Project Manager - Sana'a Roving (Hudaydah)

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, Al-Dhalee, Saadah, Al-Jawf, 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 on 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), and 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.

Acted Organization is pleased to announce the following job vacancy with the following details:

Position: Project Manager 
Department: Program
Location: Sana’a Roving (Hudaydah)
Contract Type: Fixed Term/Full-Time Contract  
Contract Duration: 3 Months_ with possibility of extension based on performance and budget availability 

DUTIES AND RESPONSIBILITIES

1.    Programming

1.1    Project Planning

a)    Develop overall project implementation strategy (incl. the transition/phase out strategy), systems, approaches, tools, and materials;
b)    Identify and plan technical skills and requirements to implement the project as per relevant standards;
c)    Develop a dedicated Workplan (tasks and schedule) to organize the various project deliverables and the work required to complete them into smaller and more manageable parts (work package); to serve as a comprehensive and detailed model map for the successful implementation of the project.
d)    Create the work schedule by sequencing the work packages and related tasks;
e)    Organize, plan, lead, or participate, in project kick-off, in collaboration with PD Unit, and end of project transition planning meetings, and follow-up on the project-related action points originating from these meetings.

1.2    Project Implementation Follow-up

a)    Control the work plan, monitor the implementation status of the project and update the project progress on a daily basis;
b)    Document implementation progress and challenges by regularly updating the Project Management Framework (PMF) and sharing it with Country Coordination;
c)    Ensure that relevant technical quality and standards are considered and respected during project implementation;
d)    Operate following the “do no harm principles” in order to ensure projects are safe for communities;
e)    Anticipate and mitigate risks and issues, and trouble-shoot any unforeseen challenges during the project implementation;
f)    Coordinate and manage changes in project implementation, in particular identifying change needs to occur, reviewing proposed changed, analyzing the impact they have on the project plan, approving/denying requested changes and controlling and updating the scope, cost, budget, schedule, and quality requirements based upon coordination and approved changes with the PD Unit, Finance Department and Country Coordination;
g)    Provide regular and timely updates on progress and challenges to supervisors and other team members.

1.3    Documenting and Compliance

a)    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, including hard (paper) and soft (digitalized) copies.
b)    Maintain a beneficiary master database containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted, ensuring the data is protected from misuse in line with Acted’s data protection policy;
c)    Ensure staff awareness of, and respect of, Acted’s code of conduct, FLATS procedures and donor requirements.

1.4    Beneficiary Engagement and Accountability

a)    Ensure project staff adhere to Acted’s Code of Conduct and treat all beneficiaries with respect and without any distinction or discrimination based on nationality, race, ethnicity, tribe, gender, religious beliefs, political opinion or disability;
b)    Oversee the appropriate, achievable and acceptable selection of project beneficiaries, in accordance with donor requirements;
c)    Develop a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;
d)    Ensure project stakeholders are empowered to participate throughout the project cycle;
e)    Ensure that Acted’s Feedback Mechanism is communicated to target communities and solve complaints related to the project in coordination with the MEAL Unit.

1.5    Internal Coordination

a)    Organize regular project coordination meetings with the project team;
b)    Participate in Weekly Area Meetings (WAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs)/ Senior Management Team (SMT) meetings, and provide updates about implementation progress, challenges, risks, changes in context.

1.6    External Coordination and Stakeholder Engagement

a)    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 (liaising with the PD unit) and implementation;
b)    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;
c)    Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others;
d)    Refer unmet needs to other relevant actors;
e)    Share externally learning and innovation with communities and other stakeholders.

1.7    Partner Management

a)    Clarify roles/responsibilities as well as expectations, notably in terms of processes to be followed as well as budget, from the start of the partnership in order to avoid issues at a later stage.
b)    Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with Acted and donor requirements;
c)    Refer partners to relevant Acted staff to support and/or train them in FLATS procedures where relevant;
d)    Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration and ensure that any issues or disputes are resolved in a timely manner.

1.8    Security

a)    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;
b)    Ensure project stakeholders have a good image of Acted thus increasing the acceptance of Acted’s presence and activities in the project implementation area;
c)    Manage the movement of the project implementation team and ensure that the movement SOPs are strictly respected by the team members;
d)    When necessary and approved by CD, negotiate access with local stakeholders.

2.    Human Resource

a)    Define the structure of the project team and develop project organizational chart within the limitations of the budget;
b)    Develop and/or adjust ToRs outlining staff roles and responsibilities in line with Acted standards;
c)    Submit recruitment plan for the project to HR Department;
d)    Participate in the recruitment of technical project staff;
e)    Ensure that project staff understand and can perform their roles and responsibilities; 
f)    Follow-up the work plans and day-to-day activities of the project staff;
g)    Ensure a positive working environment and good team dynamics; 
h)    Undertake regular appraisals of staff, based on CD and HR department agreed calendar, and follow career management;
i)    Manage minor interpersonal conflicts;
Ensure capacity building among staff in relevant sectors, in coordination with the Country 

Job Requirement (Qualification and Experience)

• A recognized bachelor’s degree or professional qualification in business administration, engineering, management, development studies or any other related field;
• At least five years’ proven experience as a Program Manager or relevant managerial position;
• Experience in monitoring, evaluation, accountability, and learning;
• Prior working experience with INGOs;
• Leadership and organizational skills;
• Have a strong orientation towards humanitarian and development programs in Yemen;
• A good understanding of gender aspects;
• Willingness and ability to undertake frequent travels to the field. Staying weeks or months upon the project required.
• Ability to manage multiple tasks effectively with attention to detail and an orderly approach to tasks;
• Fluency in English and Arabic (written and spoken);
• Excellent interpersonal skills and teamwork skills;
• Flexibility in working in diverse situations with unpredictable working hours;
• A positive problem-solving approach and enthusiasm to learn and apply new skills;
• Excellent analytical skills;
• Excellent level of computer proficiency.