Project Manager Assistant - South

Job Title     : Project Manager Assistant Reports to       : UNICEF Project Manager Duty Station    : Tyre with frequent visits to the villages of implementation in South region. Position Type   : Full Time   Job Purpose: The overall task of the Project Manager Assistant is to support the Project Manager and INTERSOS management staff in the implementation of the project. She / he will contribute to the accurate realization of all assigned project activities and their relative economic and financial administration.   Reporting lines: The Project Manager Assistant (PMA) will work under the direct supervision of the UNICEF Project Manager with reference to project-related activities, and – in parallel - under the supervision of the Head of Base with reference to Base management-related activities (i.e., logistics and security).   The PMA coordinates with the PM for financial and liquidity planning, weekly and monthly budget line allocation in the INTERSOS accounting spread sheets (PN) and all procurement procedures. For representation and coordination in South region, the PMA follows guidelines received by the PM.   Generic Duties: -       Ensure the planning, implementation, monitoring and evaluation of the project’s components in South region and timely delivery of the set targets as included in the project description. -       Support the PM in the administrative and financial management of the project, in compliance with INTERSOS model and donor regulations. -       Support the PM in establishing and managing relations pertaining to project activities, with relevant stakeholders, local authorities, relevant donors and institutions in his/her area of competencies. -       Contribute to the formulation of new projects and program strategy for the area of intervention. -       Ensure project team management and coordination in accordance with PM. -       Delivering timely quality reporting on project activities. -       Contribute to the realization of internal and external reports. -       Supervise directly two Field Activity Officers (FAO).     Specific Duties:   Ensuring activities implementation -       Preparing, managing and regularly updating the project activities work plan, to be approved by the PM, and in collaboration with the Field Activity Officer of his/her area of intervention and assist in updating the related financial plan. -       Undertaking regular field visits in coordination with FAO and technical coordinators (Social Development Coordinator, Gender Based Violence Coordinator, Psychosocial Coordinator) to provide supervision as well as regularly monitoring the progress of project activities. -       Conducting weekly team meetings with FAOs, in collaboration and the supervision of the PM, in charge of the implementation of activities in his/her area of intervention in order to discuss about progress achievement, future plans and challenge. -       Ensuring financial management and procurement, in coordination with PM. -       Assisting the PM in preparing, monitoring and implementing financial and procurement plan, including monthly updates. -       Assisting the PM in verifying on a weekly basis the bookkeeping entries in the INTERSOS accounting spread sheets (PN): verifying budget line allocations, budget expenditure status against actual delivery and the financial plan for the project implementation period. -       Support in managing teams while ensuring relevant capacity building and on-the-job coaching to the project staff. -       Provide daily support to the Field Activity Officer in the implementation of the project’s activities while collaborating with them to find solutions to identified challenges in the field both related to activities and to the field staff.     Additional activities: -       According to the PM, participating in the Management of the technical project staff. -       On behalf of the PM, ensuring regular performance evaluation of project staff. -       Participation in the timely recruitment of national staff, in coordination with relevant support staff, as per INTERSOS policy for staff recruitment. -       Conducting weekly and monthly meetings with relevant project staff in order to review the planning and discuss the main concerns. -       Ensuring respect of and adherence to INTERSOS rules and regulations, code of conduct and ethical values chart. -       Undertaking regular field visits to the project sites to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities in coordination with the FAOs and the technical coordinators in area of intervention. -       Ensuring and proposing capacity-building opportunities for national staff, keeping clear oversight and reporting on trainings attended and conducted by national staff. -       Monitoring and evaluation. -       Ensuring monitoring and verification for targeting of beneficiaries in collaboration with M&E staff. -       Ensuring relevant monitoring systems and ensuring that systems permit the appropriate implementation, including quick response to changing circumstances and erroneous assumptions in the project design. -       Applying a result-based management approach and monitoring the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project. -       Assessing, analyzing and evaluating the impact of project activities and needs of the target populations in his/her area of intervention, periodically updating the situation analysis and proposing to the PM possible programme developments. -       Attend UNICEF coordination meetings and field visits in area of intervention.   Reporting   -       Ensuring quality reporting on achievements through short briefings, monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities. -       Participating in the delivery of project reporting (project appraisal tool, PAT) for submission to PM. -       Contribute to the realization of quarterly reports for UNICEF. -       Delivering quality project activities reporting, including the findings in terms of impact and changes at the level of individuals, households and communities. More specifically, preparing ad-hoc progress reporting as well as required project interim and final reports. -       Coordination and representation. -       If delegated, proactively participating and representing INTERSOS in relevant working groups (i.e. inter-agency and other relevant working groups) at the regional level (South). -       Ensuring systematic information and update sharing with the PM and relevant colleagues.       Human resource management: Support in managing human resources involved in the project and carry out performance appraisals; Contribute in managing project personnel and promote role-positioning, education, training, growth and assumption of responsibility; Support in supervising, motivating and appraising personnel and promote its cohesion; Participate in new staff selection process.   Coordination and representation: Participate in staff coordination meetings and contribute to follow up the project activities Attend meetings and events organized by donors and/or other humanitarian agencies, providing minutes to the Program Manager Maintain relationship with competent authorities   Competencies:  (Knowledge, Skills & Abilities)   Professional Competencies: Knowledge of humanitarian and NGO principles Minimum 5 years of relevant work experience (of which minimum 2 years in NGO) Good financial and budgeting understanding. High Computer literacy (Microsoft Word, Excel, outlook..). Valid Driving License since more than 1 year.   Behavioral competencies: Ability to manage multiple activities. High communication and organizational development skills. Very good Interpersonal Skills. Strong analytical thinking and practical problem-solving skills. Strong supervisory skills, and demonstrates capacity of teamwork and of coordination with the relevant parties. Ability to organize work efficiently and deliver assignments in a timely manner.