Project Development Volunteer

About ACTED: Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. For the past 30 years, international NGO Acted has been going the last mile to save lives. Currently, Acted supports 20 million people across 43 countries to meet their needs in hard-to-reach areas - and pursues a triple mandate as a humanitarian, environmental and development aid actor. Acted relies on an in-depth knowledge of local territories and contexts to develop and implement relevant long-term actions, with a wide range of local and international partners, building together a “3ZERO" world: Zero Exclusion, Zero Carbon, Zero Poverty.

Context of the position and key challenges:

Acted Jordan provides humanitarian and development assistance to refugees living in camps, as well as refugees and vulnerable Jordanians in host communities. Operational in Jordan since 2008, Acted focus has been on responding to the Syrian crisis and the influx of refugees entering the country. As one of the largest humanitarian actors, Acted plays an integral role in the areas of food security, livelihoods, water, 

hygiene and sanitation and protection. To mitigate the increased pressure on Jordanian public institutions, Acted also works to rehabilitate infrastructure, provide social support and engage with civil society and governmental actors. 

Key roles and responsibilities :

The Project Development Volunteer (PDV) ensures proper grant management by developing qualitative project progress reports in compliance with donors’ rules. The PDV facilitates smooth internal communication and coordination with relevant departments and contributes to Acted external communication strategy. The PDV contributes to fundraising efforts by participating in the development of project proposals in line with Acted’s global and in-country programme strategy.

1.    Grant Management

1.1 Contract follow-up

• Communicate contractual obligations in particular with regards to reporting deadlines to Programme, MEAL Unit and FLATS (Finance Logistics Administration Transparency Security) team;
• 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.

1.2. Reporting

• Participate in and take minutes of kick-off and close out meetings for each project;
• 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 in flow;
• Work in close coordination with MEALU to incorporate MEAL data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from MEALU.

1.3 Partner Follow-up

-       Ensure partners report to Acted in a timely and qualitative manner as per the requirements of the grant agreement.

2. Internal Coordination

2.1. Internal Coordination and Communication:

• 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;
• Send meeting minutes in a timely manner to HQ;
• Inform Acted HQ GMU and finance of latest developments, opportunities, and challenges so that GMU can best advice on the way forward.

2.2. Filing:

• File properly contractual project documents both in hard and soft copies;
• Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.

. External Communication

-       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.

4. Fundraising:

4.1 External relations

• Update regularly a directory of donors, international and local NGOs, other partners and stakeholders;
• Contribute when required to the reporting to national and local authorities as required by Acted registration/legal status in country;

In the absence of Technical Coordinators, participate in key clusters and/or working group meetings;

1. Contribution to proposal development

• Contribute when required to the development of fundraising documents (Expression of Interests/concept notes/proposals) in line with Acted country strategy and donor requirements and in close collaboration with Acted HQ GMU (Grant Management Unit) and finance;
• Liaise with Area Coordinators, Project Managers and Technical Coordinators to ensure incorporation of learnings from previous interventions (e.g. lessons learnt and best practices) into new proposals.

1. Contracting

• Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and Acted HQ GMU and finance.