Shelter Project Coordinator in ACTED

DUTIES AND RESPONSIBILITIES

1. Project Planning

a) Develop and/or update overall project implementation strategy, systems, approaches, tools, and materials.

b) Organize project kick-off and close-out meetings.

c) Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives. 

d) Contribute technical inputs to Shelter strategy development, project proposals and provide input on needs and gaps. 

e) Promote and share ideas for improvement and necessary changes in the activities. 

2. Project Implementation Follow-up

 a) Manage the implementation of the projects ensuring that technical quality and standards are considered and respected during project(s) implementation in accordance with ACTED technical guidelines and standards. 

b) Organize regular project coordination meetings with project team. 

c) Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan. 

d) Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts. 

e) Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation. 

f) Regular update the work plan, output tracker, PMF and other documents relevant for effective project management 

g) Prepare specifications, create BoQs, designs and assist in preparing tendering documents. 

h) Coordinate, manage resources and implement technical Shelter activities, including constructing and rehabilitating private houses and social institutions. 

i) Ensure participation of a wide range of stakeholders (NGOs, CBOs, local community, etc.) in the process of implementing a system approach directed at disaster risk reduction. 

j) Proactive planning and coordination with logistics and field teams 

k) Ensure that Shelter projects target the most vulnerable and that beneficiaries are selected in line with the Shelter programs targeting criteria, ACTED criteria and donor guidelines. 

l) Participate in Shelter rapid needs assessments in the field. 

m) As a result of the assessments, assist with identification of specific project locations, design and implementation of appropriate Shelter interventions. 

n) Coordinate and supervise implementation work including managing construction contracts. 

o) Monitor and inspect contractors work at vital construction milestones per project schedule. 

3. Administration and Operational Management of Project Implementation 

3.1. Finance 

a) Review the BFU(s) and provide accurate forecasts. 

b) Forecast monthly cash requirements of the project and submit to finance department. 

3.2. Logistics 

a) Contribute to the development of Procurement plans. 

b) Design accurate and precise order forms in a timely manner 

c) Ensure proper management and use of the project assets and stocks. 

3.3. Administration/HR 

a) Manage Shelter staff for Shelter related activities. 

b) Participate in the recruitment of Shelter staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews, etc) 

c) Ensure that project staff understand and are able to perform their roles and responsibilities. 

d) Follow-up the work plans and day-to-day activities of the technical project staff. 

e) Ensure capacity building of project staff and transfer key skills. 

f) Ensure a positive working environment and good team dynamics. 

g) Undertake regular appraisals of staff and follow career management. 

h) Manage interpersonal conflicts.

3.4. Transparency 

a) Ensure project records and documents (FLAT files, donation contracts, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures. 

b) Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures. 

3.5. Security 

a) Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly. 

b) In cooperation with the relevant Security Officer, monitor the local security situation. 

4. External Relations 

a) Participate in the development of a Shelter information strategy aimed at involving local communities. 

b) 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. 

c) 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. 

d) Where relevant, liaise with donors and work closely with partners on project updates. 

e) Collaborate with local authorities and governments to rehabilitate private houses and social institutions. 

5. Quality Control 

a) Assess the technical activities undertaken and ensure efficient use of resources. 

b) Ensure lessons learned are documented, shared and reflected in project planning and decision making. 

c) Jointly with advise on, and assist with, project reviews conducted by AMEU. 

d) Ensure quality control, analysis of added value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new projects development. 

e) Identify and analyze gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to Deputy CD – operation. 

6. Reporting 

a) Prepare project technical reports, contribute to project proposals and periodic reports. 

b) Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up. 

c) Provide regular and timely updates on progress and challenges to supervisors and other team members. 

d) Contribute to drafting of (internal and external) project progress reports, ensuring the quality and accuracy of technical information provided.

KEY PERFORMANCE INDICATORS

a) Project completed on time without the need for an NCE.

b) Project completed within budget flexibility (not requiring a budget amendment for

project lines)

c) % of contractual performance indicators achieved

d) Project records and documents (donation certificates, attendance sheets, payment

sheets) available for all project activities

e) Positive monitoring and evaluation reports (internal and external)

f) Number of complaints received related to the project.

g) % ineligible expenses on project budget lines

h) % retention rate of project staff throughout project lifetime

Required experience and skills

a) 5 years of experience in Shelter, knowledge of the structure of local authorities and governments

b) At least 3 years of experience in the humanitarian and/or development sector.

c) Good knowledge of local government systems.

d) Experience in developing strategies/ plans, community engagement, outreach with local authorities.

e) Working level of English, fluent in Russian and Ukrainian.

f) Computer skills, ability to use Microsoft Office software (MS Word, Excel, PowerPoint, etc.)

g) Ability to work independently and in a team, actively offer your own ideas.

h) Stress-resilience and multitasking skills

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