Deputy Project Manager (Accommodation/Transportation)

The Deputy Project Manager, under operational guidance of the Country program coordinator, is responsible for ensuring the overall success of Acted’s SMS (Accommodation/Transportation) project funded by UNHCR within the time and resources allocated. The Deputy Project Manager oversees field operations and ensures effective and timely completion of activities, delivery of quality outputs and achievement of outcomes with maximum impact for beneficiaries. The Deputy Project Manager supervises the project staff in day-to-day management of all aspects of the SMS (Accommodation/Transportation) project and liaises with relevant internal departments and external partners and project stakeholders.

OBJECTIVE
To ensure the overall success of the project, and seeing that deliverables arrive on time, on scope, on budget, within acceptable quality levels, and in line with donor requirements and based on beneficiary needs.

CHAIN OF COMMAND

Under the authority of:

• Country Program Coordinator

Line Management:

• SMS team (Senior officer)
• Transportation team (Senior Officer)

Salary: 25 700 lei
Experience: From 1 year
Schedule: Full time
Education: Higher
City: Chisinau

REQUIREMENTS:

• Management experience in NGO from 1 year;
• Experience with budget management;
• Proven capabilities in leadership and team management;
• Excellent English language.
• Excellent computer knowledge.
• High school graduation.
• Languages to speak: Russian, Ukrainian (preferably), Romanian (preferably);
• Ability to work well under pressure;
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms.

RESPONSABILITIES:
Programming

• 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;
• 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 in accordance with Acted guidlines
• 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;
• 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;
• 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;
• 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;
• Participate in Weekly Area Meetings (WAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs), and provide updates about implementation progress, challenges, risks, changes in context.

External Coordination and Stakeholder Engagement

• 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;
• Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others;
• Share externally learning and innovation with communities and other stakeholders

Partner Management

• 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.
• 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.

Security

• 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 the Security focal point in preparing the monthly update of SEC-02GZ;
• Ensure project stakeholders have a good image of Acted thus increasing the acceptance of Acted’s presence and activities in the project implementation area;

Human Resource

• Define the structure of the project team and develop project organizational chart within the limitations of the budget; 
• Develop and/or adjust ToRs outlining staff roles and responsibilities in line with Acted standards; 
• Submit recruitment plan for the project to HR Department;
• Ensure that project staff understand and are able to perform their roles and responsibilities;
• 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;
• Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock;
• 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 CPC;
• 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;
• Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
• Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge

Grant Management 

• In close collaboration with the Project Development 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

Other

• Offer technical support and inputs to other projects in similar sectors (e.g. BOQ design).

TOP REASONS WHY OUR EMPLOYEES CHOOSE TO WORK WITH US?

• Official employment;
• Competitive salary depending on knowledge and experience;
• Unique experience in an international organization;
• Our employees can benefit from Acted Academy trainings (Ex: Excel basics, Excel medium, Excel expert, Outlook, Mental Health, etc.)
• Special benefits package for employees;
• Opportunities for growth and development;
• We have a small library where everyone can borrow or bring books.

The selection procedure consists of the following steps:

• Collection of submitted CVs during the period until the deadline specified in the announcement (all CVs sent in accordance with the requirements are considered).
• CV-analyzing the resumes based on the vacancy requirements.
• Formation of a list of potential candidates, based on the score after CV-analysis.
• Pre-interview by phone (just to clarify some details).
• Invitation of candidates with a sufficiently high score after CV-analysis for a test.
• Notification of the test results (within 1 week) and if the test is passed successfully invitation for an interview.
• After the interview, sending a decision on the candidate (positive or negative), takes  within 1 week.

How to apply?
Mandatory to send your application to mda.hr@acted.org, ensure to include your English CV in PDF format, max 4 pages and recommendation letter. Also, share with us name and contact details of your line manager and HR manager during last job.

Before applying, note this is a full time position!
Ensure that you have read the requirements for the position and you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager. 

Acted - reserves the right to cancel or stop the selection process at any time.
*All of the information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. It will be held securely by us whether the information is in electronic or physical format. 

Deadline 14.04.2024