Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.
ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the centre and provides a tailored support to local needs.
ACTED started its operations in Eastern Ukraine in 2015 to provide support to vulnerable people affected by the conflict that began in 2014. In 2022, as refugees are fleeing clashes across Ukraine triggered by military operations, ACTED is now extending its activities to deliver critical assistance to displaced persons in the main hosting regions and to support self-help and local organizations groups that have spontaneously formed. As the number of civilian casualties continues to grow and damage to critical infrastructure increases, ACTED is scaling-up its humanitarian assistance to help ensure those in transit, internally displaced or remaining in hotspots receive the basic support they need, including cash assistance, water, food and hot meals, blankets, hygiene supplies and access to mobile heating points. Finally, ACTED is also taking part in the ongoing efforts to provide humanitarian assistance to refugees in the neighbouring countries of Poland, Romania and Moldavia where 3 humanitarian response teams have been deployed.
You will be in charge of
1.Project PlanningDevelop overall project implementation strategy, systems, approaches, tools, and materialsOrganize project kick-off and close-out meetingsPlan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives
2. Project Implementation Follow-upOversee and manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementationOrganize regular project coordination meetings with project teamEnsure budget utilization and physical target achievements are reviewed at least once a month as per work planEnsure project implementation is on time, target and budget, using effective M&E systems to reach desired impactsEnsure that the project is implemented in accordance with relevant ACTED technical guidelines and standardsAnticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementationRegular update the work plan, output tracker, PMF and other documents relevant for effective project management
3. Administration and Operational Management of Project Implementation
3.2. LogisticsContribute to the development of Procurement plansSend accurate and precise order forms in a timely mannerContribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenarioConfirm quality of material selection if and when applicableEnsure a proper management and use of the project assets and stocksPlan team movements based on available fleet and applicable policies
3.3. Administration/HRParticipate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews etc)Ensure that project staff understand and are able to perform their roles and responsibilitiesFollow-up the work plans and day-to-day activities of the project staffManage the project staff in cooperation with Area CoordinatorsEnsure a positive working environment and good team dynamicsUndertake regular appraisals of staff and follow career managementManage interpersonal conflictsEnsure capacity building among staff in relevant sectors
3.4. TransparencyEnsure project records and documents (Flat files, beneficiary list, donation certificates, attendance sheets etc) are adequately prepared, compiled and filed according to ACTED proceduresEnsure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures
3.5. SecurityEnsure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordinglyIn 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;Contribute to the updating of the security guidelines in the project area of intervention;
4.External RelationsSupport, 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 implementationCultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetingsEnsure that at all times contact with beneficiaries is conducted in a sensitive and respectful mannerWhere relevant, liaise with donors and work closely with partners on project updates, site visits and other communicationIdentify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others
5. Quality ControlAssess the activities undertaken and ensure efficient use of resources;Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activitiesEnsure lessons learned are documented, shared and reflected in project planning and decision makingAdvise on, and assist with, project reviews conducted by AMEUEnsure quality control, analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project developmentIdentify 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. ReportingProvide regular and timely updates on progress and challenges to supervisors and other team membersDraft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided