Deputy Shelter Project Manager

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

DUTIES AND RESPONSIBILITIES

Project Planning

1. Jointly with the Capital Shelter Coordination (Shelter Project Coordinator and Deputy Shelter Project Coordinator) develop and/or update overall project implementation strategy, systems, approaches, tools, and materials.
2. Support the Capital Shelter Coordination in preparation of project kick-off and close-out meetings and as necessary conduct project inception and close-out meetings at area level.
3. Under the supervision of Capital Shelter Coordination and in close collaboration with the Senior Engineer, plan the stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives at area level.
4. Contribute technical inputs to Shelter strategy development, project proposals and provide input on needs and gaps upon request.
5. Promote and share ideas for improvement and necessary changes in the activities to strengthen appropriateness and quality of ACTED shelter response.

 Project Implementation Follow-up

1. oversees and manages the implementation of shelter projects at area level ensuring that technical quality and standards are considered and respected during project(s) implementation in accordance with ACTED technical guidelines and standards 
2. Organize regular project coordination meetings with project team at area level
3. Ensure budget utilization and physical target achievements at area level are reviewed at least once a month as per work plan.
4. Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts.
5. In collaboration with the Shelter Capital Coordination and Area Coordination (Area Coordinator and Base manager), anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation.
6. Under the supervision and guidance of the Shelter Capital Coordination   provide regular updates to the work plan and to ACTED tools used to track project progress and budget forecasting.
7. As necessary supervise and support the area-based teams responsible for the preparation of technical specifications, creation of Bills of Quantities (BoQs), technical and activity designs, and development of necessary information for tender documents.
8. Coordinate, manage resources and implement technical Shelter activities, including construction and rehabilitation of private houses and social institutions.
9. As appropriate coordinate with external stakeholders to strengthen project targeting and appropriateness, reduce instances of duplication and miscommunication. 
10. Proactively collaborate with area based ACTED departments (e.g. MEAL, Logistics, Security, etc.) to enable them to carry out their respective responsibilities in relation to the implementation of ACTED Shelter projects.
11. Ensure that Shelter projects target the most vulnerable and that beneficiaries are selected in line with the ACTED criteria and donor guidelines and support Shelter Capital Coordination by providing effective feedback towards the improvement of the methodology.
12. Organize Shelter rapid needs assessments in the field and produce assessment reports.
13. As a result of the assessments, assist with identification of specific project locations, design and implementation of appropriate Shelter interventions in collaboration with Shelter Capital Coordination
14. Support and coordinate the team in regular supervision of implementation carried out by third party contractors (e.g. construction companies)
15. When necessary and requested, serve in acting capacity at Capital Coordination level (in case of extended leave or absence of Deputy Project Coordinator) on a temporary basis

 Administration and Operational Management of Project Implementation

Finance

1. Support Shelter Capital Coordination by providing field level information relevant for review of the BFU(s) and provide accurate forecasts for are level implementation.
2. Jointly with Shelter Capital Coordination and other DPMs, forecast monthly cash requirements of the project. 
3. Proof check of financial documentation 
4. Logistics
   1. Upon request, support Shelter Capital Coordination by providing area.
   2. Continuously strengthen area shelter team’s capacity to develop Order forms and other documentation required for logistics processes.
   3. Ensure proper management and use of the project assets and stocks.

Administration/HR

1. Manage Shelter project staff in the implementation of entrusted projects.  
2. Participate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews, etc) .
3. Ensure that technical project staff understand and are able to perform their roles and responsibilities.
   1. Ensure capacity building of project staff and transfer key skills. When appropriate, make requests for relevant capacity building to Shelter Capital Coordination.
      1. Facilitate a positive working environment and good team dynamics.
      2. Undertake regular appraisals of staff and follow career management.
      3. Manage interpersonal conflicts.
   2. Ensure project records and documents (FLAT files, donation contracts, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures.
   3. Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures.
   4. Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly.
   5. In cooperation with the relevant Security Officer, monitor the local security situation and ensure that planning of activities and staff movements reflects changes in the risk analysis.

 External Relations

1. Participate in the development of a Shelter information strategy aimed at involving local communities. 
2. Supervise the area team in ensuring effective and equitable communication with beneficiaries and other key stakeholders at area level throughout the project lifecycle.
3. Represent ACTED in area-based Shelter sub-cluster forums, share necessary information with partners and inform Shelter Capital Coordination of any area-based developments of interest.
4. under the guidance of Shelter Capital Coordination, and where appropriate the Area Coordination, cultivate 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.
5. Collaborate with local authorities and governments to rehabilitate private houses and social institutions.

 Quality Control

1. Assess the technical activities undertaken and ensure efficient use of resources.
2. Ensure lessons learnt at area level are documented, shared with the Shelter Capital Coordination and reflected in project planning and decision making. 

 Reporting

1.  Prepare area inputs to be used by Shelter Capital Coordination for the purpose of regular narrative and financial reports of internal and external purposes.
2. Provide regular and timely updates on progress and challenges to supervisors and other team members
3. Provide regular updates to Area Coordinators and actively participate in Area Coordination Meetings in order to ensure that the area team is properly informed of the achievements, status, and challenges of ACTED shelter projects and can react accordingly.

KEY PERFORMANCE INDICATORS

1. Area components of Shelter Project completed on time without the need for an extension
2. % of area-based targets fulfilled and relevant quality indicators met
3. Project records and documents (donation certificates, attendance sheets, payment     sheets) available for all project activities in the assigned area
4. Area based project plans and output trackers are up to date at required time
5. % of complaints or feedback from beneficiaries addressed during implementation
6. % of recommendations by internal monitoring teams addressed during implementation
7. % retention rate of project staff throughout project lifetime

 Required experience and skills

1. At least 3 years of experience in the humanitarian and/or development sector or other relevant sectoral experience
2. At least 2 years of team management experience
3. Good knowledge of local government systems.
4. Knowledge of humanitarian shelter standards and technical aspects of construction and rehabilitation works strongly preferred.
5. Proven skill in developing and updating strategies/ plans and follow-up tools
6. Experience with community engagement, outreach with local authorities.
7. Advanced working level of English (mandatory), fluent in Russian and Ukrainian.
8. Experience with budget management and resource allocation
9. Computer skills, ability to use Microsoft Office software (MS Word, Excel, PowerPoint, etc.)
10. Ability to work independently and in a team, actively offer your own ideas
11. Stress-resilience and multitasking skills 
12. Proven strategic thinking and adaptability to a changing context

Увага!Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов'язані надати військово-облікові документи та оновити свої військово-облікові дані.

Attention!Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed

Умови:

• Офіційне працевлаштування згідно законодавства України;
• 3 місяці випробувального терміну
• Конкурентна офіційна заробітна плата, визначена тарифною сіткою ACTED;
• Регулярна оцінка роботи та підвищення заробітної плати;
• 28 робочих днів оплачуваної відпустки на рік;
• Дружня міжнародна команда професіоналів;
• Можливість розвитку кар'єри;
• Медичне страхування після 3 місяців роботи з ACTED.

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”