Vacancy Announcement – Project Development Officer – Aden/Sanaa

Acted Organization Summary

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.

Acted is active in 39 countries and implements more than 500 projects a year reaching over 20 million beneficiaries with 6,300 international and national staff.

Acted has been present in Yemen since early 2012 and has been anchored to the governorates of Ibb, Hudaydah, Raymah, AlDhalee, Saadah, AlJawf, Aden, Dhamar, and Marib. Through its comprehensive programming, Acted has been covering the full continuum of emergency, rehabilitation, and development in Yemen.

Emergency activities have focused in the sectors of:

• Agriculture and Food Security (e.g., distribution of crop seeds, and livestock)

• Economic Recovery and Market Systems (e.g., income-generating activities such as cash for work)

• WASH (e.g., rehabilitation of water supply facilities, hygiene promotion)

Acted’s food security activities include the distribution of food vouchers, which are a key component of Acted’s interventions in the country.

Job Details

• Position: PD Officer

• Department: Program

• Location: Aden/Sanaa

• Contract Type: Fixed Term

• Contract Duration: 5 Months

Duties and Responsibilities

1. Fundraising

a) Context Analysis
b) External relations
c) Fundraising and proposal development
d) Contracting
i. Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and Acted HQ GMU and finance.
ii. Read thoroughly all contracts before signature, seeking Acted HQ GMU and finance advice when required.

2. Grant Management

2.1. Contract follow-up
a) Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, AMEU and FLATS team.
b) When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek Acted HQ Program Department advice on potential solutions that would meet donor rules.

2.2. Reporting
a) Participate in and take minutes of kick-off and close-out meetings for each project.
b) Write quality narrative reports, reflecting the progress and status of projects in a transparent, timely, and professional manner, in liaison with Acted HQ GMU and finance, which will contribute ultimately to steady cash inflow.
c) Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU.
d) Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports.
e) Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with Acted HQ GMU.
f) Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams.

2.3. Partner Follow-up
a) Liaise with partners when required to develop relevant grant agreements in close coordination with Acted HQ GMU and finance.
b) Ensure partners report to Acted in a timely and qualitative manner as per the requirements of the grant agreement.

3. Management and Internal Coordination

3.1. Staff Management (if any)
a) Manage a Project Development Intern and/or Assistant(s) if any, following up the work plans and day-to-day activities.
b) Mentor the PDI and/or PDA with the aim of strengthening their technical capacity.

3.2. Internal Coordination and Communication
a) Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various Acted coordination meetings.
b) Ensure these meeting minutes are sent monthly to HQ.
c) Keep Acted HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advise on the way forward.

3.3. Filing
a) File properly contractual project documents both in hard and soft copies.
b) Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.

4. External Communication

a) Contribute to Acted external communication strategy by feeding regularly Acted HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for Acted communication tools, including, but not limited to, Acted Newsletter, websites, and Acted Annual Report.
b) Ensure the update and design of in-country communication and visibility tools and publications, their dissemination and availability to Acted teams, as well as the capitalization of media and pictures of the mission.