Job Description and Person Specification

Transcription

1 Job Title: Project Manager - REALISE Department Programme Job Family: Program Operations and Coordination Reports to: Head of Programme Grade: Grade B Location: Direct Reports: Role Overview: Role Dimensions Country Office with extensive travels to the fields as per project requirement Head of Programmes Job Role To ensure the effective implementation and management of ActionAid s project titled Resilient Agriculture and Livelihoods Initiative for Socio-economic Empowerment (REALISE) being implemented across 97 selected villages in Balkh, Bamyan and Jawzjan Provinces of Afghanistan contributing to the attainment of Strategic Objective 2 of ActionAid Afghanistan s Country Strategy Paper. Ensure greater liaison with ActionAid Australia (external), and coordinate very closely with AARCS implementing partners; effectively manage local implementing partners (internal) ; coordinate with concerned government ministries and ensure DFAT / donor requirement compliance. This role helps strengthen resilience of the selected most vulnerable communities in improving food and nutritional security, building economic assets and promoting greater women participation at decision making levels. It will thus contribute to organisation s overall performance. Accountabilities Key Accountabilities / Responsibilities: Organisational and Corporate Development/ Representation Strategy Development and Implementation Key Activities Shall act as an invitee member of Core Management Team (CMT), participate in CMT meeting as and when needed to share and brief about project progress, challenges and plans to the CMT and ensure that reports and information on REALISE are brought to the attention of CMT members Maintain an effective working relationship with all other CMT members and other relevant programme intervention teams to ensure that there is effective coordination of all activities in support of organisation objectives Represent ActionAid Afghanistan to provide inputs to ActionAid Australia as and when required, including participation on task forces, training courses and conferences and Contribute towards the development and implementation of a coherent international resilience agenda across AAI Represent ActionAid Afghanistan to attend meetings and networking to gather, share and learn from other partners and donors Develop detailed project implementation and management plans aligned to corresponding strategic objective of Country Strategy Paper and AAI global strategy Ensure that the project plans are strictly in line with project goal, objectives and 1

2 expected results within the broader resilience framework of AAA and AAI Implement the project plans in accordance with the Country Strategy Paper. Project Management Overall coordination, management and delivery result of REALISE within DFAT requirements and as per the approved design, implementation plan and budget. Ensure that the project meets the contractual obligations to DFAT, the Afghanistan government, AAI and other stakeholders as required. Work with the Project Coordinator and AAAf's Provincial Managers and Senior Management Team to ensure high quality programming. Ensure accurate and timely narrative and financial reporting in line with organizational and DFAT requirements. Ensure accurate plans and budgets are prepared and systematically used to monitor, review and evaluate progress. Manage performance of the Project Coordinator and M&E Officer and indirectly that of the Project Officers, providing the coaching and mentoring support needed to improve their performance. Document and advocate on policy demands related to right to food and sustainable livelihoods, drawing on the voices of people living in poverty at the rural level. Contribute to the achievement of the County Strategic Plan through the implementation of the REALISE project. Advance a Rights Based Approach, with high levels of transparency and accountability to both donors and communities. People Management Ensure an enabling environment for staff performance, recognition and reward of REALISE team to encourage staff productivity, innovation and performance (e.g. facilities, equipment, duty facilitation, team building etc.) Directs and controls the staff of the project to ensure that they are appropriately motivated and trained to carry out their responsibilities to the required standards Involves in recruitment of staff under supervision Provides induction, training, coaching, mentoring and advice to supervised staff to ensure that they understand and carry out their responsibilities effectively Assigns performance objectives and conducts comprehensive performance appraisal of supervised staff and provides / obtains feedback when necessary to supervised staff Works with HR Function to identify training needs and development opportunities for supervised staff Provides training to all staff in ActionAid Afghanistan in project related policy, techniques System, Policies and Procedures Management Develop, update and maintain an up-to date project implementation plans, database, and tools and techniques aligning and complying with the project/donor requirements and partnership framework. Participate in the review and update of ActionAid Afghanistan policies and procedures at country level and advises the CMT on the potential implications of the new system, policies and procedures Implement all necessary policies and procedures to ensure that correct procedures are followed by managers and staff Adhere/ Comply with approved organisational policies and procedures 2

3 Budgeting and Planning Contribute to the development, review and consolidation of project program plans and budgets; and do annual budget planning, periodic revisions in consultation with donor and implementing partners. Develop, monitor, and update the annual budget of the project to ensure the sound management budget and that project has all the resources required to meet its objectives within agreed financial parameters Work plan Develop, monitor, review and update project s work plan to ensure that the project attains its objectives as cost-effectively and efficiently as possible Financial management Control the expenditure and the disbursement of resources of the budget in charge to be complied with financial policy Monitoring, evaluation and reporting Issue Resolutions, Crisis/Risk Management Keep up to date project database to provide regular reports and analysis to the Country Director and CMT to facilitate continuous improvement of the project performance Monitor and report on donor fund flow, utilization and reporting to ensure that monthly track trends in strictly followed and in place. Maintain an awareness of any possible crisis or risk to the organisation funding and donor relations and develop plans that will provide for such contingencies Typical People Management Responsibility Approximate number of people managed in total Maximum 3 Matrix Manager (projects/dotted line) Team Leader IPD staff of the respective country groups/ cluster Grandfather- manager of Team Leaders/Managers What is the global remit? Operates in: Own country Geographic Region Multiple Geographic Regions Remit covers all ActionAid countries Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Key Relationships to reach solutions Internal (to ActionAid or team) CMT members, all AA Country Program staff, relevant ActionAid International resilience Communities. External Donors, Media, Public donors 3

4 Person Specification Education & Certifications MA degree in Development studies or Social sciences from a recognized institution Bachelor degree in Agriculture. Essential Experience At least 5 years relevant experience, of which three years must be in a senior donor funded project management position from a reputable organization, preferably an NGO. Proven track records/ successful project management experience with annual accomplishment of (similar budget size of country) Experience in effective social mobilisation, multiple partnerships and resilience livelihoods Essential Knowledge Familiar with resilient agriculture and livelihoods works and existing agricultural issues in the country Value addition and marketing focusing on livelihood development of poor households. Thorough understanding of development partners, donor institutions, government agencies and the not-for-profit sector in the country Good Knowledge of international donor and agencies Deep understanding of reporting requirements of major Bi-lateral Aid Agencies Essential Skills Leadership and project management Strategic thinking Project report writing Excellent presentation, communications, and negotiation Networking, influencing and interpersonal Planning, organisation, time management, and coordination Fluency in written and spoken English and native / local national language will be an advantage Proficiency in MS Office Ability Work on own initiative with minimum supervision and to stay on task. Work under pressure and tight deadlines Travel frequently Personalities A self starter who is creative, friendly, diplomatic, dynamic, and mature Organisational Structure ( to be inserted) Functional Competency Profile Competency Donor Intelligence and Donor Research Definition Ability to track trends and characteristics (their motives, benefits, practices, policies, giving potential) of a donor, sources of financial support, and 4

5 prospect as well as report on them using a variety of techniques for gathering, segmenting, analyzing (donor surveys, prospect screening and rating, donor giving patterns etc.) current and prospective donors Project development and implementation Donor relationship building and management Donor Reporting Contract Management Ability to design a comprehensive project management strategy, plans and budgets, design training programs, supporting fund raising team in preparing proposals, and report on overall project performance Ability to use a variety of techniques to cultivate new and maintain existing donor relationships. Using different methods to optimize relationships. Ability to create a comprehensive donor communications plan and communicate with donors/ sponsors. Demonstrating proficiency with use of multiple donor reporting formats, familiarity with various legal and ethical practices relating to donor reporting. Ability to develop and implement robust mechanisms for donor reporting (both programmatic and financial) and strict adherence to reporting standards Able to ensure relationships with donors are managed effectively, follow up the fulfilment of donor agreements/ obligations of the CP, monitor donor contracts against set performance indicators, solicit approvals for any variations in accordance with organisational and donor contractual requirements; investigate and resolve disputes / and maintain accurate records as well as provide an audit trail and for other organisational purposes This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to AAI's and the CP s mission and comply to its values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility Prepared by: Signature Date: Head of HROD Reviewed by: Signature Date: Country Director 5