FSL Project Manager

FSL Project Manager

Admin التنمية والإنعاش الإقتصادي

JOB Vacancy Announcement #: 7788

Job Title: FSL Project Manager

Application deadline: 04-December-2022 – at 8.00 AM

 

Duty Station: Hasake

Job Requirements:

  • Bachelor’s or master’s degree in economics, business administration, agriculture engineering or any other engineering majors.
  • Minimum 6 years of total experience, minimum 3 years of supervision experience.
  • Advanced level of English and Arabic (written and spoken).
  • Respect the confidentiality of all information and data received.
  • Restrict information sharing only to relevant internal staff and none to external sources.
  • Respect and promote ACTED’s policies and report to DPM line manager any non-respect of these policies amongst the teams or contractors.
  • Ensuring do no harm and respect to humanitarian values and principles.
  • High commitment to cultural sensitivity, honesty, integrity, Trustworthiness, and accountability.
  • Willingness to follow instructions, especially those related to security.
  • Ability to work under pressure in a high-pace environment.
  • Excellent social and communication skills.
  • Organized, methodical, and thorough work ethic.
  • Punctuality.
  • Dedication and proven interest in displacement issues, field work and humanitarian programming.
  • Good organisational and prioritisation skills.
  • Pro Advanced level of using Microsoft Office, Microsoft Excel, and word; strong data base management skills.
  • Strong interpersonal skill.
  • Strong analytical skills.

Job Description:

  1. Programming
  2. Project Planning
  3. a) Lead the development of the overall project implementation strategy (incl. the transition/phase out strategy), systems, approaches, tools, and materials.
  4. b) Planning of all project activities, and best investment of resources for the sake of achieving the project goals.
  5. c) Identification and planning of technical skills and requirements to implement the project as per relevant standards.
  6. d) Development of the Work Breakdown Structure (WBS) to organize the various project deliverables and the work required to complete them into smaller and more manageable parts (work package).
  7. e) Creation of the work schedule by sequencing the work packages and related tasks.
  8. f) Preparation of the work plan, which brings together the WBS and the schedule, to serve as a comprehensive and detailed model map for the successful implementation of the project.
  9. g) Organization and planning of the project kick-off and end of project transition planning meetings, and follow-up on the project-related action points originating from these meetings.
  10. Project Implementation Follow-up
  11. a) Close oversee of project implementation, manage the resources ensuring ACTED standards and policies are respected.
  12. b) Controlling the work plan, monitor the implementation status of the project and update the project progress daily.
  13. c) Documenting implementation progress and challenges.
  14. d) Ensure that relevant technical quality and standards are considered and respected during project implementation.
  15. e) Operate following the “do no harm principles” in order to ensure projects are safe for communities.
  16. f) Anticipating and mitigating risks and issues, and trouble-shoot any unforeseen challenges during the project implementation.
  17. g) Under the supervision of FSL project coordinator, manage the coordination and the management of changes in project implementation, in particular identifying change needs to occur, reviewing proposed changed, analyzing the impact they have on the project plan, approving/denying requested changes and controlling and updating the scope, cost, budget, schedule, and quality requirements based upon approved changes and in coordination with the project development unit and the finance department.
  18. h) Provide regular and timely updates on progress and challenges to supervisors and other team members.
  19. i) Proposes solutions or improvements to the FSL project coordinator to ensure the program activities are implemented with quality, according to the objectives and on time.
  20. j) Is flexible on the working hours depending on the project demands
  21. Documenting and Compliance
  22. a) Ensure project records and documents, in particular documents that proof completion of activities (beneficiary list, donation certificates, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures.
  23. b) Maintaining a beneficiary master database containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted ensure the data is protected from misuse in line with ACTED’s data protection policy.
  24. c) Ensure staff awareness of, and respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.
  25. Beneficiary Engagement and Accountability
  26. a) Ensure project staff adhere to ACTED’s Code of Conduct and treat all beneficiaries with respect and without any distinction or discrimination based on nationality, race, ethnicity, tribe, gender, religious beliefs, political opinion or disability.
  27. b) Overseeing the appropriate, achievable and acceptable selection of project beneficiaries.
  28. c) Development a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders.
  29. d) Lead empowerment of project stakeholders to participate throughout the project cycle.
  30. e) Ensure that ACTED’s Complaints and Response Mechanism is communicated to target communities and solve complaints related to the project in coordination with the AMEU.
  31. Internal Coordination
  32. a) Organizing regular project coordination meetings with project team.
  33. b) Participate in bi-Weekly Area Meetings (WAMs) in case of PM absent and when requested/as relevant in Monthly Coordination meetings (MCMs), and provide updates about implementation progress, challenges, risks, changes in context.
  34. External Coordination and Stakeholder Engagement
  35. a) Oversee FSL DPM and program staff to facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation ensuring proper liaising with the PD unit.
  36. b) Coordinate and collaborate with others by cultivating good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings.
  37. c) Identification of opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others.
  38. d) Refer unmet needs to other relevant actors.
  39. e) Share externally learning and innovation with communities and other stakeholders.
  40. Partner Management (In case we have this kind of program)
  41. a) Clarify roles/responsibilities as well as expectations, notably in terms of processes to be followed as well as budget, from the start of the partnership in order to avoid issues at a later stage.
  42. b) Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements.
  43. c) Refer partners to relevant ACTED staff to support and/or train them in FLATS procedures where relevant.
  44. d) Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration and ensure that any issues or disputes are resolved in a timely manner.
  45. Security
  46. a) Support with the context analysis in the project implementation area by identifying and following micro signals (e.g., security indicators, socio-economic indicators) and support the Area Coordinator and the Security Department in preparing the monthly update of SEC-02GZ.
  47. b) Ensure project stakeholders have a good image of ACTED thus increasing the acceptance of ACTED’s presence and activities in the project implementation area.
  48. c) Managing the movement of the project implementation team and ensure that the movement SOPs are strictly respected by the team members.
  49. Human Resource
  50. a) Defining the proper structure of the project team and develop project organizational chart within the limitations of the budget.
  51. b) Development and/or adjustment of ToRs outlining staff roles and responsibilities in line with ACTED standards.
  52. c) Submission of recruitment plan for the project to FSL Projects Coordinator, AC and HR department.
  53. d) Lead the recruitment of technical project staff.
  54. e) Ensure that project staff understand and are able to perform their roles and responsibilities.
  55. f) Follow-up the work plans and day-to-day activities of the project staff.
  56. g) Ensure a positive working environment and good team dynamics.
  57. h) Undertake regular appraisals of staff and follow career management.
  58. i) Manage interpersonal conflicts.
  59. j) Ensure capacity building among staff in relevant sectors.
  60. Logistics
  61. a) Lead the procurement planning processes, launch procurements required for the project in a timely manner, and follow procurements closely in collaboration with logistics.
  62. b) Send accurate and precise order forms on a timely manner.
  63. c) Check the quality of the required goods/supplies with the technical team at the contracting stage as well as at reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenario.
  64. d) Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock.
  65. e) Effective fleet management through timely and reasonable vehicle requests.
  66. f) Ensure that the project team has adequate assets necessary for performing its duties.
  67. Finance.
  68. a) Review of the BFU and forecast initial and regular costs and cross-check expenditures for projects activities.
  69. b) Forecasting monthly cash requirements of the project and submit to AC and finance.
  70. c) Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.
  71. Quality Control
  72. a) Lead AMEU planning processes and actively support the delivery of AMEU activities in line with the project AME framework and AME Manual.
  73. b) Planning and organization of internal qualitative assurance checks by the project team.
  74. c) Manage the activities undertaken and ensure efficient use of resources.
  75. d) Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities.
  76. e) Discuss, plan, and deliver appropriate corrective actions, including based on AME findings and recommendations.
  77. f) Manage the collection and application of appropriate lessons learnt and best practices to current projects, and ensure these lessons learnt are pro-actively shared with supervisor, the AMEU and other team members to apply them in future project development processes.
  78. Grant Management
  79. a) Identify, initiate, draft, and complete required MOUs and amendments (with PDM/AC/CD)
  80. b) Report regularly on project activities, challenges, and indicators through monthly report to PD; in particular, provide regular and timely updates on progress and challenges to supervisors and other team members.
  81. c) Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided.
  82. d) Contribute to the organization of the project close-out meeting and follow-up on the project-related action points originating from this meeting.
  83. e) Participate in communication activities through the regular collection of pictures and stories related to project activities.
  84. f) Participate with FSL project coordinator in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge.
  85. g) Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication, in coordination with the Project Development Unit.
  86. Other
  87. a) Offer technical support and inputs to other projects in similar sectors (e.g., BOQ design).
  88. b) Any other tasks as assigned by the line manager.

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How to Apply:
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https://forms.office.com/r/pbp1zxD8VG

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