Background

St Thomas Anglican Church is seeking a pro-active Part-time Projects Officer to join our team and provide essential support and to ensure the cost-efficient, safe, timely and high-quality construction of the Church Hall and to support ongoing maintenance of church buildings and premises. The role coordinates site activities, oversees quality and safety, manages documentation, and facilitates smooth communication between contractors, engineers, project committees and the Church.

Key Responsibilities

Primary Role

1. Construction Site Management

• Supervise all construction activities to ensure quality, safety, cost control, and adherence to timelines.
• Conduct site inspections and promptly address issues affecting progress or quality.
• Ensure all works comply with approved drawings, specifications, schedules, and safety standards.
• Coordinate regular site visits for supervising committee members and supervising engineers; provide advance notice and prepare required documentation.
• Maintain strict safety standards, ensure contractors follow safety protocols, and report incidents immediately.

2. Project Coordination & Stakeholder Liaison

• Serve as the link between the Projects Committee, contractors, craftsmen, engineers and designers.
• Verify all contractor invoices for accuracy and completeness; ensure they are reviewed by the relevant bodies before payment.
• Track procurement activities, monitor delivery of materials, and highlight potential shortages early.
• For regular purchases and payments, source competitive quotations from credible and verifiable suppliers and submit to the Projects committee for assessment, selection and payment.
• Ensure major quotations are submitted to the Internal Procurement and Disposal Committee through the Projects committee for vetting.

3. Reporting & Documentation

Prepare and submit monthly construction progress reports (including photos and videos), to cover:

• Work completed vs. planned
• Resource utilization
• Cost implications
• Risks and recommendations

Provide timely updates (written and verbal) of variances to the Projects Committee.

Maintain organized files: drawings, quotations, invoices, correspondence, approvals and site records.

Support preparation, printing, and updating of project drawings and related documentation.

4. Monitoring, Evaluation & Quality Assurance

• Monitor workmanship and materials to ensure compliance with quality standards.
• Document variances from the plan and propose corrective actions.
• Track activity schedules and identify delays or deviations early.
• Raise red flags where costs, quality, or timelines may be compromised.

Secondary Role

5. Church Facilities Maintenance

• Support routine inspection of church buildings, grounds, and facilities.
• Identify maintenance needs and recommend timely repairs.
• Assist in coordinating craftsmen or service providers for maintenance works.
• Keep maintenance records and provide updates to management.

Key Competencies

• Strong communication and interpersonal skills
• Report writing and documentation skills
• Technical understanding of construction processes
• Proactive problem-solving and initiative
• Teamwork and collaboration with diverse stakeholders
• Integrity, professionalism, confidentiality
• Ability to prioritize tasks and manage time efficiently
• Good record-keeping and organizational skills

Performance Indicators

• Construction progress delivered on time, on budget, and to required quality
• Accuracy and timeliness of financial verifications and reports
• Quality of coordination with contractors, engineers, craftsmen, and committees
• Safety compliance and minimal incidents
• Well-maintained documentation and filing systems
• Effective support to maintenance activities

Working Conditions

Available on part-time basis, when active construction is in progress, to be agreed with projects Committee

Requires field presence, regular inspections, and coordination with multiple stakeholders

Must maintain confidentiality regarding church construction documents and activities

• Supervise all construction activities to ensure quality, safety, cost control, and adherence to timelines.
• Conduct site inspections and promptly address issues affecting progress or quality.
• Ensure all works comply with approved drawings, specifications, schedules, and safety standards.
• Coordinate regular site visits for supervising committee members and supervising engineers; provide advance notice and prepare required documentation.
• Maintain strict safety standards, ensure contractors follow safety protocols, and report incidents immediately.
• Serve as the link between the Projects Committee, contractors, craftsmen, engineers and designers.
• Verify all contractor invoices for accuracy and completeness; ensure they are reviewed by the relevant bodies before payment.
• Track procurement activities, monitor delivery of materials, and highlight potential shortages early.
• For regular purchases and payments, source competitive quotations from credible and verifiable suppliers and submit to the Projects committee for assessment, selection and payment.
• Ensure major quotations are submitted to the Internal Procurement and Disposal Committee through the Projects committee for vetting.
• Prepare and submit monthly construction progress reports (including photos and videos), to cover: Work completed vs. planned, Resource utilization, Cost implications, Risks and recommendations.
• Provide timely updates (written and verbal) of variances to the Projects Committee.
• Maintain organized files: drawings, quotations, invoices, correspondence, approvals and site records.
• Support preparation, printing, and updating of project drawings and related documentation.
• Monitor workmanship and materials to ensure compliance with quality standards.
• Document variances from the plan and propose corrective actions.
• Track activity schedules and identify delays or deviations early.
• Raise red flags where costs, quality, or timelines may be compromised.
• Support routine inspection of church buildings, grounds, and facilities.
• Identify maintenance needs and recommend timely repairs.
• Assist in coordinating craftsmen or service providers for maintenance works.
• Keep maintenance records and provide updates to management.

• Strong communication and interpersonal skills
• Report writing and documentation skills
• Technical understanding of construction processes
• Proactive problem-solving and initiative
• Teamwork and collaboration with diverse stakeholders
• Integrity, professionalism, confidentiality
• Ability to prioritize tasks and manage time efficiently
• Good record-keeping and organizational skills

• Diploma or Degree in Construction Management, Civil Engineering or any related field.
• Experience in Construction Project Support, Administration or Site Coordination