Yemen: Project Coordinator – Aden (with travels to Sanaa) At ACTED

Fixed-term | 12 months | ASAP

ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year reaching over 20 million beneficiaries.

ACTED Yemen

ACTED has been present in Yemen since 2012 with a coordination office in Sanaa, and 4 area offices in Ibb, Sa’ada, Aden and Al Hudaydah. The INGO intervenes in ten governorates of the country (Al Dhale’e, Al Hudaydah, Al Jawf, Ibb, Raymah, Sa’ada, Taizz, Hajja, Dhamar, Lahj), riddled by conflict since 2015. The charity provides emergency response, as well as deliver rehabilitation and development projects with WASH, shelter, food security and agriculture programming, camp coordination and camp management, economic recovery and market systems, cash and voucher programming.

After the start of the conflict, ACTED shifted strongly towards emergency programming, while remaining committed to longer-term livelihood and development strategies. The teams pursue programming in response to emergencies while building disaster resilience, co-constructing effective governance, and promoting inclusive and sustainable growth. Using a multi-sector approach, ACTED aims to comprehensively meet the needs of the most vulnerable displaced and host communities.

You will be in charge of

1.Project Implementation Follow-up

Project Planning

• Ensure timely organization of project kick-off and close-out meetings
• Ensure that all projects have an implementation strategy and work plan
• Together with Consortium Coordinators, Area Coordinators and Project Managers, 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 the implementation of projects ensuring that technical requirements and quality standards are considered and respected during project implementation
• Anticipate and mitigate risks and implementation delays and provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points
• Monitor output achievement, cash burn rates and ensure a timely completion of projects through review of PMFs, BFUs and project reports
• Ensure that contractual obligations are met in terms of project deliverables

Project Quality Control

• Ensure the application of a practical field based M&E system/plan for each project
• Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources
• Advise Consortium Coordinators, Area Coordinators and Project Managers to adapt projects according to monitoring and evaluation findings
• Advise on and assist with project reviews conducted by AMEU
• Together with the AMEU team, ensure capitalisation of best practices and lessons learnt for projects in the area of operations

Implementing Partners

• 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.
• Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements
• Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration

External Relations

• Establish, maintain, and improve active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities
• 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 implementation
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner

2. Administrative and Operational Management of Project Implementation

Finance

• Review the project BFU(s) to avoid under/over spending
• Ensure accurate budget forecasting and expense planning

Logistics

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

Administration/RH

• Participate in the transparent and timely recruitment of project staff (developing organigrams, ToRs, elaborating recruitment tests)
• Proactively support Project Managers and Area Coordinators to adapt the project staffing structure to needs and funding
• Ensure regular performance appraisal and career management of project teams
• Ensure a positive working environment and good team dynamics
• Manage interpersonal conflicts
• Ensure capacity building among project staff

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

Security

• Together with the Security focal points, assess risks in the areas of project implementation and develop context specific MOSS and SOPs
• Ensure that project teams are aware of security threats and follow ACTED security policies, MOSS and SOPs accordingly

Implementing Partners

• Support the FLATS team, Consortium Coordinators and Project Managers to ensure adherence to ACTED’s policies and procedure, arranging training and induction as required
• Ensure that all budgetary issues between ACTED and partners are addressed and that mutually beneficial solutions are agreed upon in a timely manner
• In collaboration with the FLATS team, review due diligence of partners or conduct new due diligence and develop appropriate time bound organisational development workplans
• Oversee the development of capacity building framework and action plans with full participation of partners
• Ensure partners provide all project documents required by ACTED

Expected skills and qualifications

• Project management experience in the required sector, in emergency and/or development
• Proven capabilities in leadership and management required (large team)
• Perfect verbal and written communication skills in English
• Knowledge of local language and/or regional experience is an asset
• Ability to work well under pressure

Conditions

• Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
• Living allowance of 300 USD
• Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
• Flight tickets in and out + Visa taken in charge by ACTED
• Provision of medical and repatriation insurances