Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Shelter Project Manager Position in Afar, Ethiopia.

Position Profile:

The Shelter Project Manager, under the operational guidance of the Area Coordinator, will be responsible for ensuring proper implementation of ACTED’s Shelter Project, In Kind Assistant for the most vulnerable displaced populations in Afar Region, Ewa and Abala woredas. The 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 project Manager supervise the project staffs in day to day management of all aspects of the shelter project and liaises with relevant internal departments and external partners and project stakeholders. Position Profile

The Shelter project manager will be directly responsible for the implementation of Shelter projects within the Afar Region. Through its Shelter project , ACTED aims to target the most vulnerable households with customized Shelter interventions according to the household’s specific needs in order to bring their living conditions up to minimum standards.  

The position is responsible for the coordination and oversight of a range of projects that contribute to implementing the Shelter programme in Afar Region. This includes management of the Shelter Technical Supervisors (Engineers) and their respective field teams that will are responsible for the implementation of the programs. Moreover, this position will require establishment and close oversight in kind NFI distribution. He/she will also be responsible for external coordination, ongoing development of the Shelter Strategy, ensuring best practices and lessons learned are implemented, and oversight of project cycle management. 

Accountability to Communities and Beneficiaries

The Shelter Project Manager is responsible for ensuring that all relations with the communities with which we work are conducted in a respectful and consultative manner. Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, and methodologies. This is the responsibility of every ACTED staff member.

Duties and Responsibilities for the Position

• Develop overall project implementation strategy, systems, approaches, tools and materials
• Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives

Project Implementation Follow-Up

• Oversee and manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementation
• Organize regular project coordination meetings with project team
• Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan
• Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts
• Ensure that the project is implemented in accordance with relevant ACTED technical guidelines and standards
• Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation
• Regularly update the work plan, output tracker, PMF and other documents relevant for effective project management

Administration and Operational Management of Project Implementation

Finance

• Review the BFU(s) and provide accurate forecasts with BOQs
• Forecast monthly cash requirements of the project and submit to Finance
• Liaise with Finance dept and Selected MTA supplier on beneficiaries Cash transfer.  

Logistics

• Send accurate and precise order forms in a timely manner
• Contribute to quality checks and procurement committees to finalize suppliers’ selection according to applicable scenario
• Confirm quality of material selection if and when applicable

Administration/HR

• Participate in the recruitment of technical staff
• Ensure that project staff understand are able to perform their roles and responsibilities
• Follow-up the work plans and day-to-day activities of the project staff
• Manage the project staff in cooperation with Area Coordinator
• Ensure a positive working environment and good team dynamics
• Ensure capacity building among staff in relevant sectors

Transparency

• Ensure project records and documents are adequately prepared, compiled and filed according to AACTED procedures
• Ensure all staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures

Security

• Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly
• In cooperation with the relevant Security Officer, monitor the local security situation and inform the Country Director or Area Coordinator and Security Manager of developments through regular written reports (if relevant);
• In cooperation with the relevant Security Officer, Identify a safe location to conduct cash distribution.
• Liaise with security dept on Identifying mine action partner to conduct mines check if needed   

External Relations

• 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
• 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
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner
• Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication

Quality Control

• 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
• Ensure lessons learned are documented, shared and reflected in project planning and decision making
• Advise on, and assist with, project reviews conducted by AMEU
• 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
• Identify and analyze 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.

Reporting

• Provide regular and timely updates on progress and challenges to supervisors and other team members
• Draft (internal) narrative reports and contribute to the development of financial reports through regularly budgetary follow-up
• Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided

Program Management

Objective 1.1: Implementation of Shelter Program

The Shelter PM is responsible for:

1. Providing direct assistance to the technical supervisors  and distribution activities being implemented;
2. Supporting the program field teams and ensuring that they are wholly involved in programme planning, direction, and implementation thereof;
3. Provide technical inputs and guidance and ensure that technical quality and standards are considered during project implementation;
4. Collect technical information and analyse associated opportunities and risks; as well as identify and collaborate with relevant technical authorities and partners;
5. Support the design and or implementation of NFI distributions 
6. Contributing to ensuring that all financial, logistics and administrative requirements are in place in accordance with acted FLAT procedures;
7. Draft memos detailing lessons learned and best practices identified during the project – memos will be developed for internal and external partners.

Objective 1.2: Project Cycle Management Framework

The Shelter Project Manager will ensure that project cycle management tools, including the PMF are developed and regularly updated. He/she will ensure that project implementation is conducted within the parameters of the PMF and that this reflects the proposal objectives.

The Shelter Project Manager shall undertake regular field coordination visits to ensure that:

1. Activities are correctly completed across the entire camp and that expected standards are met;
2. Targeted indicators as stated in the Project Management Framework (PMF) and/or Logframe are met in a satisfactory manner;

Objective 1.3: Management of Project Staff

The Shelter Project Manager shall be responsible for the management of project staff and for ensuring that all field teams are comprehensively briefed on the objective, expected output and overall implementation strategy of any given activity. The Shelter Project Manager shall ensure that Project staff are given training and complete all the necessary documentation in line with programme requirements.

The Shelter Project Manager will also coordinate regularly with the HR/administration department to ensure that all staff are in line with administrative requirements.

 Objective 1.4: Coordination

The Shelter Project Manager shall ensure that he/she regularly meets with HR, Finance, and Logistics Departments to ensure that support mechanisms such as the Budget Follow Up, Procurement plan, and recruitment are completed on time and reflect operational realities/needs. 

Objective 1.5: Reporting

The Shelter Project Manager shall support the Reporting department in the preparation of reports to be submitted to Donors / Authorities / Coordination bodies (i.e. host communiity management body / Internal Coordination). He/she will be expected to provide reports covering activity implementation, achievement of objectives, successes / challenges, beneficiary feedback, etc.

The Shelter Project Manager is expected to provide regular reports to the Area Coordinator/Country Director on the progress of the implementation of activities and on observations made during the mission and collaborate closely with the AME unit as part of monitoring and evaluation activities.

Program Development

When requested by donors, and under the direction of the Area Coordinator and in coordination with AMEU, the Shelter Projecte Manager will take the lead in the preparation of, and may be expected to conduct, monitoring or assessment activities in the camp in order to inform the development of new proposals, or for the capitalisation of lessons learned etc. This would be expected to be undertaken in alignment or expansion of the Hygiene Promotion and / or Community Mobilisation strategies.

General Functions

Objective 3.1: Completion of Programme Filing for Completed Projects

The Shelter Project Manager shall ensure all relevant filing is properly organised, up-to-date and complete for all projects. He/she shall, also work closely with the FLAT teams to support project reconciliation / general monthly follow-up exercises.

Objective 3.2: Commitment to Accountability to Communities

The Shelter Project Manager shall take the lead in the development and implementation of a programme-specific accountability framework to act as a guideline for all programme activities.

Objective 3.3: Facilitation

The Shelter Project Manager is expected to facilitate trainings or programme coordination meetings by leading discussions. Moreover, he/she shall be in a position to present ACTED’s global and programmatic strategies and activities in camp meetings or for Local Authorities.

Job Requirements

Qualifications

• BSc Degree in Engineering
• At least 5 years of experience in project management in an international relief or development setting;
• At least 3 year of experience in coordination, project management, international development and related fields;
• Local language preferred
• Experience working on both Shelter projects desired
• Rapid deployment required
• Experience in cash transfer programs or assistance through voucher systems is an asset

How to Apply

Application Procedure:

Qualified Ethiopian national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to ethiopia.jobs@acted.org and received on or before 5.00PM on 11th  January 2022 with the subject line “Shelter Project Manager Afar, Ethiopia”

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that only the shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.