Project officer

Role Overview: The Project Officer will be responsible for the day-to-day tracking and follow-up of tasks across all active project lines. Your primary mission is to ensure that team members meet deadlines, documentation is organized, and project status updates are accurate and timely.

Key Responsibilities

• Task Tracking: Maintain and update the central project management dashboard (e.g., Trello, Asana, or Excel).

• Follow-ups: Proactively reach out to team leads and stakeholders to collect status updates on pending tasks.

• Meeting Support: Attend project meetings, record minutes, and immediately distribute "Action Items" to the relevant owners.

• Documentation: Ensure all project folders are organized and that "Proof of Work" (reports, signed contracts, etc.) is uploaded correctly.

• Status Reporting: Assist in preparing weekly progress reports for senior management to highlight any "red flags" or delayed tasks.

Requirements

Requirements for the Role

Education & Experience

• Education: A Bachelor’s degree in Business Administration, Management, Communications, or a related field.

• Experience: Minimum of 1 year of professional experience in an administrative, coordination, or project support role.

• Industry Interest: A genuine interest in the African business ecosystem and global trade.

Hard & Technical Skills

• Tech Savvy: Proficiency in Microsoft Office (specifically Excel and Word).

• PM Tools: Basic familiarity with project management software (e.g., Trello, Asana, Notion, or Slack) is a strong plus.

• Writing: Strong written communication skills for professional emails and drafting status reports.

• Organization: Demonstrated ability to manage digital filing systems (Google Drive/Dropbox).

Soft Skills (The "Must-Haves")

• The "Nudge" Factor: You must be comfortable (and persistent) in following up with senior colleagues to get the information needed.

• Meticulous Attention to Detail: You are the person who notices if a deadline was missed or a document is missing a signature.

• Time Management: The ability to juggle multiple project lines without losing track of priority tasks.

• Reliability: You are consistent in meeting your own deadlines and showing up to meetings prepared.

Key Performance Indicators (KPIs)

1. Task Update Rate Ensure that 95% of all active tasks on the project tracker have a current, accurate status update by the end of each Friday.

2. Follow-up Turnaround Meeting minutes and assigned "Action Items" must be sent to the relevant team members within 4 hours of any project meeting ending.

3. Data Integrity Zero instances of "missing" or "misplaced" project documents in the shared company drive. Everything must be filed in the correct folder within 24 hours of receipt.

4. Response Latency Maintain a high level of responsiveness by acknowledging or answering internal status queries from the team within 2 hours during work hours.

5. Reporting Consistency The "Weekly Project Snapshot" (a brief report on task progress) must be submitted to the CEO/Project Lead every Friday by 4:00 PM without fail.

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