Project Assistant

Founded in 1994, Acted is a non-governmental organization with headquarters in Paris, France. Independent, private and not-for-profit, Acted respects principles of strict neutrality and impartiality in its decisions and operates according to non-discrimination and transparency principles. Acted endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; construct effective governance and support the building of civil society worldwide by investing in people and their potential. With a budget of 236 million EUR in 2017, Acted is active in almost 40 countries and implements more than 500 projects a year reaching over 14 million beneficiaries with 300 internal staff and 4,300 national staff worldwide.

In Pakistan, Acted has been active since 1993 and has provided assistance across all provinces to an estimated 6.9 million people. The assistance has included emergency response to meet the immediate and life-saving needs of natural disasters and complex emergency-affected households, as well as recovery and development support in the form of education and livelihoods promotion and assistance.

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 Implementation Follow-up

1.1. Project Planning

a)      Ensure that all projects have an implementation strategy and work plan and associate Project Management Framework (PMF)

b)     Together with Consortium Coordinators, Area Coordinators and Project Managers, help plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives

1.2. Project Implementation Follow-up

a)      Oversee the implementation of projects ensuring that technical requirements and quality standards are considered and respected during project implementation

b)     Anticipate and mitigate risks and implementation delays and report to DCD Operations for trouble shooting and eliminating blocking points.

c)      Monitor output achievement, cash burn rates and ensure a timely completion of projects through regular and thorough reviews of PMFs, BFUs and project reports.

d)     Ensure that contractual obligations are met in terms of project deliverables.

e)     Follow up with support department for smooth implementation of the project, liaising especially with Logistics for procurements, Finance for payments, Project Development for reports and donor requests and AME for M&E activities.

f)       Organize regular Project Follow-up meetings with field teams (Project Team, Area Coordination and any other relevant departments).

g)      Organize larger inter-departmental Project Review meeting on ad-hoc basis when necessary or monthly/bi-monthly (to be decided with DCD Operations)

h)     Participate in the Weekly Coordination Meeting (WCM) with DCD Operations, updating the WCM document ahead of the meeting with hot issues and challenges on projects that need support from other ACTED departments.

1.3.  Project Quality Control

a)      Make sure there is an AME framework for each project, integrate it into the PMF and 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)      Advise Consortium Coordinators, Area Coordinators and Project Managers to adapt projects according to monitoring and evaluation findings

d)     Advise on and assist with project reviews conducted by AMEU

e)     Together with the AMEU team, ensure capitalisation of best practices and lessons learnt for projects in the area of operations (Record keeping and knowledge management of BOQs, tools, assessments etc., to be kept and filed on the server)

1.4. Implementing Partners

a)      Support the Consortium Coordinators and Project Managers to regularly review partnerships with implementing partners and ensure that any issues or disputes are resolved in a timely manner.

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

1.5. External Relations

a)      Support communication and liaison activities of Project Managers and Consortium Coordinators in actively consulting and involving beneficiaries, key informants, actors, partners and stakeholders in all stages of project implementation

b)     Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner on all ACTED-implemented projects.

c)      Represent ACTED in cluster meetings on behalf of programs along with technical coordinators and in any other meetings as request by Country Director/DCD Operations.

2.     Administrative and Operational Management of Project Implementation

2.1.  Finance

a)      Make sure each project has a FS timely and integrate it into the PMF.

b)     Review the project BFU(s) to avoid under/over spending on each project

c)      Ensure accurate budget forecasting and expense planning by each Project Manager

2.2.  Logistics

a)      Make sure each project has a procurement plan and that it is integrated to the PMF.

b)     Ensure timely procurement and adherence to rules of origin and nationality by the PMs

c)      Follow-up of main procurements for all projects

2.3.  Administration/HR

a)      When requested help DCD Operations in recruitment of project staff (developing organigrams, ToRs, elaborating recruitment tests)

b)     Ensure a positive working environment and good team dynamics

c)      Ensure capacity building and trainings of project staff on PMF, BFU, Project Management Handbook

2.4.  Transparency/Compliance

Ensure project records and documents (FLAT files, beneficiary lists, donation 

certificates, attendance sheets etc.) are adequately prepared, compiled and filed according to ACTED procedures

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

2.5.  Implementing Partners

a)      Make sure responsibilities and activities between ACTED and the partner(s) are clearly defined in Grant Agreement, PMF and other working document(s)

b)     Support Project Managers and Consortium Coordinators in working with partners, follow-up partners’ progress on projects deliverables.

c)      Support the FLATS team, Consortium Coordinators and Project Managers to ensure adherence to ACTED’s policies and procedures, arranging training and induction as required

d)     Ensure that all budgetary issues between ACTED and partners are addressed and that mutually beneficial solutions are agreed upon in a timely manner

Ensure partners provide all project documents required by ACTED and its donors in a timely manner and according to ACTED standards.

Requirements:

·     Formal qualifications at graduate or postgraduate level

·     At least 2 years’ experience supervising projects at capital level (remote management) within a humanitarian or development programme with an international organization. Field experience is an important added value.

·     Strong experience with international organization procedures

·     Strong analysis and reporting skills

·     Good computer skills, including proficiency with Microsoft Word, PowerPoint and strong Excel skills

·     Good communication skills, written and spoken, fluent oral and written English.

·     Good interpersonal and motivational skills

·     Energetic and convincing

·     Flexible and motivated

Accountability

All Acted team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

PSEAH Obligation:

• Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.
• All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.
• All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.
• Managers will have a special responsibility to foster a safe environment.
• Misconduct can lead to serious disciplinary sanctions.
• 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 equal opportunity employers. Females, minorities and candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate. Only shortlisted candidates will be called for next step of the recruitment”

Skills:

• Pro-active, well organized with sound planning, organizational, prioritization and problem-solving skills as well as effective verbal and written communication.
• Demonstrate attention to detail while keeping a strategic view, ability to follow procedures, meet deadlines, and work both independently and cooperatively with team members and local government stakeholders, and will be prepared to spend extensive time with field teams.
• Excellent communication and interpersonal skills and fluent in English, Urdu and other local languages.