ABOUT ACTED PAKISTAN:

ACTED is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to principles of non-discrimination and transparency. Acted has been present in Pakistan since 1993 and currently supports communities in Sindh, Khyber Pakhtunkhwa, the Federally Administered Tribal Areas and Azad Jammu Kashmir. Acted Pakistan programmes range from short-term emergency responses to recovery and rehabilitation, as well as longer-term development initiatives. Acted strategy is to target vulnerable communities affected by natural and conflict-related disasters as well as lack of socio-economic development.

ABOUT PROJECT DEVELOPMENT (PD) DEPARTMENT:

The Project Development Department supports the successful operations in Acted Pakistan through three core roles:

Coordination – developing and maintaining timely, accurate and effective mechanisms internal and external liaison, reporting and follow up including advocacy;

Communication – leading the creation, collation and publishing of articles, posters, leaflets and other materials for external communications in line with donor and HQ requirements;

Project development and management – organizing proposal development and submission, internal

Project coordination and donor reporting as per contractual requirements.

Hierarchical Link:

Under the direct supervision of Project Development Manager.

Assignment:

The Project Development Officer works under the direct supervision of the Project Development Manager and is responsible for supporting the Project Development Manager as well as Officers as requested in all Project Development matters for the Islamabad office and areas according to Acted guidelines.

Key Responsibilities:

• The Project Development Officer oversees contributing to the following activities:
• Project Cycle Management and Reporting
• Facilitate the development and implementation of the project cycle management (Kick off meeting, Closure Meetings, etc.) and ensure institutional knowledge retention.
• Liaise regularly with the PMU, technical experts and other FLATS departments at coordination level and with Area Coordinators, Program Managers and technical staff at field level to follow up on project implementation and the production of quality reports across areas and across donors under his/her supervision.
• Ensure that reporting and contractual requirements are met and that donor reports reflect the progress and status of projects in a transparent, timely and professional manner.
• Ensure that reporting guidelines, formats, philosophy, deadlines for each project and donor are communicated clearly and standardized across the country for new and on-going projects.
• Follow up the implementation of the Project Management framework (PMF) and update accordingly the PD Reporting Follow-up (RFU) for assigned projects with the PMU and project teams.
• Keep track of assigned projects and programs monitoring and evaluation schedules and work plans with field staff to design and implement monitoring and evaluation procedures.
• Work in close relation with the MEAL Department to develop and incorporate more solid monitoring and evaluation components in reports.
• Work in close relation with the Finance Department and Acted HQ to ensure greater coherence between financial and narrative reports and ensure steady cash inflow based on the timeliness and quality of report submissions.
• Ensure Information retention by supporting the efficient use of the Information System
• Work with all departments to follow up project and programs databases incl. work on the nomenclature used (official names etc.).
• Ensure that appraisal, monitoring and evaluation and donor reports are made useful for fundraising and proposal development strategy and add on to the general base of field knowledge in the country.
• Contribute to developing the Resource Centre in capital office, update it regularly with appropriate and relevant external and internal resources.
• Diffuse information to other internal stakeholders
• Ensure that all meetings are held and documented (monthly management meetings, capital coordination meetings, area coordination meetings, weekly base meetings, quarterly country coordination meetings).
• Follow-up meetings at the field level and/or in the capital, between area, base and subbase offices.
• Draft and / or supervise agenda and minutes of country-wide meetings.
• Proposal Development, External Relations and Donor Strategy
• Contribute to formalizing an Acted strategy and translating into documents for internal and external purposes.
• Update on a weekly and monthly basis the external relations database (donor follow up), which documents the latest negotiations and proposal possibilities with a number of key donors.
• Update monthly the reporting follows up and ensures smooth and regular communication with Acted HQ GMU
• Mobilize Area Coordinators, Program Managers and technical staff to ensure that proposals are developed in a cohesive and professional manner and in line with Acted country strategy and donor requirements.
• Act as a point of contact for all Donor communication under his/her portfolio, including the organization of and hosting Donor visits in the field.
• Liaise with national authorities on a need basis to ensure that Acted is in regular coordination and complies with their requirements.
• Address ad hoc donor requests in liaison as per the directions of the PDM and Country Director
• Take the lead in the development, drafting and consolidation of project proposals and fundraising documents in liaison with Acted HQ GMU and other relevant departments.

External Communication

• Contribute to the definition of the main target groups, activities, resources and partnerships needed.
• Ensure continuum of PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring Acted’s in the media.
• Provide Acted Global with full information on projects whenever needed.

Participate in Acted Global communication strategy by providing regular informal updates on projects, by sending pictures and articles on projects progress and/or specific events for Acted Newsletter and Annual Report based on a need basis.

Skills Requirement:

• Graduation in Journalism, International Relations, business administration or a relevant field
• Previous related work experience, preferably in the humanitarian field w/knowledge of donor relations
• Advanced proficiency in written and spoken English
• Excellent writing and communication skills.
• Ability to work efficiently under pressure.

Accountability

All Acted team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

PSEAH Obligation:

• Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.
• All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.
• All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.
• Managers will have a special responsibility to foster a safe environment.
• Misconduct can lead to serious disciplinary sanctions.
• For the purposes hereof, the following definitions shall be used

Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions

Note: “Acted is equal opportunity employers. Females, minorities and candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate. Only shortlisted candidates will be called for next step of the recruitment”