Job Purpose & Summary:    

Under the supervision of the Head of Programs, the Program Management Officer (PMO) will assist in ensuring the successful implementation and management of projects. This role involves coordinating with field teams, ensuring timely submission of donor reports, conducting project review and BVA meetings, managing program data, developing templates, and supporting the Head of Program in day-to-day tasks.

Specific Areas of Responsibility and Related Activities:

1. Project Operational Support (Project Planning, Implementation & Monitoring)

• Support and ensure the development of Project Cycle Management (PCM) documents.
• Ensure that PCM documents are updated and accessible to relevant stakeholders.
• Coordinate with field teams for project activities planning, including the development of work plans and timelines.
• Ensure that project plans are aligned with the donor requirements.
• Ensure and oversee the implementation of projects according to the agreed work plans and timelines.
• Organize and conduct monthly project review meetings to assess progress and address any issues.
• Ensure accountability, quality, and sustainability of services with the coordination of MEAL.
• Monitor and evaluate project progress, ensuring milestones and deliverables are met.
• Provide technical guidance and support to field teams to enhance project implementation.
• Prepare and submit regular project status reports to the HOP.

2. Centralized Data Management:

• Ensure accurate and up-to-date program and project data management.
• Archiving of program and project data on the PMS Resource Hub.
• Develop and maintain databases and other data management systems.
• Generate reports and data analysis to support program decision-making.
• Develop and maintain templates for various programmatic documents.
• Provide training and support to staff on the use of templates.
• Maintain data confidentiality and security in line with organizational policies.
• Coordinate data collection efforts and ensure consistency across projects.

3. Coordination with Field Teams:

• Maintain regular communication with field teams to monitor project progress and provide support.
• Facilitate coordination and information sharing between field teams and the central office.
• Conduct field visits as necessary to monitor project activities and provide on-ground support.
• Prepare agendas, minutes, and action plans for review meetings.
• Ensure follow-up on action items from review meetings.

4. Assist HOP in Project Financial Management:

• Assist in organizing and participating in Budget vs. Actual (BVA) review meetings and develop a consolidated report for HOP
• Identify and address any discrepancies or variances in project budgets.
• Ensure adherence to project budgets and monitor expenditures.
• Prepare financial forecasts and projections for ongoing and upcoming projects.
• Collaborate with the finance team to ensure accurate financial reporting.

5. Reporting Assistance:

• Develop and maintain a reporting schedule to ensure timely submissions.
• Ensure timely intimation/alerts to the field teams for donor reports.
• Facilitate the reports review process and maintain the tracker.
• Ensure the timely submission of donor reports, including narrative and financial reports.
• Collaborate with finance and field teams to gather necessary data and information for reports.
• Review and edit reports for accuracy, consistency, and compliance with donor requirements.
• Provide feedback and support to teams to improve report quality.
• Maintain an organized archive of all project reports and documentation.

6. Support in Resolving Implementation Challenges:

• Identify any implementation challenges or delays.
• Facilitate troubleshooting sessions with field teams to address on-ground issues.
• Collaborate with relevant departments to ensure timely resolution of logistical, financial, and operational challenges.
• Provide regular updates to the Project Manager.
• Address and resolve any issues or conflicts arising in the field.
• Facilitate capacity-building initiatives for project staff and partners.

Job Specifications:

Education:

• Bachelor’s degree in Project Management, Business Administration, Social Sciences, or related field.
• Relevant certification e.g., PMP is an advantage.

Experience:

• Minimum of 3-4 years of experience in project management, preferably within the development sector with INGO/NGO.
• Proven experience in managing multiple projects simultaneously.

Skills:

• Strong understanding of project management methodologies and tools.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proficiency in MS Office and project management software (e.g., MS Project, Trello, Asana, ERP).
• Strong project management skills with the ability to manage multiple projects simultaneously.
• Knowledge of donor requirements and reporting standards 

Commitment to Diversity and Inclusivity: Pak Mission Society is committed to building a diverse organization and an environment of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Safeguarding: Pak Mission Society is committed to Safeguarding Children and Adults and in no way tolerates any harm to our beneficiaries.

• Child Safeguarding: Ensuring the safety and well-being of children, protecting them from abuse, neglect, or exploitation.
• Adult Safeguarding: Protecting vulnerable adults, including the elderly or individuals with disabilities, from harm, abuse, or neglect.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity in our organization. We do not discriminate based on race, religion, color, origin, gender, age, marital status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.