Project Officer

JOB PURPOSE

Under the supervision of the National Coordinator, The Governor-General’s Programme for Excellence (GGPE), the Project Officer provides support to fulfill the mandate through The Governor-General’s Achievement Awards (GGAA) and the I Believe Initiative (IBI) while ensuring that preparation for all events and activities are concluded according to the required standards and established procedures.

He/she uses Social Media to ensure that information and updates regarding The GGPE, reach all interested parties promptly and are effective and accurate. The incumbent interfaces with members of the Private Sector regarding sponsorship and collaboration by providing them with the requisite information.

In the process of carrying out his or her functions, the Project Officer upholds the agreed deliverables according to established policies and procedures with respect to service delivery and job responsibilities.

The incumbent seeks to achieve the above by demonstrating “A culture of excellence through people performance and partnerships ”.

KEY OUTPUTS

• All activities related to GGPE events are achieved within the required timeframe and according to acceptable standards and documented procedures.
• Proposals and reports are drafted and presented to the National Coordinator for review within the required timeframe.
• All data and other related information regarding the GGPE are accurate and updated promptly through the appropriate media.
• Communication is maintained with recipients of The Governor-General’s Achievement Awards (GGAA) in order to track their progress and the requisite reports are prepared and submitted accordingly.

KEY AREAS OF RESPONSIBILITY

Management/Administrative Responsibilities

• Makes recommendations to the National Coordinator, GGPE in relation to staffing needs, policies and procedures to assure its effective operation.
• Collaborates with the National Coordinator to:
• Define and implement the Strategic Plan and Budget of the GGPE Project Office.
• Implement and monitor the deliverables under the Strategic Plan and Budget.
• Prepare the annual Operational Plan and Budget.
• Prepare quarterly performance reports.
• Contributes to The Governor-General’s annual, monthly and weekly schedule of activities.
• Provides leadership and management oversight for IBI Ambassadors and other key stakeholders of The GGPE.
• Arranges for meetings of: the Advisory Board, the Management Committee and the annual meetings for the IBI Ambassadors and other stakeholders. Prepares and disseminates minutes of meetings as required.
• Prepares agendas and minutes for the GGPE Management Committee meetings and presents to the Chairman for approval.
• Monitors the Executive Secretary in the preparation of guest lists, dispatch of invitations, receipt of RSVP data for GGPE events and other documents.
• Prepares programmes for events. Collaborates with the ADC on the seating plan and venue lay-out.
• Develops evaluation systems for events and activities and prepares post-event reports to include recommendations for improvements.
• Assists with the compilation of information, and the preparation of annual reports and/or presentations on GGPE activities, achievements, and expenditure for the various stakeholder groups.
• Manages the financial records for the Project Office; prepares requisitions and keeps detailed documentation of all transactions.
• Supports the administrative activities of The GGPE Office including, but not limited to the management, maintenance and storage of electronic and paper-based files and documents.
• Reviews and processes correspondence as required.
• Performs any other related duties which may be assigned

Technical/Professional Responsibilities

• Supports the National Coordinator in planning and preparing for all activities related to GGPE events.
• Researches, develops and submits proposals for approval for the various initiatives under The GGPE.
• Participates in the planning and execution of activities including, but not limited to:
• Summer of Service volunteer project and scholarship awards.
• IBI Parish Projects.
• IBI Youth Consultative Conferences.
• GGAA - Parish and County selection and Awards Ceremonies.
• Drafts and submits speeches and messages for His Excellency The Governor-General.
• Manages and updates The GGPE web site and Social Media accounts, including:
• Use of appropriate content
• Adequate announcement of activities
• Accurate and timely postings
• Reports to the National Coordinator on actions taken with respect to blogs, and,
• Utilization of appropriate methodologies to promote and enhance the website.
• Develops promotional material on all initiatives and submits for approval.
• Assists in promoting the activities and deliverables of The GGPE with Private sector groups and interested individuals who wish to participate in or sponsor aspects of the Programme.
• Tracks the progress of GGAA and IBI recipients, prepares and presents findings through quarterly and annual reports.
• Performs any other related duties which may be assigned from time to time.
• Carries out any other activities as requested by His Excellency The Governor-General.

Departmental Human Resource Responsibilities

Participates in the annual performance evaluation of the Executive Secretary.

PERFORMANCE MEASURES

• Planning and preparation activities related to GGPE events are achieved within the required timeframe and according to acceptable standards and documented procedures.
• Information to be included in proposals and the various initiatives are accurately researched and the data can be adequately substantiated.
• Proposals are drafted and presented to the National Coordinator for review within the required timeframe.
• All data and other related information regarding The GGPE are accurate and updated promptly through the appropriate media.
• Communication is maintained with GGAA and IBI recipients in order to track their progress and the requisite reports are prepared and submitted accordingly.
• Speeches and messages for His Excellency The Governor-General are drafted within the required time lines and are supportive of the context which the occasion requires.
• Requests from participants in the Programme are dealt with or submitted to the National Coordinator within an appropriate timeframe.
• The delivery dates of each aspect of assigned projects are achieved as agreed, with valid and supported explanations, if to the contrary.

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

• Knowledge of the Jamaican youth development sector and youth culture.
• Experience in strategic planning, budgeting, research and policy development.
• Knowledge of Social Media trends, engagement methods, and Social Development Project Life Cycle.
• Knowledge of Electronic Document Management systems.

REQUIRED COMPETENCIES

• Experience in various computer applications including Microsoft Office Suite.
• Good presentation, oral and written communication skills.
• Flexible, resourceful, able to lead, manage, organise, set priorities, meet timelines, work in teams as well as with diverse groups.
• Problem-solving and results-driven individual with an eye for detail.
• High ethical conduct and demonstrated integrity with solid customer service orientation as well as interpersonal skills.
• Confidentiality and professionalism are displayed in the execution of duties and in personal conduct.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• An undergraduate degree in Media and Communications, OR Liberal Arts OR related fields. AND
• A minimum of two (2) years of working experience in the field of Public Relations and/or Marketing and Event Planning.
• Experience in the development of results-driven youth-programmes would be an asset.
• Knowledge of Project Management is desirable.

SPECIAL CONDTIONS ASSOCIATED WITH THE JOB

• This is a typical office environment, with no adverse working conditions however, there can be high pressure when deliverables and time lines are to be met.
• Responsibilities will require working evenings and weekends as needed with little advance notice.

AUTHORITY TO

• Interact with Programme participants, sponsors and members of The GGPE community.

LIAISES WITHIN THE OFFICE

POSITION TITLE

PURPOSE OF COMMUNICATION

• Deputy Governor-General’s Secretary – Private

Provide and receive information pertaining to activities and projects.

Discussions related to

• Office requirements
• The One-year Operational Plan and Budget
• Events
• The Management Committee
• GGPE National Coordinator

Provide information, receive instructions, collaborate on projects and activities

• Aide-de-Camp to The Governor-General

Coordinate on matters relating to Their Excellencies.

• GGPE Executive Secretary

Receive information, give instructions, monitor activities, coaching

• Managers and Supervisors

Provide and request information

• Non-management staff

Provide and request information

LIAISES WITH - EXTERNAL TO THE OFFICE

POSITION TITLE

PURPOSE OF COMMUNICATION

• Custodes

Meetings and all matters related to The GGPE

• IBI Ambassadors & GGAA Recipients
• GGPE Stakeholders, Sponsors, Heads of Educational Institution
• Government officials in Ministries, Agencies and Departments

Representatives of Private and Public Sector Organizations

• The General Public

To make and/or follow-up on appointments and engage in the Programme’s activities

To coordinate activities relating to events/sponsorship.

Provide and request information

Provide information on the Programme

Provide information on the Programme

External event organisers

Coordinate of matters related to the event

Suppliers of goods and services

Procurement of items required for the Project Office and events.