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Project Manager - Waste to Positive Energy
Job Purpose:
The Project Manager, under operational guidance of the Area Coordinator, is responsible for ensuring the overall success of ACTED’s Waste to Positive Energy (WtPE) project within the time and resources allocated. 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 supervises the project staff in day to day management of all aspects of the WtPE project and liaises with relevant internal departments and external partners and project stakeholders.
Project Details:
As part of GIZ’s Waste to Positive Energy program running since 2015, GIZ has collaborated with various municipalities to improve solid waste management practices and promote recycling. The project aims at strengthening the resilience of civil society and local institutions, while creating income generating opportunities for vulnerable Jordanians and Syrian refugees involved in labor intensive material recovery and processing activities. The project aims to a positive impact on the environment and health of municipal residents, while reducing social tension between Jordanians and Syrian refugees that are jointly engaged in all project activities. In order to support GIZ’s WtPE program with a strong accountability mechanism throughout 2020, ACTED proposes to implement the following activities in 8 municipalities across 4 governorates in Karak, Madaba, Irbid (Al Taybeh, West Irbid, Wasatiyyeh, Ramtha, Irbid) and Balqa (Deir Alla):
- Complaints mechanism, comprising a confidential phone line, spot checks, complaints boxes, and in-person walk-in hours, through a mobile helpdesk
- Monthly Dialogue Forums in each municipality, ensuring participation of host community and Syrian refugees and raising awareness on recycling systems and waste disposal. The dialogue platforms serve as a common and inclusive space for exchange among different community groups and are meant to strengthen awareness of resource-efficient waste management and its importance to health and hygiene
- Post-employment referrals, where interested beneficiaries will be referred to other GIZ projects in the target locations as well as to ILO employment centers for further employment counselling and support
The project will target 1,800 beneficiaries through the Complaints Response Mechanism and 32 groups, each comprising 20 members, through the dialogue forums. ACTED will work with 8 municipalities and at least 5 community based organisations (CBOs) across the governorates. This project will require a high degree of coordination and external engagement by the Project Manager in order to be implemented effectively, building good working relationships with all stakeholders.
Objective:
To ensure the overall success of the project, and seeing that outputs are delivered on time, on scope, on budget, within acceptable quality levels, and in line with donor requirements and based on beneficiary needs.
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 the Work Breakdown Structure (WBS) to organize the various project deliverables and the work required to complete them into smaller and more manageable parts (work package);
d) Create the work schedule by sequencing the work packages and related tasks;
e) Prepare the work plan, which brings together the WBS and the schedule, to serve as a comprehensive and detailed model map for the successful implementation of the project;
f) Participate in project kick-off and end of project transition planning meetings, under the guidance of PD, 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 area 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 approved changes and in coordination with the Project Development Unit and the Finance Department;
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 prove completion of activities (beneficiary list, donation certificates, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures;
b) Maintain a beneficiary master database, with the support of the Database department, 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;
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;
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 Complaints and Response Mechanism is communicated to target communities and solve complaints related to the project in coordination with the AMEU.
1.5 Internal Coordination:
a) Organize regular project coordination meetings with the project team;
b) Participate in Bi-Weekly Area Meetings (BAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs), 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 development 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 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 security update;
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, 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 project staff;
e) Ensure that project staff understand and are able to 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 and follow career management;
i) Manage interpersonal conflicts;
j) Ensure capacity building among staff in relevant sectors;
k) Support HR in the management of cash for work (CfW) beneficiaries, in particular the applications for work permits and monthly validation for social security, following GIZ standard operating procedures (SOPs)
3. Logistics:
a) Participate in the procurement planning processes, launch procurements required for the project in a timely manner, and follow procurements closely in collaboration with logistics;
b) Send accurate and precise order forms in a timely manner;
c) 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;
d) Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock;
e) Participate in effective fleet management through timely and reasonable vehicle requests;
f) Ensure that the project team has adequate assets necessary for performing its duties.
4. Finance:
a) Participate in the review of the BFU, and forecast initial and regular costs and cross-check expenditures for projects activities;
b) Forecast monthly cash requirements of the project and submit to Area Finance Office;
c) Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.
5. Quality Control:
a) Participate in AMEU planning processes and actively support the delivery of AMEU activities in line with the project AME framework and AME Manual;
b) Plan and organize internal qualitative assurance checks by the project team;
c) Assess the activities undertaken and ensure efficient use of resources;
d) Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
e) Discuss, plan and deliver appropriate corrective actions, including based on AME findings and recommendations;
f) Collect and apply appropriate lessons learned and best practices to current projects, and ensure these lessons learnt are pro-actively shared with supervisor, the AMEU and other team members to apply them in future project development processes.
6. Grant Management:
a) In close collaboration with the Project Development Unit, manage contractual obligations and ensure the adherence to donor procedures;
b) Report regularly on project activities, challenges and indicators through monthly submissions of the PMF and PM report;
c) Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided;
d) Participate in the project close-out meeting, under the guidance of PD, and follow-up on the project-related action points originating from this meeting
e) Participate in communication activities through the regular collection of pictures and stories related to project activities;
f) Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge;
g) Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication, in coordination with the Project Development Unit.
Qualification and Experience:
• 6 years of relevant experience (at least 3 of which in managerial level), preferably in INGO's
• University Degree in a related field • Familiarity with the aid system, and understanding of donor and government requirements
• Contextual knowledge and understanding of the project areas
• Experience working with local authorities and CBOs
• Excellent report writing skills in English and Arabic
• Excellent team leading / management skills, coordination skills
• Excellent verbal and written communication skills, ability to engage external stakeholders
• Proficient in Microsoft Office, especially Word, Excel and Outlook (MS Exchange)
• Proven ability to coordinate project activities and teams
• Ability to work independently
• Ability to travel to all project areas on a regular basis