ACTED France (HQ)

Le siège d’ACTED s’est installé à Paris en 2000 dans le but de coordonner les interventions de l’organisation à l’échelle mondiale. Aujourd’hui le siège est composé de 80 personnes dans les départements RH, Finance, Programmes, Audit, Sécurité, Logistique & Systèmes et Communication. Ces départements apportent leur soutien aux 37 Directions Pays comprenant environ 450 expatriés et plus de 6000 salariés nationaux. Le siège fait aussi office de point de convergence pour la Direction d’ACTED, à savoir la Directrice Générale, le Directeur du Développement et les quinze membres du Conseil d’Administration.

Rôle et responsabilités principales

• Programming
• Project Planning

• Develop overall project implementation strategy (incl. the transition/phase out strategy), systems, approaches, tools, and materials;
• Identify and plan technical skills and requirements to implement the project as per relevant standards;
• 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);
• Create the work schedule by sequencing the work packages and related tasks;
• 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.

• Project Implementation Follow-up

• Control the work plan, monitor the implementation status of the project and update the project progress on a daily basis;
• Document implementation progress and challenges by regularly updating the Project Management Framework (PMF) and sharing it with country coordination;
• Ensure that relevant technical quality and standards are considered and respected during project implementation;
• Operate following the “do no harm principles” in order to ensure projects are safe for communities;
• Anticipate and mitigate risks and issues, and trouble-shoot any unforeseen challenges during the project implementation;
• Coordinate and manage changes in project implementation, in particular identifying change needs to occur, reviewing proposed changed, 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 Grant Management Unit and the Finance Department;
• Provide regular and timely updates on progress and challenges to supervisors and other team members.

• Documenting and Compliance

• Ensure project records and documents, in particular documents that proof completion of activities (beneficiary list, donation certificates, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures;
• Maintain a beneficiary master database 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;
• Ensure staff awareness of, and respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.

• Beneficiary Engagement and Accountability

• 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;
• Oversee the appropriate, achievable and acceptable selection of project beneficiaries;
• Develop a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;
• Ensure project stakeholders are empowered to participate throughout the project cycle;
• 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.

• Internal Coordination

• Organize regular project coordination meetings with the project team;

• External Coordination and Stakeholder Engagement

• 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 GMU) and implementation;
• Coordinate and collaborate with others by cultivating good relations with key actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings;
• Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others;
• Refer unmet needs to other relevant actors;
• Share externally learning and innovation with communities and other stakeholders.

• Partner Management and Consortium Coordination

• Clarify 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.
• Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements;
• Refer partners to relevant ACTED staff to support and/or train them in FLATS procedures where relevant;
• 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.
• Lead the participation and engagement of ACTED within the consortium, ensuring effective coordination and follow-up with consortium partners

• Human Resource

• Follow-up the work plans and day-to-day activities of the project staff;
• Ensure a positive working environment and good team dynamics;
• Manage interpersonal conflicts;
• Ensure capacity building among staff in relevant sectors.

• Logistics

• Participate in the procurement planning processes, launch procurements required for the project in a timely manner, and follow procurements closely in collaboration with logistics;
• Send accurate and precise order forms in a timely manner;
• Check the quality of the required goods/supplies at the contracting stage as well as at reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenario;
• Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock;
• Participate in effective fleet management through timely and reasonable vehicle requests;
• Ensure that the project team has adequate assets necessary for performing its duties.

• Finance

• Participate in the review of the BFU, and forecast initial and regular costs and cross-check expenditures for projects activities;
• Forecast monthly cash requirements of the project and submit to Finance focal point;
• Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.

• Quality Control

• Participate in AMEU planning processes and actively support the delivery of AMEU activities in line with the project AME framework and AME Manual;
• Plan and organize internal qualitative assurance checks by the project team;
• Assess the activities undertaken and ensure efficient use of resources;
• Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
• Discuss, plan and deliver appropriate corrective actions, including based on AME findings and recommendations;
• Collect and apply appropriate lessons learnt 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.

• Grant Management

• In close collaboration with the Grant Management Unit, manage contractual obligations and ensure the adherence to donor procedures;
• 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;
• Organize, plan and lead the project close-out meeting 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;
• Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge;
• 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.

• Other

• Offer technical support and inputs to other projects in similar sectors (e.g. BOQ design);
• Any other tasks as assigned by the Line Manager.