Position Purpose

The Project Administrative Officer will be responsible for providing comprehensive coordination, administrative, and operational support to ensure the smooth implementation of the WeCare Project. This role will be pivotal in bridging office and field operations, facilitating communication, and providing direct technical support for project tools. A key duty will be to train, support, and monitor health workers and community users of the Mama Rescue Platform (MRP App) to ensure its effective adoption and use for improving maternal and newborn health outcomes. The officer will ensure the efficient execution of daily project activities, adherence to administrative procedures, and will contribute to the project's overall operational success, enabling the technical team to focus on program delivery.

Key Duties and Responsibilities

a) Administrative Support

• Consolidate activity schedules for project activities, meetings, and field visits to ensure efficient planning and execution.
• Organize and maintain both physical and digital project files, ensuring proper documentation and easy access.
• Support the team with various administrative functions as needed, including logistical support.

b) Mama Rescue (MRP App) Administration and Monitoring

• Oversee the proper functioning and usage of the Mama Rescue Platform (MRP App).
• Train health workers, transport providers, and other relevant stakeholders on how to use the MRP App.
• Monitor user engagement and support troubleshooting any issues arising from app usage.
• Provide technical support and feedback to improve the efficiency of the platform.
• Provide regular updates on app performance, challenges, and necessary improvements.

c) Coordination of Meetings on the MRP App.

• Organize and coordinate regular meetings with key stakeholders to review MRP App performance.
• Facilitate discussions on system updates, challenges, and solutions.
• Document meeting outcomes and follow up on action points for continuous improvement.

d) Field Coordination and Stakeholder Engagement

• Support field visits by assisting in the preparation and distribution of materials and resources.
• Coordinate activities with community health workers, transport providers, and partner organizations.
• Participate in community engagement efforts to enhance awareness and acceptance of the WeCare Project.
• Provide periodic updates on field activities and logistical challenges encountered.

e) Training and Capacity Building

• Conduct training sessions on Family Connect and MRP App usage for project beneficiaries, field staff, and stakeholders.
• Provide continuous mentorship and support to health workers and transport providers using the MRP App.
• Document feedback from training sessions to improve future capacity-building efforts.

f) Communication and Reporting

• Ensure seamless internal communication between office and field teams, and with external stakeholders on project activities.
• Maintain updated contact lists and records of key project stakeholders.
• Submit regular progress updates and assist with compiling reports for the WeCare Project.
• Document and share best practices, lessons learned, and success stories from the field following Enabel guidelines.
• Support the Communications and Advocacy Officer in communication efforts during project activities.

g) Financial Operations Support

• Assist the project team in preparation of activity funds requests, analyzing expenditure documents, organizing, and filing of financial records.
• Scrutinize the project team’s financial requisitions to ensure they comply with the project and organization’s financial policies and avoid ineligible costs.

h) Additional Responsibilities

• Provide GIS-linked trip reports for all activities.
• With approval from the Project Coordinator, submit cash requests for field activities
• Carry out other project-related duties as assigned by the Executive Director and the Project Coordinator to support the Integrated Action for Improving Maternal and Newborn Health in Rwenzori and Busoga regions Project’s objectives.

Qualifications and Experience

Academic Qualifications

• Bachelor’s degree in Business Administration, Project Management, Public Administration, Social Sciences, Development Studies, Information Technology, or a related field.
• Additional training in administration, project coordination, community health, digital systems, or records management is an added advantage.

Professional Experience

• At least 2–3 years of relevant experience in administrative or project support roles, preferably within an NGO, INGO, or donor-funded development project.
• Experience supporting project implementation at field level, including coordination of meetings, trainings, and community activities.
• Demonstrated experience working with digital tools or mobile applications for data collection, reporting, or service delivery (experience with the Mama Rescue Platform (MRP App) or similar systems is an advantage).
• Experience working with community health workers, transport providers, district stakeholders, or partner organizations is an added advantage.
• Basic experience supporting financial operations, including preparation of activity fund requests, filing financial documents, and supporting accountability processes.

Skills and Competencies

• Strong organizational and administrative skills, with the ability to manage multiple tasks and deadlines.
• Good communication and interpersonal skills, including the ability to work effectively with field teams and community stakeholders.
• Basic understanding of financial procedures and compliance within NGO or project environments.
• Proficiency in Microsoft Office applications (Word, Excel, and email).
• Ability to use smartphones, tablets, and digital platforms for reporting and coordination.
• Strong attention to detail and commitment to accurate documentation and reporting.

Personal Attributes

• High level of integrity, accountability, and confidentiality.
• Proactive, flexible, and able to work with minimal supervision.
• Team-oriented with a positive attitude toward learning and continuous improvement.
• Commitment to BAMA Foundation’s mission, values, and safeguarding principles.

• Consolidate activity schedules for project activities, meetings, and field visits to ensure efficient planning and execution.
• Organize and maintain both physical and digital project files, ensuring proper documentation and easy access.
• Support the team with various administrative functions as needed, including logistical support.
• Oversee the proper functioning and usage of the Mama Rescue Platform (MRP App).
• Train health workers, transport providers, and other relevant stakeholders on how to use the MRP App.
• Monitor user engagement and support troubleshooting any issues arising from app usage.
• Provide technical support and feedback to improve the efficiency of the platform.
• Provide regular updates on app performance, challenges, and necessary improvements.
• Organize and coordinate regular meetings with key stakeholders to review MRP App performance.
• Facilitate discussions on system updates, challenges, and solutions.
• Document meeting outcomes and follow up on action points for continuous improvement.
• Support field visits by assisting in the preparation and distribution of materials and resources.
• Coordinate activities with community health workers, transport providers, and partner organizations.
• Participate in community engagement efforts to enhance awareness and acceptance of the WeCare Project.
• Provide periodic updates on field activities and logistical challenges encountered.
• Conduct training sessions on Family Connect and MRP App usage for project beneficiaries, field staff, and stakeholders.
• Provide continuous mentorship and support to health workers and transport providers using the MRP App.
• Document feedback from training sessions to improve future capacity-building efforts.
• Ensure seamless internal communication between office and field teams, and with external stakeholders on project activities.
• Maintain updated contact lists and records of key project stakeholders.
• Submit regular progress updates and assist with compiling reports for the WeCare Project.
• Document and share best practices, lessons learned, and success stories from the field following Enabel guidelines.
• Support the Communications and Advocacy Officer in communication efforts during project activities.
• Assist the project team in preparation of activity funds requests, analyzing expenditure documents, organizing, and filing of financial records.
• Scrutinize the project team’s financial requisitions to ensure they comply with the project and organization’s financial policies and avoid ineligible costs.
• Provide GIS-linked trip reports for all activities.
• With approval from the Project Coordinator, submit cash requests for field activities
• Carry out other project-related duties as assigned by the Executive Director and the Project Coordinator to support the Integrated Action for Improving Maternal and Newborn Health in Rwenzori and Busoga regions Project’s objectives.

• Strong organizational and administrative skills, with the ability to manage multiple tasks and deadlines.
• Good communication and interpersonal skills, including the ability to work effectively with field teams and community stakeholders.
• Basic understanding of financial procedures and compliance within NGO or project environments.
• Proficiency in Microsoft Office applications (Word, Excel, and email).
• Ability to use smartphones, tablets, and digital platforms for reporting and coordination.
• Strong attention to detail and commitment to accurate documentation and reporting.

• Bachelor’s degree in Business Administration, Project Management, Public Administration, Social Sciences, Development Studies, Information Technology, or a related field.
• Additional training in administration, project coordination, community health, digital systems, or records management is an added advantage.
• At least 2–3 years of relevant experience in administrative or project support roles, preferably within an NGO, INGO, or donor-funded development project.
• Experience supporting project implementation at field level, including coordination of meetings, trainings, and community activities.
• Demonstrated experience working with digital tools or mobile applications for data collection, reporting, or service delivery (experience with the Mama Rescue Platform (MRP App) or similar systems is an advantage).
• Experience working with community health workers, transport providers, district stakeholders, or partner organizations is an added advantage.
• Basic experience supporting financial operations, including preparation of activity fund requests, filing financial documents, and supporting accountability processes.