Project Manager (Oasis Blooms)

Background:

Blooms” is a one-year project, funded by the UN Women, collaboratively designed through a participatory process involving the lead applicant, Acted, and its partner SIGI. this intervention aims at ensuring that Syrian women refugees are better served by humanitarian action and resilience-building initiatives in Jordan through the running of the existing Oasis centers in Za’atari and Azraq camps (three in Za’atari and one in Azraq). Acted and SIGI will build on their expertise in supporting women’s wellbeing and access to livelihood to offer a comprehensive and holistic intervention that will build the resilience of Syrian women refugees who live in Azraq and Za’atari camps. Outputs:1: Women in refugee camps benefit from livelihood and economic opportunities, which include skills development2: Women in refugee camps have access to protection mechanisms, including those that prevent and address GBV.

Job Purpose:

The Project Manager (PM) will operate under the operation of the Livelihood Projects Coordinator (PC). He/she will contribute to the development and ensure the implementation of the project “Oasis Blooms: aims at ensuring that Syrian women refugees are better served by humanitarian action and resilience-building initiatives in Jordan through the running of the existing Oasis centers in Za’atari and Azraq camps (three in Za’atari and one in Azraq) .

Duties and Responsibilities:

1.      Programming

1.1  Project Planning

a)      Develop overall project implementation strategy (incl. the transition/phase-out strategy if needed), systems, approaches, tools, and materials.

b)     Identify and plan technical skills and requirements to implement the project as per relevant standards.

a)      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).

b)     Create the work schedule by sequencing the work packages and related tasks.

c)      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.

Organize, plan and lead project kick-off and end-of-project transition planning meetings and follow up on the project-related action points originating from these meetings.

1.1  Project Implementation Follow-up

a)      Control the work plan, monitor the implementation status of the project, and update the project progress daily.

b)     Document implementation progress and challenges by regularly updating acted 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” to ensure projects are safe for communities.

e)     Anticipate and mitigate risks and issues and troubleshoot any unforeseen challenges during the project implementation.

f)       Coordinate and manage changes in project implementation, in particular identifying change needs to occur, reviewing proposed changes, 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.

1.2  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 containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted to 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.

1.1  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.

1.2  Internal Coordination

a)   Organize regular project coordination meetings with the project team.

b)   Participate in bi-weekly Area Meetings (JAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs), and provide updates about implementation progress, challenges, risks, and changes in context.

C)   Participate in project’s consortium meetings.  

1.1  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.

1.2  Partner Management

a)   Support the consortium coordinator in clarifying 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.

1.3  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, negotiate access with local stakeholders.

2.      Human Resource

a)      Define the structure of the project team and develop a 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 the 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 on the project staff's work plans and day-to-day activities.

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.

1.      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 the reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenarios.

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.

2.      Finance

a)      Review of the BFU, forecast initial and regular costs and cross-check expenditures for project activities.

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

c)      Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.                

3.      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 quality 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 and regularly monitor project activities' progress.

e)     Discuss, plan, and deliver appropriate corrective actions based on AME findings and recommendations.

f)       Collect and apply appropriate lessons learned and best practices to current projects, and ensure these lessons learned are proactively shared with the supervisor, the MEAL, and other team members to apply them in future project development processes.

1.      Grant Management

a)      In close collaboration with the Project Development Unit, manage contractual obligations and ensure 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)     Organize, plan, and lead the project close-out meeting 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.