FSL Project Manager – Aden
ACTED Organization Summary:
Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer-term opportunities for sustainable growth and fulfilling people’s potential.
ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. ACTED is active in 39 countries and implements more than 500 projects a year reaching over 20 million beneficiaries with 6,300 international and national staff.
ACTED has been present in Yemen since early 2012 and has been anchored to the governorates of Ibb, Hudaydah, Raymah, AlDhalee, Saadah, AlJawf, Aden, Dhamar and Marib.
Through its comprehensive programming, ACTED has been covering the full continuum of emergency, rehabilitation and development in Yemen. Emergency activities have focused in the sectors of Agriculture and food Security (e.g. distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g. income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include the distribution of food vouchers, which are a key component of ACTED’s interventions in the country.
ACTED Organization is pleased to announce the below job vacancy with the following details:
- Position: FSL Project Manager
- Department: Program
- Location: Aden
- Contract Type: Fixed Contract
- Contract Duration: 6 Months
DUTIES AND RESPONSIBILITIES
1. Programming
1) Project Planning
a) Lead the development of the overall project implementation strategy (incl. the transition/phase-out strategy), systems, approaches, tools, and materials;
b) Planning of all project activities, and best investment of resources for the sake of achieving the project goals;
c) Identification and planning of technical skills and requirements to implement the project as per relevant standards;
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);
e) Creation of the work schedule by sequencing the work packages and related tasks;
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;
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.
2) Project Implementation Follow-up
a) Close oversee of project implementation, manage the resources ensuring Acted standards and policies are respected;
b) Controlling the work plan, monitoring the implementation status of the project and updating the project progress on a daily basis.;
c) Documenting implementation progress and challenges;
d) Ensure that relevant technical quality and standards are considered and respected during project implementation.;
e) Operate following the “do no harm principles” in order to ensure projects are safe for communities;
f) Anticipating and mitigating risks and issues, and troubleshooting any unforeseen challenges during the project implementation;
g) Under the supervision of the area coordinator, manage the coordination and manage the changes in project implementation, in particular identifying change needs to occur, reviewing proposed changes, 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;
h) Provide regular and timely updates on progress and challenges to supervisors and other team members;
i) Proposes solutions or improvements to the area coordinator to ensure the program activities are implemented with quality, according to the objectives, and on time;
j) Is flexible on the working hours depending on the project demands.
3) Documenting and Compliance
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;
b) Maintaining a beneficiary master database containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted ensures the data is protected from misuse in line with Acted’s data protection policy;
c) Ensure staff awareness of and respect for, Acted’s code of conduct, FLATS procedures, and donor requirements.
4) Beneficiary Engagement and Accountability
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;
b) Overseeing the appropriate, achievable, and acceptable selection of project beneficiaries.
c) Develop a communication strategy with communities so that factual, objective, and actionable information is provided to project stakeholders;
d) Lead empowerment of project stakeholders to participate throughout the project cycle;
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 MEAL unit.
5) Internal Coordination
a) Organizing regular project coordination meetings with the project team;
b) Participate in bi-weekly Area Meetings (WAM) and when requested/as relevant in Monthly Coordination meetings (MCMs), and provide updates about implementation progress, challenges, risks, and changes in context.
6) External Coordination and Stakeholder Engagement
a) Oversee the deputy project manager and project team 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;
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;
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;
d) Refer unmet needs to other relevant actors;
e) Share external learning and innovation with communities and other stakeholders.
7) Partner Management (In case we have this kind of program)
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;
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;
c) Refer partners to relevant Acted staff to support and/or train them in FLATS procedures where relevant;
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.
8) Security
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;
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;
c) Managing the movement of the project implementation team and ensuring that the movement SOPs are strictly respected by the team members.
2. Administration and Operational Management
2.1 Human Resource
a) Defining the proper structure of the project team and developing a project organizational chart within the limitations of the budget;
b) Development and/or adjustment of ToRs outlining staff roles and responsibilities in line with Acted standards;
c) Submission of recruitment plan for the project to AC and HR department;
d) Lead the recruitment of technical project staff;
e) Ensure that project staff understand and are able to perform their roles and responsibilities;
f) Follow up the work plans and day-to-day activities of the project staff;
g) Ensure a positive working environment and good team dynamics;
h) Undertake regular appraisals of staff and follow career management;
i) Manage interpersonal conflicts;
j) Ensure capacity building among staff in relevant sectors.
2.2 Logistics
a) Lead the procurement planning processes, launch procurements required for the project in a timely manner, and follow procurements closely in collaboration with logistics;
b) Send accurate and precise order forms in a timely manner;
c) Check the quality of the required goods/supplies with the technical team at the contracting stage as well as at the reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenario;
d) Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed, and required stock;
e) Effective fleet management through timely and reasonable vehicle requests;
f) Ensure that the project team has adequate assets necessary for performing its duties.
2.3 Finance.
a) Review of the BFU and forecast initial and regular costs and cross-check expenditures for project activities;
b) Forecasting monthly cash requirements of the project and submitting to AC and finance;
c) Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge;
d) Cost analysis for the project costs, raise red flags, and recommend the ways forward.
3. Quality Control
a) Lead MEAL planning processes and actively support the delivery of MEAL activities in line with the project MEAL framework and manual;
b) Planning and organization of internal qualitative assurance checks by the project team;
c) Manage the activities undertaken and ensure efficient use of resources;
d) Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
e) Discuss, plan, and deliver appropriate corrective actions, including based on MEAL findings and recommendations.
f) Manage the collection and application of appropriate lessons learned and best practices to current projects, and ensure these lessons learned are proactively shared with the supervisor, the MEAL, and other team members to apply them in future project development processes.
4. Grant Management
a) Report regularly on project activities, challenges, and indicators through monthly reports to PD; in particular, provide regular and timely updates on progress and challenges to supervisors and other team members;
b) Contribute to drafting (external) project progress reports, ensuring the quality and accuracy of technical information provided;
c) Contribute to the organization of the project close-out meeting and follow-up on the project-related action points originating from this meeting;
d) Participate in communication activities through the regular collection of pictures and stories related to project activities;
e) Participate with the area coordinator and project coordinator in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge;
f) Where relevant, liaise with third-party monitoring and work closely with partners on project updates, site visits, and other communication, in coordination with the Project Development Unit and MEAL unit.
5. Other
a) Offer technical support and inputs to other projects in similar sectors (e.g., BOQ design);
b) Any other tasks as assigned by the line manager.
Job Requirement (Qualification and Experience)
- Bachelor’s degree in economics, business administration, agriculture engineering. A master’s degree in one of these majors is an advantage;
- Minimum 5 years of total experience, minimum 3 years of supervision experience.
- Fluency in 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 the line manager any non-respect of these policies amongst the teams or contractors;
- Ensuring 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 fast-paced environment;
- Excellent social and communication skills;
- Organized, methodical, and thorough work ethic;
- Punctuality;
- Dedication and proven interest in displacement issues, fieldwork, and humanitarian programming.
- Good organizational and prioritization skills;
- Pro Advanced level of using Microsoft Office, Microsoft Excel, and Word; strong database management skills;
- Strong interpersonal and analytical skills.