“Restore-Edu” Deputy Project Manager

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

Main Duties and Responsibilities:

• Project Planning

1. Jointly with the Project Manager organize project kick-off and close-out meetings) Jointly with the Project Manager.
2. Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives.
3. Promote and share ideas for improvement and necessary changes in the activities.

• Project Implementation 

1. Support the Project Manager in general project oversight and implementation, ensuring that technical quality and standards are considered and respected during project(s) implementation in accordance with ACTED technical guidelines and standards.
2. Organize regular project coordination meetings with project team.
3. Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan.
4. Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts.
5. Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation.
6. Jointly with the Project Manager regular update the work plan, output tracker, PMF and other documents relevant for effective project management Prepare specifications, create BoQs, designs and assist in preparing tendering documents.
7. Ensure participation of a wide range of stakeholders (NGOs, CBOs, local community, etc.).
8. proactive planning and coordination with logistics and field teams.
9. Participate in assessments in the field.
10. Coordinate and supervise implementation work including managing construction contracts.
11. Monitor and inspect contractors work at vital construction milestones per project schedule.

 Administration and Operational Management  

Finance

1. Jointly with Project Manager review the BFU(s) and provide accurate forecasts.
2. Jointly with Project Manager forecast monthly cash requirements of the project and submit to finance department.

Logistics

1. Jointly with Project Manager contribute to the update of Procurement plans.
2. Design accurate and precise order forms in a timely manner.
3. Confirm quality of material selection if and when applicable. 
4. Ensure proper management and use of the project assets and stocks.
5. Plan team movements based on available fleet and applicable policies.

Administration/HR

1. Manage project staff for in cooperation with Project Manager.
2. Participate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews, etc).
3. Ensure that technical project staff understand and are able to perform their roles and responsibilities.
4. Follow-up the work plans and day-to-day activities of the technical project staff.
5. Ensure capacity building of project staff and transfer key skills.
6. Ensure a positive working environment and good team dynamics.
7. Undertake regular appraisals of staff and follow career management.
8. Manage interpersonal conflicts.

Transparency 

1. Ensure project records and documents (FLAT files, donation contracts, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures.
2. Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures.

 Security 

1. Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly.
2. In cooperation with the relevant Security Officer, monitor the local security situation.

 External Relations 

1. Jointly with Project Manager facilitate communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners, and stakeholders in all stages of project design and implementation.
2. Jointly with Project Manager 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.

6. Quality Control

1. Assess the technical activities undertaken and ensure efficient use of resources.
2. Ensure lessons learned are documented, shared, and reflected in project planning and decision making.
3. Jointly with advice on, and assist with, project reviews conducted by MEAL.
4. 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.
5. Identify and analyse gaps, ACTED’s added value, synergies, and opportunities in the areas the project(s) is / are implemented and pass relevant information to Project Manager.

 7. Reporting 

1. Prepare project technical reports and assist Project Manager in and periodic reports.
2. Jointly with Project Manager draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.
3. Regular update of the internal information management tools (trackers, etc.), ensure that data collected are timely recorded and are of good quality.
4. Provide regular and timely updates on progress and challenges to supervisors and other team members. 
5. Contribute to drafting of (internal and external) project progress reports, ensuring the quality and accuracy of technical information provided.

KEY PERFORMANCE INDICATORS

1. Project completed on time without the need for an NCE.
2. Project completed within budget flexibility (not requiring a budget amendment for project lines)
3. % of contractual performance indicators achieved
4. Project records and documents (donation certificates, attendance sheets, payment sheets) available for all project activities
5. Positive monitoring and evaluation reports (internal and external)
6. A number of complaints were received related to the project.
7. % ineligible expenses on project budget lines
8. % retention rate of project staff throughout the project's lifetime

 Required experience and skills

1. University Degree in management or relevant disciplines.
2. At least 2 years experience in project management, preferably in the humanitarian and/or development sectors, in an INGO/NGO setting.
3. Knowledge of the Ukrainian humanitarian context, and preferably experience working in the Chernihiv oblast
4. Understanding of humanitarian principles, Code of Conduct 
5. Knowledge of the structure of local authorities and government system in Ukraine
6. Fluency in English, Russian and Ukrainian.
7. Computer skills, ability to use Microsoft Office software (Microsoft Project Plan, MS Word, Excel, PowerPoint, etc.)
8. Ability to work independently and in a team, actively offer your own ideas.
9. Stress-resilience and multitasking skills 

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд зарплат;
• 28 календарних днів відпустки на рік;
• Дружня мультикультурна команда;
• Комфортний офіс у центральній частині міста;
• Кар'єрний ріст;
• Медичне страхування після випробувального терміну (3 місяці).

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”