Project Officer

Job Title: Project Officer

Location: Madhesh Province, Nepal

Type: Full-time

Duration: 24-month contract (with potential for extension based on performance and project needs)

Reporting to: Program Manager

ABOUT KARHANA SAMUHA

Karkhana Samuha is a Nepal focused non-profit organization that seeks to promote local innovations that can make a global impact. It empowers people, particularly with the skills and attitude to help them build their own future and the future of their community. To achieve this end, it uses design thinking and results-based management approaches to work on – Innovative and Inclusive Education, Lifelong Learning, Sustainability and Climate Action, and Digital Transformation.

Karhana Samuha’s Values

Karkhana Samuha is committed to ensuring that the innovations in education are made accessible to all, especially to people in the margins. 

Team Description: KS practices participatory decision making and co-designing by bringing together partners, collaborators and end users. KS uses Design Thinking (DT) and Human Centered Design (HCD) as its core project design and management methodology. These operational models are proven by academic literature and experience to lead to more innovative ideas and provide meaningful voice to the intended end-users.  To operationalize co-creation, KS works through participatory, collaborative and iterative methods to identify potential solutions. In strengthening this approach, KS also works on building communities of practice which are created deliberately with the goal of gaining, sharing and implementing knowledge to innovate locally and make a global impact. 

Adaptive Management: KS’s own design thinking approach TMPI, which stands for Think Make Play Improve, is an adaptive, non-linear, iterative, and learning oriented approach to management. Applying the TMPI philosophy, KS approaches its work as a series of cycles where planning occurs (Think), action is initiated (Make), activities are conducted in partnership with others, (Play) and a reflection phase where insights are generated/learnings are realized (Improve). After the Improve phase, the project begins another TMPI cycle starting at a Think phase. TMPI is thus a non-linear iterative approach to management that has built in opportunities to gather information about the environment at a given time i.e., is context aware, to reflect on one’s actions and generate insights about them i.e. enables learning, and to adjust one’s behaviors based on changes in the context and new insights i.e. is adaptive. 

Policy Coordination: KS and its leadership are deeply engaged with shaping and providing input into policy in the education and innovation spaces. Our team members have served as experts on several Ministry of Education, Science, and Technology (MoEST) constituted committees, including the Committee on Implementing STEAM Education as well as the SubCommission on Education, Pedagogy and Alternatives in response to COVID-19 where the whitepaper produced by a KS team member served as the basis of the national education policy response. As a member of the Local Education Group (LEG) KS is actively involved in coordinating and representing the voice of Civil Society Organizations (CSO) in policy processes. Given its unique position as a bridge between peripheral but innovative and creative stakeholder and the education policy establishment, KS makes a special effort to represent alternative voices and ideas in the established policy processes. 

Job Overview:

The Project Officer will be responsible for the day-to-day management and implementation of three interrelated projects in Madhesh Province. These projects focus on enhancing educational outcomes through innovative, play-based learning, promoting a reading culture, and fostering entrepreneurial skills among youth through human-centered design. The Project Officer will ensure that all activities are executed in line with project goals, timelines, and budgets, while also building and maintaining strong relationships with local stakeholders.

Key Responsibilities:

1. Project Planning and Implementation: 25%

• Detailed Planning: 10%
  • Assist in the development of comprehensive project plans, including detailed timelines, resource allocation, and task assignments.
  • Develop weekly and monthly action plans in coordination with the Program Manager to ensure timely implementation of all project activities.
• Activity Execution: 15%
  • Work with the Karkhana Samuha team for the on-ground implementation of project activities, including workshops, training sessions, community events, and school engagements.
  • Oversee the delivery of  learning resources to target schools and communities.
  • Ensure that all project activities are conducted in a culturally sensitive and contextually appropriate manner, adapting methods and materials as necessary.

2. Stakeholder Engagement and Relationship Management: 20%

• Community Engagement: 10%
  • Build and maintain strong relationships with local communities, school leaders, teachers, students, and parents to ensure their active participation and buy-in.
  • Organize regular meetings with community stakeholders to provide updates on project progress, gather feedback, and address any concerns.
• Government and Partner Coordination: 10%
  • Liaise with local government officials and partner organizations to ensure alignment of project goals with local educational priorities.
  • Facilitate collaboration between the project team and local governments to integrate project activities into existing educational frameworks and policies.
  • Represent the project in local forums and meetings, advocating for the project’s objectives and sharing successes and lessons learned.

3. Monitoring, Evaluation, and Reporting:20%

• Data Collection: 10%
  • Implement the monitoring and evaluation frameworks to track project progress, outcomes, and impact.
  • Regularly collect quantitative and qualitative data from project activities, including attendance records, participant feedback, and observational data from schools.
  • Ensure that all data collection is conducted ethically and in line with organizational standards and local regulations.
• Reporting: 10%
  • Prepare detailed monthly and quarterly reports on project activities, including progress against targets, challenges faced, and recommendations for adjustments.
  • Contribute to the development of case studies, impact stories, and other documentation to showcase project achievements and lessons learned.
  • Work closely with the Program Manager to prepare donor reports, ensuring that all reporting requirements are met and that reports are submitted on time.

4. Resource and Budget Management:15%

• Resource Distribution: 7%
  • Manage the distribution of project resources, including learning kits, books, and other educational materials, ensuring they reach the intended beneficiaries in a timely manner.
  • Keep accurate records of all resource distributions and usage, ensuring accountability and transparency.
• Budget Tracking: 8%
  • Assist in the preparation and management of project budgets, ensuring that all expenditures are in line with approved budgets and financial policies.
  • Monitor project expenses on an ongoing basis, providing regular updates to the Program Manager and flagging any potential issues or overspending.
  • Ensure that all financial records are accurately maintained and that all expenses are properly documented.

5. Logistical and Administrative Support:10%

• Logistics Coordination: 5%
  • Coordinate all logistical aspects of project activities, including transportation, accommodation, and venue arrangements for events and training sessions.
  • Ensure that all logistical arrangements are made in advance and that contingencies are in place for any unforeseen issues.
• Administrative Duties: 5%
  • Maintain accurate and up-to-date records of all project activities, including meeting minutes, attendance lists, and correspondence.
  • Support the Program Manager in administrative tasks such as scheduling, document preparation, and internal communication.
  • Assist in the procurement of goods and services for project activities, ensuring compliance with organizational procurement policies.

6. Capacity Building and Training: 10%

• Staff and Volunteer Training: 5%
  • Organize and facilitate training sessions for project staff, volunteers, and community members on topics such as play-based learning, data collection, and community engagement.
  • Provide ongoing support and mentorship to project volunteers to enhance their skills and effectiveness.
• Community Training: 5%
  • Support in training workshops for teachers and community members on the use of play-based learning methods, entrepreneurial education, and human-centered design.

Qualifications:

• Education:
  • Bachelor’s degree in Education, Social Sciences, Development Studies, Project Management, or a related field. A Master’s degree is a plus.
• Experience:
  • Minimum of 3-5 years of experience in project management, community development, or education-related work, with a focus on fieldwork in rural or under-resourced areas.
  • Proven experience in managing multiple stakeholders, including local governments, NGOs, and community groups.
  • Demonstrated experience in monitoring and evaluation, including data collection, analysis, and reporting.
• Skills:
  • Strong project management skills, with the ability to manage multiple tasks, priorities, and deadlines.
  • Excellent communication skills in Nepali, Bhojpuri and Maithili, with proficiency in English highly desirable.
  • Strong interpersonal skills, with the ability to build and maintain relationships with diverse stakeholders.
  • Proficiency in spreadsheet (MS Excel, Google Spreadsheet etc), MS Word or Google Docs, Powerpoint or Google Slides and familiarity with data management tools.
• Personal Attributes:
  • High level of integrity, with a strong commitment to transparency and accountability.
  • Ability to work independently and take initiative in problem-solving.
  • Flexibility and adaptability to changing project needs and environments.
  • Cultural sensitivity and a deep understanding of the local context in Madhesh Province.
  • Willingness to travel frequently within Madhesh Province and occasionally to Karkhana Samuha’s Office in Lalitpur.

Key Competencies:

• Leadership: Ability to inspire and motivate project staff, volunteers, and community members.
• Problem-solving: Proactive in identifying issues and finding practical solutions.
• Collaboration: Strong team player with a collaborative approach to working with others.
• Innovation: Ability to think creatively and develop new approaches to project challenges.
• Adaptability: Flexible and open to changing circumstances, able to adjust strategies and approaches in response to new challenges and opportunities.
• Attention to Detail: Strong attention to detail, particularly in monitoring, evaluation, and reporting tasks.

Benefits:

• Competitive salary commensurate with experience.
• Social Security Benefits and Festival Allowance is provided as per organizational policies.
• Professional development opportunities, including training and mentorship.
• Health and accidental insurance
• Opportunity to make a significant impact on education and community development in Madhesh Province.

This detailed job description covers a wide range of responsibilities and qualifications, ensuring that the Project Officer is well-equipped to handle the diverse and complex needs of the three projects in Madhesh.

Qualified and interested candidates are requested to submit their CV (maximum 3 pages) along with a covering letter and contact details of two referees to hr@karkhanasamuha.org.np with the subject line 'Application for Project Officer-Madhesh'. Applications that do not follow these instructions will be disqualified.

Closing date for application: 17:00 hrs (Nepal Time) Monday, October 7, 2024. 

Candidates from women, Dalit and other marginalized and minority groups are encouraged to apply.