Program Management Officer

Date of Publication: 
28 January 2020
Application Deadline: 
31 January 2020
Cowater International
Brief Description: 

Job title:

Program Management Officer

Job classification:

This is an exempt part-time position

Job status:

This a temporary consultancy running for the duration of the project at hand

Reports to:

The consultant will report directly to the supervising Bioenergy Lead


Main office on 53 Leopards Hill Road, Lusaka, Zambia. Occasional travel to project and client premises and sites across Zambia.

Responsible for:

Bioenergy Program Management Office (PMO)

Start date:


Contract Duration:

50 days (17.02. to 30.04.2020 at 5 days / week) excluding 4 public holidays. Possibility to extend contract on a similar basis

Budget responsibilities:



About Cities and Infrastructure for Growth Zambia (CIGZambia)

CIGZambia is a facility that provides high-quality independent technical advice and assistance to Zambian government bodies and private sector organisations engaged in projects /programmes that help harness the potential of Zambia’s cities and towns to act as drivers for economic growth and job creation. CIGZambia is funded by the UK’s Department for International Development (DFID).

The overall programme objectives are:

  • increasing urban productivity
  • improving inclusive access to urban economic infrastructure services
  • increasing investment into urban economic infrastructure services
  • enhancing national and regional integration between cities

Bioenergy definition: We define bioenergy as a source of energy derived from farmland, forest, manure and municipality waste or energy crops for electricity, heat or transport.

About you:

  • We are seeking a Project Manager Officer for the bioenergy team.
  • The biggest benefits of this role are, having to contribute to shaping the potential bioenergy market in Zambia by defining the scope and potential for growth in this sector.
  • You have expertise in project management and source of energy derived from farmland, forest, manure and municipality waste or energy crops for electricity, heat or transport.
  • The biggest challenge of this role will be multitasking and completing documents to adhere to international “client-ready” levels.
  • The current team around this role is made up of a bioenergy feedstock experts, strategic planning & business development, project funding, household/medium/large bioenergy experts, demand expert, gender/social/climate change experts, government procedures expert, monitoring & evaluation and behavioural change communication expert. The team, in general, describes themselves as passionate, adaptable and ultimately, capable.


About the Role - Main purpose and scope of work:

  • The main role of the Program Management Officer will be the running of the Bioenergy Program Management Office (PMO) which is coordinating the Bioenergy projects under CIG Zambia.

Duties and key responsibilities:

  • Creating, maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures.
  • Organizing, attending and participating in stakeholder meetings.
  • Documenting and following up on important actions and decisions from meetings.
  • Preparing necessary presentation materials for meetings.
  • Ensuring project deadlines are met.
  • Determining project changes.
  • Providing administrative support as needed.
  • Undertaking project tasks as required.
  • Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
  • Assess project risks and issues and provide solutions where applicable.
  • Ensure stakeholder views are managed towards the best solution.
  • Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
  • Create a project management calendar for fulfilling each goal and objective.

General responsibilities:

  • Complying with company code of conduct and policies and procedures.

Required Qualifications / Minimum Requirements:

  • BSc degree in project management related programme.
  • > 5 years work experience.
  • >2 years work experience as a Program Management Officer
  • Worked for 2 organisations (> 2 years’ experience with each).
  • Working knowledge of MS Excel Formulas.
  • Working knowledge of MS Word Styles.
  • Working knowledge of MS PowerPoint Shape Formatting

Key Qualifications (skills & experience):

  • International exposure: Prior experience working with donor (e.g. DFID) funded projects/programs.
  • Multitasking: Regularly handle more than one task at a time while keeping tabs on program team member schedules and keeping them on track. Ability to organize a daily workload by priorities. Must be able to meet deadlines in a fast-paced changing environment with multiple projects.
  • Trustworthiness: Program Management Officers have often access to sensitive information, and the team they work for need to trust them fully in order for them to be as efficient as possible at their jobs.
  • Time management: Able to manage time of others and be good at managing own time.
  • Organisational skills: Right organizational strategies to manage and monitor tasks, statistics, and information in a simplified manner. By staying up to date on all of the details necessary for each project. Apart from handling larger and more significant tasks in a project, you should also take organizational measures to address minor requirements and tasks that are often important.
  • Problem solving skills: A proactive approach to problem-solving with strong decision-making skills. I t is important to exercise as much control over a project as possible. Possess the skills to resolve problems and ensure that the project is on track. Able to foresee potential effects and obstacles of a project and steps to be taken to prevent these drawbacks.
  • Negotiation skills: Able to network and build relationships with different professionals to complete the projects as intended. Able to work hand in hand with other professionals and negotiating with them to ensure favourable results for the program.
  • Writing skills: Demonstrable skills in written communication and proven report writing skills to international professional standards.
  • Communication skills: Professional level verbal communication skills and capabilities. Program Management Officers often serve as a gatekeeper, deciding which messages and which visitors or callers need to go directly to their team, and which need to redirect or handle in some other way. Have ability to quickly glean information from those demanding time from the team.
  • Computer skills: Should be computer literate with command in Microsoft office (MS Word, MS Excel (data entry, data analysis, analytical skills), MS PowerPoint and MS Outlook). Working experience using cloud solutions to share documents and files.
  • Teamwork: Capable of working in a group and with people (good listener, respectful, conflict management, reliable)
  • Work schedule: Hours often follow typical those of a typical business work week. However, given the international set-up of the bioenergy program sometimes work beyond normal working hours will be expected to e.g. have conference call with different time zones.
  • Work environment: Capable of sitting for hours behind a computer screen to put in the work and conduct field work in rural areas/environment. Able to put in the extra hours of work if required to. Able to commute to-and-from the workplace on time. A driver’s licence is a plus.
  • Added advantage:
    • MSc degree
    • International experience in the field of bioenergy
    • Agile / Scrum Project Management skills
    • Project Management Certification (PMP)


  • To be negotiated based on degree and years of experience of potential candidate.


Please send your CV to For CV to be considered, subject line in email must be completed as follows:

Job Title Candidate: Last Name First Name. Highest Degree, years of work experience in highest degree. In 3 words why you apply.

Example: Bioenergy Manager – Candidate: John Phiri. MSc Environmental Science, 10.0 years. I live bioenergy.

Deadline for Applications: 31st of January 2020