Acted

Programming
- Project Implementation
  - Support the Project Manager in the development and execution of the project implementation strategy, systems, and approaches.
  - Support to ensure that technical skills and resources are aligned with the project requirements.
  - Assist in preparing and managing the Work Breakdown Structure (WBS) and work schedules.
  - Participate in the organization and facilitation of kick-off and transition planning meetings.
- Project Implementation Monitoring and Reporting:
  - Monitor Project Officer’s under clear guidance of Project Manager and ensure quality of the project.
  - Assist the Project Manager in monitoring project progress, updating the Project Management Framework (PMF), and ensuring timely updates to the country’s coordination.
  - Support to manage risks and resolve unforeseen challenges during project implementation.
  - Ensure the implementation of quality standards and compliance with Acted’s code of conduct and donor requirements.
  - Provide regular and timely updates on progress and challenges to PM and other team members.
  - In collaboration with PM and Officer’s anticipate and mitigate risks and issues, and trouble-shoot any unforeseen challenges during the project implementation
- Documenting and Compliance :
  - Ensure project 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;
  - Maintain a beneficiary master database containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted ensure the data is protected from misuse in line with Acted’s data protection policy.
  - Ensure staff awareness of, and respect of, Acted’s code of conduct, FLATS procedures and donor requirements.
- Beneficiary Engagement and Accountability :
  - Assist in ensuring that project staff adhere to Acted’s Code of Conduct and that beneficiaries are treated with respect and without discrimination.
  - Support in the development of communication strategies to engage communities and stakeholders.
  - Oversee the appropriate, achievable and acceptable selection of project beneficiaries;
  - Develop a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;
  - Ensure project stakeholders are empowered to participate throughout the project cycle;
  - Ensure that Acted’s Complaints and Response Mechanism is communicated and adhered to.
- Internal Coordination:
  - Support to organize and participate in regular project coordination meetings with the project team.
  - Participate in weekly and monthly coordination meetings, providing updates about implementation progress, challenges, and risks.
  - Maintaining Coordination with other sub project of CBP like Family Reunification and BSF project to enrich CBP activity.
- External Coordination and Stakeholder Engagement
  - Support communication activities to involve beneficiaries and key stakeholders in all stages of project design and implementation.
  - Coordinate and collaborate with others by cultivating 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;
  - Liaise with relevant camp’s administration body, national and international stakeholders, ensuring smooth coordination and collaboration.
  - Support collaboration with other organizations to avoid duplication and enhance the project’s impact.
  - Share externally learning and innovation with communities and other stakeholders.
- Security
  - Regularly conduct a context analysis in the project implementation area by identifying and following micro signals (e.g. security indicators, socio-economic indicators) and support the Area Coordinator and the Security Department in preparing the monthly update of SEC-02GZ;
  - Ensure project stakeholders have a good image of Acted thus increasing the acceptance of Acted’s presence and activities in the project implementation area;
  - Manage the movement of the project implementation team and ensure that the movement SOPs are strictly respected by the team members;
  - When necessary, negotiate access with local stakeholders.
Human Resource
- Assist in defining the structure of the project team and ensuring that roles and responsibilities are clearly outlined.
- Support in recruitment, onboarding, and staff training activities as required.
- Ensure that Field Assistant understand and are able to perform their roles and responsibilities.
- Monitor the work plans and daily activities of field staff and volunteers.
- Ensuring a positive work environment and a good team dynamics.
- Participate in regular staff appraisals and follow-up on career management.
- Manage interpersonal conflicts.
- Ensure capacity building among staff in relevant sectors.
Logistics
- Assist in procurement planning and support the timely launching of procurement activities.
- Assist PM to send accurate and precise order forms in a timely manner
- Follow-up procurements closely in collaboration with logistics.
- Check the quality of the required goods/supplies at the contracting stage as well as at reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenario.
- Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock;
- Monitor stock levels and ensure timely delivery of materials required for project activities.
- Support in managing project assets and fleet requirements.
Finance
- Support the project’s budget forecasting, ensuring that the project is on track and within budget.
- Assist in reviewing financial reports, tracking expenditures, and ensuring the proper allocation of resources for project activities.
- Closely work with PM during budget development processes through the provision of expert programmatic advice related to contextual knowledge.
Quality Control
- Assist in AMEU activities, ensuring that the project aligns with the project’s AME framework.
- Participate in internal qualitative assurance checks and monitor project activities through field visits.
- Provide technical guidance to the project team, ensuring efficient use of resources and addressing corrective actions based on findings.
Grant Management
- Assist in the management of contractual obligations, ensuring adherence to donor procedures.
- Plan and organize internal qualitative assurance checks by the project team.
- Assess 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 activities.
- Discuss, plan and deliver appropriate corrective actions, including based on AME findings and recommendations.
- Contribute to the drafting of project progress reports, ensuring the accuracy and quality of technical information.
- Participate in communication activities, including collecting pictures and stories related to project activities.
- Collect and apply appropriate lessons learnt and best practices to current projects, and ensure these lessons learnt are pro-actively shared with PM.
Other
- Offer technical support and inputs to other projects in similar sectors as required.
- Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals of safeguarding implementation. Act as a key source of support, guidance, and expertise on safeguarding for establishing a safe working environment.
- Provide frontline support to staff in relation to material, administrative and logistical needs to enable their work efficiently.
- Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
- Perform any other tasks as assigned by the Project Manager.