Deputy Project Coordinator [Humanitarian Cash Assistance]

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.

JOB PURPOSE

The Deputy Project Coordinator, based in Kyiv assists in overseeing the implementation of the project and ensures effective and timely completion of cash activities and implementation throughout, delivery of quality outputs and achievement of outcomes with maximum impact for beneficiaries. The Deputy Project Coordinator assists in the supervision of the project staff in daily management of all aspects of the Cash project and supports the liaison with relevant internal departments and external partners and project stakeholders.

OBJECTIVE

To contribute to the overall success of the cash project, and seeing that deliverables arrive on time, on scope, on budget, within acceptable quality levels, and in line with donor requirements and based on beneficiary needs. Coordination with cash program staff to ensure timely cash activities and organize capacity building to new Cash staff in ACTED offices in Ukraine.

DUTIES AND RESPONSIBILITIES

1. Programming

1.1 Project Planning

a) Support the development of the overall cash project implementation strategy (incl. the transition/phase out strategy), systems, approaches, tools, and materials;

b) Assist in the development and updates of the Standard of Procedures (SOPs) to organize the various project deliverables and the work implementation of cash activities on time;

c) Contribute to the preparation of the work plan and tracking tool according to the schedule as a comprehensive and detailed model map for the successful implementation of the project;

d) Assist in the organization and planning of the project kick-off and other related to project planning meetings, and follow-up on the project-related action points originating from these meetings.

1.2 Project Implementation Follow-up

a) Support of controlling the work plan of cash activities throughout in Ukraine, monitor the implementation status of the project and update the project progress on a daily basis;

b) Assist in documenting implementation progress and challenges by regularly updating the Project Management Framework (PMF) and sharing it with Cash Project coordination and Technical Coordinator;

c) Ensure that relevant technical quality and standards are considered and respected during project implementation;

d) Operate following the “do no harm principles” in order to ensure projects are safe for communities;

e) Help anticipating and mitigating risks and issues, and trouble-shoot any unforeseen challenges during the project implementation;

f) Support the coordination and the management of changes in project implementation, in particular identifying change needing 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;

g) Provide regular and timely updates on progress and challenges to Project Coordinator, DCDs and Cash Technical Coordinator and other team members.

1.3 Documenting and Compliance

a) Ensure project records and documents, in particular documents that proof completion of activities (beneficiary list, attendance sheets, reports from finance service providers etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures;

b) Coordination of maintaining a beneficiary 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;

c) Ensure staff awareness of, and respect of, Acted’s code of conduct, FLATS procedures and donor requirements.

1.4 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) Help overseeing the appropriate, achievable and acceptable selection of project beneficiaries;

c) Assist in the development a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;

d) Ensure project stakeholders are empowered 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.

1.5 Internal Coordination

a) Help organizing regular project coordination meetings with cash project team;

b) Provide updates about implementation progress of cash activities, challenges, risks, changes in context of Ukraine and report of changes or suggestion of solving challenges and risk.

1.6 External Coordination and Stakeholder Engagement

a) Support, 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 (liaising with the PD unit) and implementation;

a) 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;

b) Assist the identification of opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others;

c) Refer unmet needs to other relevant actors;

d) Share externally learning and innovation with communities and other stakeholders.

1.7 Partner Management

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 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) 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.

1.8 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;

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) Help managing the movement of the project implementation team and ensure that the movement SCRs are strictly respected by the team members;

d) When necessary, negotiate access with local stakeholders.

2.Human Resource

a) Help defining the structure of the cash project team and develop project organizational chart within the limitations of the budget and according to priority;

b) Assist the development and/or adjustment of ToRs outlining staff roles and responsibilities in line with ACTED standards;

c) Support the submission of recruitment plan for the project to HR Department;

d) Participate in the recruitment of cash project staff in areas of implementation cash activities;

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.

3. Logistics

a) Participate in 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 at the contracting stage as well as at 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) Participate in effective fleet management through timely and reasonable vehicle requests;

f) Ensure that the project team has adequate assets necessary for performing its duties.

4. Finance

a) Participate in the review of the BFU, and forecast initial and regular costs and cross-check expenditures for cash projects activities;

b) Support forecasting monthly cash requirements of the project and submit to AC;

c) Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.

5. Quality Control

a) Participate in MEAL planning processes and actively support the delivery of MEAL activities in line with the project MEAL framework;

b) Assist in the planning and organization of internal qualitative assurance checks by the project team;

c) Assess 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) Assist in 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 MEAL and other team members to apply them in future project development processes.

6. Grant Management

a) Report regularly on project activities, challenges and indicators through monthly submissions of the PMF and PM report; in particular provide regular and timely updates on progress and challenges to supervisors and other team members;

b) Contribute to drafting of (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 in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge;

f) 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.

7. Other

a) Any other tasks as assigned by the Line Manager.

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.”