., spreadsheets or project management software) to monitor key indicators such as number of classes started, learners enrolled, trainings completed, etc., versus targets. Alert the Program Manager if certain targets or milestones risk being delayed, and propose adjustments (e.g., reallocating resources or intensifying mobilization in a slow district).

Report Preparation: Compile and draft high-quality reports for internal use and for UNESCO. This includes monthly progress reports that narrate activities carried out, results achieved, and challenges (Annex 1_Terms of Reference .docx). The Project Officer will gather data and inputs from field reports, the M&E Officer’s data, and the Finance Officer’s financial summary to produce a coherent report as per the prescribed template. Ensure that all reports are submitted by deadlines and meet the information requirements and format requested by UNESCO.

Data Management: Work with the M&E Officer to maintain a centralized database of project information (e.g., master list of all classes and learners, training participant lists, distribution records). Ensure data from field (via Kobo Toolbox or other means) is regularly synced and backed up. Perform initial data cleaning and verification before it’s used in reports, flagging any discrepancies for the M&E Officer to check (Annex 1_Terms of Reference .docx).

Meetings and Documentation: Organize and document project meetings. This includes weekly internal team meetings (preparing agenda with the Program Manager, taking minutes, and following up on action points) and any coordination meetings with UNESCO or other partners. Maintain a well-organized archive of project documents, including meeting minutes, correspondence, approvals, and key decisions.

Stakeholder Liaison: Support the Program Manager in coordinating with external stakeholders. For example, draft routine communications to UNESCO or government counterparts, schedule and prepare logistics for site visits by UNESCO staff (creating itineraries, briefing notes, etc.), and ensure that any requests for information from UNESCO are met promptly and accurately.

Administrative Support: Oversee the administrative aspects of the project in Kabul. Coordinate with the organization’s HR and logistics departments for issues like staff mobilization, travel arrangements, and procurement of project equipment. Ensure that contract durations (7-month contracts) and renewals for project staff are tracked and processed on time.

Risk and Issue Tracking: Maintain a log of any risks or issues identified in project implementation (e.g., security incidents, delays in material delivery, staff turnover). Work with the Program Manager to update the risk matrix and document how each risk is being mitigated (Annex 1_Terms of Reference .docx). Follow up on outstanding issues to ensure they are resolved or appropriately escalated.

Quality Assurance: Review deliverables submitted by field staff (such as training reports from Master Trainers, community mobilization reports from PCMs) for completeness and clarity. Provide feedback or request additional information if needed before these are integrated into overall project documentation.

Support Program Manager in Day-to-Day Tasks: This may include drafting official letters, helping to prepare presentations or briefing materials, assisting in budget monitoring by collating expense info, or any other tasks to ensure the project is well-managed.

Expected Deliverables:

Consolidated Work Plan: A detailed project work plan (Gantt chart or similar) created at project inception, and updated versions as living documents. The Project Officer should provide an updated plan at any given time reflecting current status of activities and upcoming tasks.

Monthly Progress Reports: A narrative and data report every month, compiled and formatted as per UNESCO requirements (Annex 1_Terms of Reference .docx). Each report should cover the activities of that month, cumulative progress, challenges, and next steps, and include annexes like updated data tables or success stories. These reports must be approved by the Program Manager and submitted on schedule.

Meeting Minutes and Action Trackers: For each key coordination meeting (internal or with UNESCO), formal minutes are prepared and circulated to attendees within a week. An accompanying action tracker is maintained to ensure that decisions are followed up.

Centralized Project Database: An up-to-date master database (could be in Excel or an MIS) containing all relevant project data – number of classes, learners (with demographic breakdown), facilitators, etc. – which is regularly reconciled with field reports and can produce summary statistics quickly. This database should be finalized and handed over (with documentation) to UNESCO or relevant stakeholders at project end as part of institutional memory.

Issue Log with Resolutions: A log capturing major implementation issues and how they were resolved, maintained throughout the project. By the end of the project, this log should show the timeline of key challenges and document the management responses. This serves as input for the final report and lessons learned.

Project Documentation Archive: A complete set of project documents, both digital and hard copies (where applicable), organized for easy reference. This includes all reports, MoUs, training materials, beneficiary lists, financial reports, and correspondence. At project close, the Project Officer will ensure this archive is complete and hand it over to the organization/UNESCO as required.

Final Inputs for Project Completion Report: Contributions to the final report, including assembling all required annexes, data tables, photos, and proofreading the final narrative for accuracy and consistency. The Project Officer’s groundwork ensures the Program Manager can finalize the report efficiently.

Job Requirements:

Education: University degree in a relevant field such as Education, Development Studies, Business Administration, or Project Management. An advanced degree can substitute for some experience.

Experience: Minimum of 3 years of professional experience in project coordination or management support roles, preferably in the education sector or with international development projects. Experience in Afghanistan’s development context is required. Proven work experience as a project manager/officer in similar education interventions is expected (Annex 1_Terms of Reference .docx).

Sector Knowledge: Familiarity with non-formal education or literacy programmes is an asset. Should understand the basics of community development and gender dynamics in education to effectively coordinate content and strategies.

Communication Skills: Excellent written and verbal communication skills in English, with the ability to draft reports and official correspondence to a high standard. Proficiency in Dari and/or Pashto is also required for communication with field staff and reviewing documents (Annex 1_Terms of Reference .docx).

Technical Skills: Strong computer skills including MS Office (Word for reporting, Excel for data management (Annex 1_Terms of Reference .docx), PowerPoint for presentations). Experience with data management tools or MIS (and willingness to learn Kobo Toolbox or similar platforms) is important.

Organizational Skills: Exceptional organizational and multitasking abilities. The candidate must be detail-oriented to manage documents and schedules, yet also able to see the big picture of project implementation.

Analytical Skills: Ability to analyze project data and field reports, draw out trends or flags, and summarize them effectively for decision-makers.

Interpersonal Skills: A team player who can work collaboratively with a diverse team (field and Kabul, international and local staff). Capable of guiding field staff remotely and ensuring they feel supported.

Adaptability: Able to work under pressure and adapt to changes – for example, reworking plans if security issues delay field work, or quickly coordinating a response to an urgent request from the donor.

Professionalism: High level of integrity and professional accountability. Familiarity with UN or donor compliance and ethical standards is beneficial, as the project must adhere to UNESCO’s general terms and conditions.

Submission Guideline:

Interested candidates should submit their applications (CV, Tazkera & Educational documents) by e-mail or in writing (marked confidential and clearly indicating on the sealed envelope the vacancy announcement number) to:

House# 10, Left Lane 02, Street 13, Wazir Akbar Khan, Kabul, Afghanistan.

Email address: hr@dwsso.org

Phone: 0799 149 513

Submission Email:

hr@dwsso.org