Project Development Officer at ACTED

Main duties and responsibilities include: Grant Management

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.

Reporting

c) Participate in and take minutes of kick-off and close out meetings for each project

d) 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;

e) 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;

f) 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;

g) Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.

h) Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams;

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.

Management and Internal Coordination

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.

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 advice on the way forward.

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.

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;

KEY PERFORMANCE INDICATORS

• % success rate of proposals;
• % of proposals submitted in a timely manner;
• % of reports submitted in a timely manner [for final reports by ACTED internal reporting deadline];
• Regular and timely holding of internal coordination meetings and submission of minutes/reports to HQ (WAM, MCM, MAR);
• Number of internal and/or external articles/news/videos, etc. published about ACTED mission during the past 6/12 months.

Requested profile

• Excellent academic qualifications, including a Master’s degree in a relevant discipline;
• At least 2 years of relevant work experience with program development, monitoring, and evaluation, or related field;
• Familiarity with the aid system, and understanding of donor and governmental requirements. Previous experience engaging with donors in a humanitarian crisis is strongly preferred;
• Proven team management experience and skills; ability to build the capacity of the team through training and mentoring;
• Excellent communication and drafting skills for effective reporting;
• Ability to multitask with tight deadlines, on numerous research cycles;
• Proven ability to work independently;
• Ability to operate in a cross-cultural environment requiring flexibility;
• Fluency in English required, competency in Ukrainian or Russian an asset;
• Familiarity with Google Analytics and email marketing is an asset.

To apply

We look forward to receiving your CV (in English) asap by email.

Full time / Повна зайнятість ACTED