1. Key Responsibilities
1.1 Project-Specific Responsibilities
Ø Maintain the master activity calendar, action tracker, participant database, document checklist, procurement follow-up log, correspondence file, and evidence archive for activities in Kabul and Balkh.
Ø Support logistics and documentation for training, consultations, climate-risk mapping, community micro-projects, school and household campaigns, tree-planting events, women’s bio-briquette training, youth innovation activities, university engagement, and ALCOY.
Ø Compile attendance sheets, informed-consent records, pre/post assessments, photographs, distribution records, field monitoring forms, meeting minutes, participant feedback, and other means of verification.
Ø Support monthly data reconciliation with the Environmental, Communication, Finance/Admin, and MEAL functions and immediately flag missing, inconsistent, or late evidence.
Ø Assist field missions, community coordination, translation, routine reporting, supply tracking, and timely follow-up of agreed corrective actions.
1.2 Functional Responsibilities
Ø Maintain project calendars, activity schedules, action trackers, contact lists, and filing systems in both electronic and hard-copy formats.
Ø Support the organization of training, workshops, community meetings, field visits, and stakeholder consultations, including invitations, venues, attendance records, materials, refreshments, and travel arrangements.
Ø Draft routine correspondence, meeting agendas, minutes, activity summaries, requests, and follow-up communications under the guidance of the Project Manager.
Ø Collect, organize, and conduct preliminary checks of activity documentation, beneficiary records, consent forms, photographs, monitoring forms, distribution records, and other evidence.
Ø Assist with data entry, cleaning, compilation, and presentation while observing confidentiality, data-protection, and informed-consent requirements.
Ø Coordinate approved administrative and procurement requests with Finance/Admin and ensure that complete supporting documents are submitted promptly.
Ø Track agreed actions and deadlines, follow up with responsible colleagues, and alert the Project Manager to delays or inconsistencies.
Ø Support field monitoring, beneficiary feedback collection, stock/material tracking, and verification of completed activities when assigned.
Ø Help ensure that project communications and events are accessible, culturally appropriate, gender-sensitive, environmentally responsible, and consistent with safeguarding requirements.
Ø Perform translation or interpretation among Dari, Pashto, and English where competent and formally requested.
1.3 Coordination, Reporting and Learning
Ø Maintain effective working relationships with relevant internal functions and authorize external stakeholders.
Ø Provide accurate and timely inputs to monthly, quarterly, annual, donor, management, and ad hoc reports as relevant to the position.
Ø Document implementation challenges, corrective actions, good practices, lessons learned, and recommendations for adaptive management and future programming.
Ø Participate in planning, review, coordination, and learning meetings and follow through on assigned actions.
1.4 Safety, Security, Gender, Inclusion and Safeguarding
Ø Comply with SWOE safety and security procedures and contribute actively to individual and team duty of care.
Ø Integrate gender equality, youth participation, disability inclusion, cultural sensitivity, conflict sensitivity, and do-no-harm principles into assigned work.
Ø Uphold the code of conduct and zero tolerance for sexual exploitation, abuse and harassment, child abuse, discrimination, retaliation, fraud, corruption, and conflicts of interest.
Ø Protect confidential and personal information; obtain informed consent; and immediately report safeguarding, security, fraud, or serious environmental and social concerns through authorized channels.
2. Key Working Relationships
Internal: Project Manager; project team; MEAL/accountability; finance and administration; human resources; safeguarding/security focal points; and senior management. External: relevant line ministries and local authorities, communities, schools, universities, youth and women’s groups, civil society, suppliers/service providers, media, donors, and partners, as appropriate to the role and delegated authority.
3. Qualifications and Experience
Ø Bachelor’s degree in business administration, public administration, development studies, environmental studies, social sciences, or related discipline; relevant diploma with substantial experience may be considered.
Ø At least two years of relevant experience in project administration, coordination, logistics, documentation, data entry, or field support.
Ø Good command of Microsoft Office or equivalent productivity tools and the ability to maintain accurate records.
Ø Working proficiency in Dari and/or Pashto; English proficiency is an advantage.
