Project Officer At Ark Group

Location: Based in Kingston, Jamaica. Applicants must have residency and the right to work in Jamaica.

Reporting to: Project Manager.

Role type: Full-time, 1-year fixed-term contract with the potential for renewal.

Closing date: 13 August 2024

ABOUT ARK:

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity, and hope for the future.

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.

Learn more about our impact here: https://www.ark.international/impact

PURPOSE OF POSITION:

The Operations team is responsible for the effective, efficient and compliant delivery of ARK projects. It includes the project teams and the cross functional teams that enable project delivery (Research, MEAL, Communications, Finance, Logistics and Procurement, HR and Compliance).

ARK is implementing a Security Sector Reform project for members of the Haitian National Police (PNH), providing specialist training that increases the PNH capacity to maintain security and contributes to stabilisation in Haiti.

The selected candidate will work under the Project Manager and will contribute to the management of project partners, beneficiaries, and resources. This individual will also be responsible for the effective, efficient and compliant day to day delivery of the project in accordance with ARK and the client’s policies and procedures. They will work with other members of the ARK HQ staff to achieve the project objectives and contribute towards all project deliverables.

KEY RESPONSIBILITIES:

Administer the Project:

Draft Logistics and Procurement (L&P) documents for project activities including but not limited to, procurement requests, request for quotations and proposals and other competitive tenders in line with internal procurement policies and procedures.
Participate in bid evaluation committees and guide other panel members.
Draft contractual documents, including purchase orders and service provider contracts.
Review and provide guidance to project staff on service provider statement of works.
Ensure that procurement is carried out in a transparent manner and in compliance with internal policies,
Ensure accurate SharePoint filing of procurement documentation.
Track supplier payments and submit payment requests on SharePoint.
Responsible for project inventory in accordance with asset management policies and procedures.
Receive and verify accuracy of shipments from suppliers for project deliveries.
Oversee project travel bookings and event organisation.
Process consultant invoices and the requisite payment requests to the Finance Department.
Support the planning and implementation of all project activities in collaboration with the project and operations team (Monitoring and Evaluation, Finance, Human Resources, Compliance and Logistics and Procurement) stakeholders.
Monitor the project work plan and coordinate with project and operations staff. Follow up with partners on the day-to-day implementation of project activities and brief the Project Manager regularly. Travel to conduct meetings with internal and external staff as required and within reason.
Ensure all service provider-related tasks are carried out in accordance with ARK’s and the donor’s policies and guidelines. This includes recruitment and performance management.
Administer the project in accordance with the ARK Project Management Guide, project management software and Microsoft Teams for collaborative working, project planning and controlled implementation. Update all project cycle management and project management tools such as logical frameworks, work plans, budgets and forecasts, monitoring and evaluation plans and indicator tracking.
Attend weekly project team meetings with key internal stakeholders, either in person or via messaging software. Brief on the previous week’s activities and agree upcoming deliverables with the Project Manager. Draft weekly project reports and save in the appropriate Teams location. Brief the Project Manager, senior managers and external stakeholders on the project activities as required.
Monitor the project and identify the need for adjustment and improvement of systems and processes to improve efficiency, optimise utilisation of resources and improve quality of deliverables and brief to the Project Manager/Director.
Ensure that budgeted activities are spent in accordance with donor funding and donor regulations within the appropriate timeframe. Support the Project Manager to review the financial glidepath.
Monitor any changes to the security threat and brief the Project Manager/Director on changes. Update the Project Risk Register and Security Plan monthly or on becoming aware of a change in the threat level to ensure that it remains accurate and relevant and all risks are managed appropriately.
Review the Monitoring and Evaluation collection plan, Results Framework and Logical Framework monthly with the project’s Monitoring and Evaluation staff. Support Monitoring and Evaluation activities as agreed in the project M&E Plan.
Draft Logistics and Procurement (L&P) documents for each activity with L&P officers to ensure that all L&P paperwork is compliant, realistic and will meet the contractual deliverables.
In coordination with ARK Communications Department, draft external communications content to publicise activities and achievements, contribute to external debate and knowledge, and promote ARK to potential employees, consortium partners, implementing partners and clients.
Support the preparation of all contracted client reporting deliverables including monthly, quarterly, analytical and closedown reporting before sending to the Project Manager/Director for approval. This includes briefing relevant stakeholders of their required inputs in advance.

Requirements

SKILLS, KNOWLEDGE AND EXPERIENCE:

Essential

Ability to work under pressure, be a self-starter, team player, innovative and demonstrate the capacity for maintaining high professional standards.
Full professional fluency in English and French.
Willingness to travel to and work in Haiti, Jamaica and the broader Caribbean.
Proficiency in the Microsoft Office suite.

Desirable

Relevant project management qualification such as PMD Pro, PMP or PRINCE 2.
Bachelors degree in a relevant field such as international development, international relations, area studies, political science, sociology, public administration, communications and media studies.
Experience of MEAL systems and processes in a security sector transformation project environment.
Familiarity with US and or Canadian donor compliance and regulations.
Military or police service.
Additional languages relevant to the project (Creole/Spanish).

Benefits

Why join ARK?

Impactful Work: Your expertise will directly impact the lives of those in need.
Global Reach: Collaborate with international experts and local stakeholders.
Innovation: Engage in pioneering solutions for sustainable change.

Our People

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organisations, journalism and the private sector.

An ARK Person Is:

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognise out limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.

Collegiate: We know we are stronger together and that every contribution counts. We trust each other and always support each other.

Outspoken: We tackle diverse challenges and we always want to find the best solution to a problem. We aren’t afraid to share our opinions and we want to hear those of others too.

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity or expression, national origin, race and ethnicity, religious beliefs or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the centre of its development and stabilisation work and is this committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related personnel are expected to share this commitment and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.