Deputy Area Coordinator

Deputy Area Coordinator - Dadu

The Deputy Area Coordinator is responsible for assisting the Area Coordinator to represent ACTED`s interests in Dadu-Sind with local authorities, donors, beneficiary communities and other key stakeholders. The Deputy Area Coordinator works to ensure program quality and operational implementation, as well as growth where appropriate and feasible, and strong representation. The Deputy Area Coordinator supports Project Managers to ensure that projects and programs address beneficiary needs and are implemented according to ACTED’s global strategy, donor guidelines, approved work plans and budgets. The Deputy Area Coordinator also assists with overseeing the day-to-day operations and security in the respective area.

OBJECTIVES

1. Contribute to the development and application of the ACTED country strategy at area level and ensure ACTED representation and positive relationship building in the area of activity.

2. Facilitate the creation of an enabling and productive working environment through internal communication and coordination at area level

3. Support the timely and quality implementation of projects in the area of operation

4. Anticipate and mitigate risks ensuring operations in the area are compliant with ACTED finance, logistics, administration/HR, transparency and security (FLATS) procedures.

DUTIES AND R ESPONSIBILITIES

1. Positioning

1.1. Context analysis:

a) Support thr AC to analyse the area’s socio-economic situation, (donor) trends, needs and gaps;

b) Regularly conduct stakeholder analysis, in particular who does what and where (3W) in the area.

1.2. Strategy Implementation: Provide support in the implemetation of ACTED’s coutry program strategy in the area identifying strategic opportunities for expanding ACTED’s work in the area, and in particular.

b) Assist in consolidating and stabilizing programming;

c) Review the geographic and thematic footprint;

d) Ensure activities are relevant and meeting area/beneficiary needs;

e) Identify ACTED added-value;

f) Ensure humanitarian principals are adhered to;

g) Contribute to identifying new donors, private sector partners, national and international NGOs, think tanks, academia, etc. to work with in the area based on complementarity and added value;.

1.3. Networking, positioning and general representation:

a) When requested, participate in donor meetings at area level and communicate relevant information to the Country Director and other relevant staff;

b) Maintain active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at area level ensuring maximum visibility of ACTED

c) Maintain active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities at area level

d) When requested, represent ACTED in key clusters, working groups, NGO coordination bodies, etc. at area level

1.4. Proposal development

a) Support the Project Development Department in proposal conceptualisation (problem statement, logframe) within the framework of the country, regional and global strategy

b) Contribute to budget design ensure budget needs at area level have been taken into consideration

1.5. Advocacy: Contribute to drafting issues papers, advocacy notes, press releases on relevant humanitarian and development issues in the area of operation

2. Management and Internal Coordination

2.1. Staff Management

a) Help staff in the area to perform their roles and responsibilities related to area operations and link with the capital Head of Departments

b) Promote team building, productivity and staff welfare

c) Mentor and support the team to build capacities, and improve efficiency and performance, and follow career management

d) Support the AC to manage interpersonal conflicts among staff at area level

2.2. Internal Coordination

a) Facilitate interdepartmental communication and information sharing for a positive working environment

b) Implement ACTED coordination mechanism at area level (WAM, MAR, FLAT meeting, etc.)

3. Project Implementation Follow-up

3.1. Project Implementation Tracking

a) Support Project Managers in project implementation through trouble shooting and eliminating blocking points

b) Monitor output achievement, cash burn rates and ensure a time completion of projects through review of PMFs, BFUs and project reports

c) Ensure that relevant project information are up-to-date and available for reporting purposes

3.2. Project Quality Control

a) Ensure the application of a practical field based M&E system/plan for each project

b) Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources

c) Help Project Managers to adapt projects according to monitoring and evaluation findings

d) Ensure beneficiary feedback mechanisms are in place

e) Support with the documentation of best practices and lessons learnt for projects in the area of operations.

3.3. Partner Management

a) Identify potential local partners in the area based on an assessment of complementarity and added value

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

4. FLATS Management

4.1. Finance Management

a) Support in the management of project budgets at area level to avoid under/over spending

b) Help with budget forecasting

c) Ensure timely and accurate area finance TITANIC reporting

4.2. Logistics & IT Management

a) Support the timely procurement and adherence to rules of origin and nationality at area level

b) Ensure quality supply management at area level

c) Ensure proper asset management at area level and enforce asset investment policy

d) Ensure proper stock management at area level

e) Ensure proper IT systems, data back-up and protection from malware at area level

f) Ensure sufficient and reliable means of communication at area level

g) Ensure timely and accurate area logistics TITANIC reporting

4.3. Administration and HR Management

a) Oversee transparent and timely recruitment of national staff and contribute to international staff recruitment upon capital request

b) Ensure regular performance appraisal and career management for staff at area level

c) Ensure timely and accurate area HR TITANIC reporting

d) Ensure timely exit forms

4.4. Transparency/Compliance Management

a) Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures

b) Ensure that staff is aware of ACTED’s transparency and whistle blowing policy

4.5. Security Management

a) Support the AC in the analysis of the security context at area level

b) Upon request, engage with relevant key stakeholders at area level to ensure access and support of interventions

c) Ensure the offices and houses conform to recommended security, health and safety standards

d) Ensure all staff in the area adhere to security procedures

e) Ensure security incidents at area level are promptly reported to the capital

KEY PERFORMANCE INDICATORS

•  Regular and timely holding of internal coordination meetings (WAM, FLAT meeting) and submission of reports to CD (MAR)
•  Regular and timely submission of updated and accurate PMFs to capital level
•  % projects in area which require a NCE
•  % of projects in area with contractual targets/indicators met
•  Number of complaints received from beneficiaries and % change as compared to previous year
•  Regular and timely submission of area TITANIC reports
•  FLAT folders are complete and sent to capital office in a timely manner
•  % ineligible expenses incurred at area level and % change as compared to previous year

Required Qualifications:

Post graduate / master’s degree or other related social science area with over 07 years of professional experience.

• A minimum of three to four years’ experience in multi projects management.
• Having 1-2 years’ experience in managing Implementing partners and base management.
• Strong experience in training and capacity building of project staff, officials/stakeholders
• Good understanding of monitoring protocols and approaches at field level.
• Having strong coordination skills at various level with different stakeholders.
• Good understanding of child safeguarding/protection issues in Pakistan. Particularly for girls.
• Excellent interpersonal, communication, writing, motivation, reporting and presentation skills.
• Fluency in English language is must, with good writing and spoken ability in Urdu and other local languages.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. ACTED is equal opportunity employers. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.”