WASH and Infrastructure Project Coordinator

OBJECTIVE

objectives:

1.    Oversee contractual management in accordance with Donor and ACTED’s guidelines and procedures to ensure compliance and backstopping with support from ACTED’s Headquarters and in-country FLATS team (Finance, Logistics, Administration, Transparency and Security),

2.    Oversee partnership management following a three-tiered approach: Strategic Coordination, Operations Management and Day-to-Day Implementation for decision making technical inputs and communication pathways,

3.    Maintain communication channels with governments and communities and report accordingly to donor,

4.    Oversee program team deliverables (namely: Senior wastewater treatment technical advisor, Structural Engineer, Mechatronics Engineer & Agriculture Engineer),

5.    Lead the contractual management of the WWTP “design & supervision” consultant and ESIA consultant.

6.    Lead the contractual management of the WWTP construction works contractor,

7.    With the support of the project team, lead the Oversee and provide technical inputs for the development of feasibility assessments,

8.    Lead reporting mechanism together with Reporting (PD) departments and partners/contractors including inception reports, annual reports, design review reports, ESIA Reports, Soil Survey Reports, Detailed design reports, Tender Documentation, and final evaluation report.

9.    With the support of the project team, Oversee and provide technical inputs for the development of a sustainable WWTP management plan,

10. Oversee the provision of operational capacity support to WWTP operator and management team, as well as governmental actors (good governance through capacity building),

11. With the support of the Agriculture Engineer, Lead technical trainings and on-the-job coaching among farmers communities to use reclaimed water within agricultural practices along with ACTED agricultural specialists,

12. Oversee behavioural change impact of the project regarding use of treated waste waster for agricultural purposes.

13. Oversee policy dialogues together with selected consultant including development and mainstreaming of policy briefs.

14. Manage & follow up of the Technical & Steering Committees , Document and disseminate a project approach and methodologies that facilitate replication.

Overall, the Project coordinator should:

1.     Ensure smooth implementation of all project activities as per project workplan, reaching outputs and maximizing outcomes for       beneficiaries.

2.     Anticipate and mitigate risks in implementation and ensure project activities are run in a cost- efficient manner, in compliance with ACTED’s and donors’ procedures and legal requirements.

3.     Contribute to sectorial strategy in the country (WASH) when needed.

4.     Represent ACTED, when necessary, in area or national WGs as well as technical working groups as well as lead bilateral programmatic discussions.

5.     Provide guidance and mentoring to support departments, notably with the design and follow up of tracking tools, in order to deliver high quality results of WASH programming.

DUTIES AND RESPONSIBILITIES

1. Programme Management

1.     WASH Infrastructure Implementation Follow-up:

a.     Ensure Projects Design and technical Implementation Follow-up

1) Oversee the design implementation of project ensuring that technical requirements and quality standards are considered and respected.

2) Ensure that the consultants’ contractual obligations are met in terms of project deliverables.

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

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

b.    Ensure Projects Planning

1) Directly manage and oversee the work of Project managers and engineers,

2) Ensure timely organization of project kick-off and close-out meetings,

3) Ensure that the project have an implementation strategy and work plan (i.e. support in drafting the Work Breakdown Structure (WBS) to organize the various project deliverables and the work required to complete them into smaller and more manageable parts,

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

c.     Ensure Projects Implementation Follow-up

1) Oversee the implementation of projects ensuring that technical requirements and quality standards are considered and respected during project implementation.

2) Anticipate and mitigate risks (internal and external) and implementation delays and provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points.

3) Monitor output achievement, cash burn rates and ensure a timely completion of projects through review of PMFs, BFUs and project reports.

4) Ensure that contractual obligations are met in terms of project deliverables.

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

6) Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;

7) Discuss, plan and deliver appropriate corrective actions, including based on AME findings and recommendations;

d.    Ensure Project Quality Control

1)   Ensure the application of a practical field-based M&E system/plan for each project.

2)   Conduct frequent field visits to project sites to assess activities and ensure efficient use  of resources for all projects,

3)   Advise on and assist with project reviews conducted by AMEU.

4)   Together with the AMEU team, ensure capitalization of best practices and lessons learnt for projects in the area of operations.

5)    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;

6)    Oversee the appropriate, achievable and acceptable selection of project beneficiaries;

7)    Develop a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;

8)    Ensure project stakeholders/beneficiaries are empowered to participate throughout the project cycle;

9)    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.

10) Ensure the preparation and writing of donor reports for ongoing projects (log frame, narrative, budget).

11) 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.

e.    Implementing Partners and external stakeholders

1)    Regularly review partnerships with implementing partners and sub-contractors and ensure that any issues or disputes are resolved in a timely manner,

2)    Ensure output delivery and quality results for IP/Sub-contractor deliverables,

3)    Set and maintain appropriate communication channels,

4)    Provide support to partners and direct contractors or sub-contractors in project implementation and ensure timely and qualitative implementation of projects by partners/contractors in line with ACTED and donor requirements,

5)    Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration.

f.     External Relations

1)   Establish, maintain, and improve active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities.

2)   Strengthen partnerships and enhance monitoring mechanisms to ensure sustainability.

3)   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 implementation.

4)   Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner.

1. Administrative and Operational Management of Project Implementation
2. Finance

•      Review the allocated project BFU(s) to avoid under/over spending.

•      Ensure accurate budget forecasting and expense planning.

•      Support in the making and development of tracking tools, improving in time delivery of implementation modalities.

•      Review financial needs for allocated projects,

b.    Logistics

•      Contribute to the development of project procurement plans

•      Contribute to quality checks and procurement committees to finalize suppliers’ selection according to applicable scenario.

•      Ensure timely procurement and adherence to rules of origin and nationality.

c.     Administration/HR

•      Participate in the transparent and timely recruitment of project staff (developing organigrams, ToRs, elaborating recruitment tests).

•      Proactively support Project Managers and Area Coordinators to adapt the project     staffing structure to needs and funding.

•      Ensure regular performance appraisal and career management of project teams.

•      Ensure a positive working environment and good team dynamics.

•      Manage interpersonal conflicts.

•      Ensure capacity building among project staff.

•      Support HR and Project Manager/Officer 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). Support technically, capital, and ensure process harmonization when necessary.

d.    Transparency/Compliance

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

•      Support in the roll-out of ACTED new manuals.

•      Support the transition to cloud filling and backup system.

•      Ensure staff awareness and respect of ACTED’s code of conduct and FLATS procedures.

e.     Security

•      Together with the Security focal points, assess risks in the areas of project implementation and develop context specific MOSS and SOPs,

•      Ensure that project teams are aware of security threats and follow ACTED security policies, MOSS and SOPs accordingly,

f.      Grant Management

•      In close collaboration with the Project Development Unit, manage contractual obligations and ensure the adherence to donor procedures;

•      Ensure project documentation is filed according to Acted and Donor rules and all relevant documents are scanned and uploaded to Archive 2.0;

·       Report regularly on project activities, challenges and indicators through monthly submissions of the PMF and PM report;

·       Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided;

·       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

·       Participate in communication activities through the regular collection of pictures and stories related to project activities;

·       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.

g.    Implementing Partners (FLAT monitoring),

•       Support the FLATS team, Area Coordinators and Project Managers to ensure adherence to ACTED’s policies and procedure, arranging training and induction as required

•       Ensure that all budgetary issues between ACTED and partners are addressed and that mutually beneficial solutions are agreed upon in a timely manner.

•       In collaboration with the FLATS team, review due diligence of partners or conduct new due diligence and develop appropriate time bound organizational development workplans.

•       Oversee the development of capacity building framework and action plans with full participation of partners.

•       Ensure partners provide all project documents required by ACTED and its donors in a timely manner and according to ACTED standards.