Deputy Projects Coordinator - Emergency

OBJECTIVES

1. Coordinate ACTED’s emergency activities across sectors and locations, and define coherent implementation modalities, tools and methodologies for smooth running, anticipating and mitigating implementation risks
2. Ensure the overall success of the emergency projects, and seeing that deliverables arrive on time, on scope, on budget, within acceptable quality levels, in line with donor requirements, as per ACTED project management core functions, and based on beneficiary needs.

FUNCTIONS

All functions are conducted in close coordination and consultation with the Country Projects Coordinator, ensuring smooth communication and work flows.

1. Internal Coordination
   1. Promote harmonization of approaches and methodologies across sectors and portfolio, by developing and monitoring use of common tools
   2. Work closely with Project Managers to identify main issues and channel them as relevant in a timely manner
   3. Ensure capacity building among staff under portfolio
   4. Organize regular coordination meetings with Project Managers
   5. Participate in monthly coordination meetings and provide updates about implementation progress, challenges, risks, changes in context

1. Project Planning
   1. Ensure work plans are developed by project teams for all projects in portfolio under the lead of the Project Managers, planning the various stages of project implementation and setting direction by prioritizing and organizing activities and resources to achieve project objectives
   2. Ensure kick-off and end of project transition planning meetings are held for all projects in portfolio

1. Project Implementation follow-up
   1. Control the workplans and monitor the implementation status of the projects
   2. Regularly review the Project Management Framework (PMF) for all projects in portfolio, including monitoring of output achievement, cash burn rates and timely completion of projects
   3. Anticipate and mitigate risks and issues, and trouble-shoot any unforeseen challenges during the projects’ implementation
   4. Support Project Managers to coordinate and manage changes in projects’ implementation, in particular identifying change needs to occur, including according to monitoring and evaluation findings
   5. Ensure that contractual obligations are met in terms of project deliverables
   6. Oversee the implementation of projects ensuring that technical requirements and quality standards are considered and respected during project implementation
   7. Conduct frequent field visits to project sites to assess activities progress and quality, and ensure efficient use of resources
   8. Together with the MEAL unit, ensure cross-sectoral capitalization of best practices and lessons learnt for portfolio of projects

1. Documenting and Compliance
   1. Ensure projects’ records and documents, in particular documents that proof completion of activities (beneficiary list, donation certificates, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures
   2. Ensure projects in portfolio are implemented in line with donors’ and ACTED’s procedures

1. Beneficiary Engagement and Accountability
   1. Ensure projects’ staff adhere to ACTED’s Code of Conduct and treat all beneficiaries with respect and without any distinction or discrimination;
   2. Advise the Project Manager on the appropriate, achievable and acceptable selection of projects’ beneficiaries;
   3. Ensure that ACTED’s Feedback Mechanism is communicated to target communities and solve complaints related to the projects in coordination with the MEAL unit

1. Security
   1. Keep abreast of the context in the projects’ implementation governorates by identifying and following micro signals (e.g. security indicators, socio-economic indicators) and channel relevant information to the Security Department and Coordination;
   2. Ensure that project teams are aware of security threats and follow ACTED security policies, MOSS and SOPs accordingly
   3. Ensure projects’ stakeholders have a good image of ACTED thus increasing the acceptance of ACTED’s presence and activities in the project implementation area;

1. Human Resource

As requested by line manager,

1. 1. Advise Project Managers to define the structure of the projects’ teams and develop projects organizational charts within the limitations of the budget;
   2. Develop and/or adjust ToRs outlining staff roles and responsibilities in line with ACTED standards;
   3. Participate in the transparent & timely recruitment of technical project staff;
   4. Ensure a positive working environment and good team dynamics;
   5. Undertake regular appraisals of staff and follow career management;
   6. Manage interpersonal conflicts;
   7. Ensure capacity building among project staff

1. Logistics
   1. Contribute to the development of project procurement plans
   2. Contribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenario
   3. Ensure timely procurement and adherence to rules of origin and nationality

1. Finance
   1. Upon CPC request, participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.       
   2. Participate in the review of the BFU for each project, and forecast initial and regular costs and cross-check expenditures for projects activities;
   3. Ensure accurate budget forecasting and expense planning across portfolio

1. Quality Control
   1. Actively encourage Project teams to support the delivery of MEAL unit activities
   2. Plan and organize internal qualitative assurance checks by the projects’ teams;
   3. Assess the activities undertaken and ensure efficient use of resources;
   4. Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of projects’ activities;
   5. Discuss, plan and deliver appropriate corrective actions, including based on MEAL findings and recommendations;
   6. Collect and apply appropriate lessons learnt and best practices to current projects, and ensure these lessons learnt are pro-actively shared with supervisor, the MEAL unit and other team members to apply them in future project development processes.

1. Grant Management
   1. In close collaboration with the Project Development Unit, ensure Project Manager’s adhere to contractual obligations and donor procedures;
   2. Ensure Project Managers regularly, adequately, accurately and comprehensively report on project activities, challenges and indicators through monthly submissions of the PMF and PM report;
   3. Ensure close-out meetings are held for all projects in portfolio;
   4. Participate in communication activities through the regular collection of pictures and stories related to activities;
   5. Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge, upon PC request;