Deputy Project Manager

ABOUT ACTED PAKISTAN:

ACTED is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to the principles of non-discrimination and transparency. ACTED has been present in Pakistan since 1993. ACTED Pakistan programmes range from short-term emergency responses to recovery and rehabilitation, as well as longer-term development initiatives. ACTED strategy is to target vulnerable communities affected by natural and conflict-related disasters as well as lack of socio-economic development.

JOB PURPOSE

The Deputy Project Manager, under operational guidance of the Project Manager and technical guidance of the Head of Programs and Projects Coordinator, is responsible for ensuring proper implementation of ACTED’s project. The Deputy Project Manager oversees field operations and ensures effective and timely completion of activities, delivery of quality outputs and achievement of outcomes with maximum impact for beneficiaries. The Deputy Project Manager supervises the project staff in day to day management of all aspects of the project and liaises with relevant internal departments and external partners and project stakeholders.

OBJECTIVE

To ensure the project is implemented in a timely and professional manner, according to objectives, goals and indicators, in line with donor requirements and based on beneficiary needs.

DUTIES AND RESPONSIBILITIES

1. Project Planning

a) Develop overall project implementation strategy, systems, approaches, tools, and materials

b) Organize project kick-off and close-out meetings with the PM and PMU

c) Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives 

2. Project Implementation Follow-up

a) Oversee and manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementation

b) Organize regular project coordination meetings with project team

c) Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan

d) Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts 

e) Ensure that the project is implemented in accordance with relevant ACTED technical guidelines and standards

f) Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation

g) Regular update the work plan, output tracker, PMF and other documents relevant for effective project management 

3. Administration and Operational Management of Project Implementation 

3.1. Finance

a) Review the BFU(s) and provide accurate forecasts with BOQs

b) Forecast monthly cash requirements of the project and submit to AC 

3.2. Logistics

a) Contribute to the development of Procurement plans

b) Send accurate and precise order forms in a timely manner

c) Contribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenario

d) Confirm quality of material selection if and when applicable

e) Ensure a proper management and use of the project assets and stocks

f) Plan team movements based on available fleet and applicable policies 

3.3. Administration/HR

a) Participate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews etc)

b) Ensure that project staff understand and are able to perform their roles and responsibilities

a) Follow-up the work plans and day-to-day activities of the project staff

b) Manage the project staff in cooperation with Area Coordinators

c) Ensure a positive working environment and good team dynamics

d) Undertake regular appraisals of staff and follow career management

e) Manage interpersonal conflicts

c) Ensure capacity building among staff in relevant sectors 

3.4. Transparency

a) Ensure project records and documents (Flat files, beneficiary list, donation certificates, attendance sheets etc) are adequately prepared, compiled and filed according to ACTED procedures

b) Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures 

3.5. Security

a) Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly

c) In cooperation with the relevant Security Officer, monitor the local security situation and inform the Country Director or Area Coordinator and Country or Area Security Officer of developments through regular written reports;

d) Contribute to the updating of the security guidelines in the project area of intervention;

 4. External Relations

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 and implementation

b) 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

c) Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner

d) Where relevant, liaise with donors and work closely with partners on project updates, site 

visits and other communication

e) Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others 

5. Quality Control

a) Assess the activities undertaken and ensure efficient use of resources;

b) Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities

c) Ensure lessons learned are documented, shared and reflected in project planning and decision making

d) Advise on, and assist with, project reviews conducted by MEAL

e) Ensure quality control, analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project development

f) Identify and analyse gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to the N+1

 6. Reporting

a) Provide regular and timely updates on progress and challenges to supervisors and other team members

b) Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.

c) Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided 

o   PSEAH Obligation:

Acted has zero tolerance approach on PSEAH matters and as an Acted employee It is my utmost duty to ensure full compliance of PSEAH policies in Acted and outside Acted as well. I will not engage in any PSEAH violations and will ensure team working under my supervision will also follow the same protocols. I shall not be involved in any sexual exploitation or abuse. I shall ensure to comply with the highest standards of moral and ethical conduct. Any incident of SEA shall be reported to Acted. Any failure by myside to take preventive measures against sexual exploitation or abuse, or to investigate allegations or take corrective action, shall constitute grounds for termination of the Agreement.

For the purposes hereof, the following definitions shall be used.

Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

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.”

 Skills:

• Agricultural: Understanding of agricultural practices relevant to the region, including crop cultivation, livestock management, and sustainable farming techniques.
• Business Restoration: Experience in developing strategies to revitalize businesses affected by various challenges, such as market fluctuations or natural disasters, particularly in rural settings.
• Cash Programing: Ability to manage cash assistance programs efficiently, ensuring equitable distribution and proper utilization of funds to support rural communities.
• VSLAs: Skill in establishing and sustaining village-level savings committees, fostering financial inclusion and community resilience.
• Market Strengthening: Knowledge of market dynamics and experience in implementing interventions to strengthen markets, particularly for dairy farmers, including the provision of chillers and value chain development.
• Water, Sanitation, and Hygiene: Understanding of WASH principles and experience in coordinating water supply, sanitation, and hygiene promotion activities in rural areas, ensuring community access to clean water and sanitation facilities.
• Analysis and problem-solving skills with ability to make sound judgment.
• Good relationship management skills and the ability to work closely with local partners.
• Proactive, results-oriented, and service-oriented
• Attention to details, accuracy, and timeliness in executing assigned responsibilities.

KEY PERFORMANCE INDICATORS

•  % of milestones completed on time as per the original plan
•  Project completed on time without the need for an NCE
•  Project completed within budget flexibility (not requiring a budget amendment for project lines)
•  % of contractual performance indicators achieved
•  Project records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all project activities
•  Positive monitoring and evaluation reports (internal and external)
•  Number of complaints received related to the project
•  % ineligible expenses on project budget lines
•  % retention rate of project staff throughout project lifetime