Assistant Project Coordinator

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Human Resources Executive at CIRCLE Women Association | Recruitment, Employee Relations, Organizational Development

Key Responsibilities

Project Coordination & Implementation

• Support the Project Coordinator in executing project activities as per the work plan.
• Assist in organizing training sessions, workshops, and community engagement initiatives.
• Ensure timely follow-up on project deliverables, deadlines, and key milestones.

Screening & Training:

·Ensure implementation of project activities: oversee smooth execution of screening/enrolling, schedulingand training of beneficiaries. Problem solving and troubleshooting, improving systems and processes.

·Provide timely feedback on outreach efforts to outreach focal person.

·Lead on community mobilization meetings and meetings with partners/stakeholders for the program where required.

·Ensure smooth onboarding of program beneficiaries managing class scheduling with instructors, provide support for smooth execution of trainings.

·Conduct quality assurance checks of training sessions, review instructor class reports.

·Conduct spot checks (physical and online) to ensure quality results.

Stakeholder & Partner Engagement

• Liaise with trainers, mentors, community partners, and beneficiaries for program execution.
• Support outreach and collaboration efforts to engage new partners and stakeholders.
• Maintain effective communication with all project participants.

Monitoring, Evaluation & Reporting

• Assist in data collection, progress tracking, and reporting on project impact, on monthly, quarterly and yearly basis.
• Prepare periodic reports, case studies, and success stories for stakeholders.
• Support in conducting feedback sessions and assessments to improve program effectiveness.
• Will lead in the development of rubrics folder through SharePoint and allocation of screening and cohort numbers to the Field Officers and Trainers.
• Will work closely with the M&E department during the development of the reporting sheet of the cohort and ensure all data is closed by the PA accurately and efficiently, and within the allocated time period.

Administrative & Logistical Support

• Manage project paperwork, scheduling, and logistics.
• Assist with budget tracking and spending reporting.
• Keep accurate records of project participants and interactions and follow-up with M&E and Database to ensure all data entered is accurate for further reporting.

Project/Program Coordination:

• Coordinate with M&E, Outreach, Comms, and other program areas to ensure successful execution and reaching targets.
• Collaborate with the M&E department to arrange timely check-ins for the team and guarantee program accountability.
• Provide timely updates on progress towards important metrics.

·Created and submitted monthly activity plan with budget forecast.

·Work closely during the development of workplans and financial reporting.

• Create program Gantt charts and class schedules to enable timely scheduling of tasks, such as screening calls, cohort dates, fund release, and data activation.
• Willingness to work as key program resource and provide support to DLP and CIRCLE where required

·Work on fund-raising opportunities and undertake required research, proposal writing, communications tasks

·Coordinate with all team members for timely delivery of all tasks

·Conduct administrative duties i.e. setting up meetings, analyzing estimates etc.

·Perform duties assigned by the Senior Projects Coordinator / Program Manager

Seniority level

• Seniority levelEntry level

Employment type

• Employment typeFull-time

Job function

• Job functionProject Management and Information Technology
• IndustriesCivic and Social Organizations

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