Responsible for planning, implementation, management, overall supervision, and monitoring of the program/projects. They will be responsible for ensuring Action Against Hunger’s, National government agencies and donor’s technical policy, guidelines are procedures are implemented. The Head of Project shall ensure the correct implementation and management of the activities and resources, in accordance with the objectives set out for the project, as well as their everyday management.
Objective 1: Ensure all programs activities are implemented within the timeframe (according to proposals)
Tasks as head of base and Head of project:
- Represent, participate, and coordinate with project team
- Ensure the efficient and effective project implementation of activities according to the approved strategies, workplan and guidelines set by the organization and funding donors in coordination with project team, and Action Against Hunger Technical Coordinators
- Develop and maintain relationships with key stakeholders at a technical level, including coordination and communication with government authorities, international and local organizations, partners, beneficiaries and other external actors in the field
- Lead the implementation of the projects in line with the approved proposal
- Ensure that all the projects have an updated project work plan/procurement-supply plan/budget forecast on a monthly and as-needed basis integrating all departments’ activities and its dissemination to all department heads.
- Ensure the transparency of the procedures as well as the implementation of donor’s guidelines (including the documentation of the transparent decision making)
- Ensure weekly meeting are conducted with all department head and progress and work plans are revised and updated
- Ensure the support departments comply with reporting requirement and timely submission of reports according to agreed formats and follow-up the contribution (in-kind) required by programs
- Support to coordinate the local partners capacity building strategy through in coordination of the Deputy Country Director
- Represent Action Against Hunger
Objective 2: Project Monitoring, Evaluation, Reporting, and Capitalisation
Tasks as Head of Project:
- Lead the preparation of weekly, monthly and annual planning and updating of progress and achievements in coordination project staff, partners, and Capital technical team
- Ensure the validation and consolidation of all reports from the technical supervisors in accordance with the monthly APR both Excel and narrative, including annexes required such as SOVs
- Initiate the preparation of donor interim and final reports and other reports as required in coordination with consortium lead
- Lead capitalization of the project experience and prepare specific written documents in coordination with Action Against Hunger sector coordinators
- Ensure SOVs are archived and maintain database of photos, videos and other multimedia documents related to the project,
- Ensure the availability of complete project documents and filed in accordance with the Archiving Guidelines
- Real-time timely sharing of photo/visual materials of project/context progress for internal and externals communication
Objective 3: Management base human resources following HR manual and procedures.
Tasks as head of base and Head of project:
- Ensure the efficient management of the Human Resources assigned to the project in line with Action Against Hunger HR policies
- Manage and conduct regular performance evaluation of the staff in compliance with Action Against Hunger policy and procedures and when necessary, review the job descriptions and organization of project staff according to project needs and assess training needs and train the staff if required to achieve the project objectives
- Participate to the recruitment process for the project according to the needs
- Support to recruit the required staff, if necessary, in coordination with the HR manager in Manila and technical coordinators.
- Support when the necessary review of the job descriptions and Organization of the team according to the base needs
Objective 4: Management of the administrative/finances issues of the base following policies guidelines and procedures
Tasks as head of base:
- As Head of Base, lead and manage the financial and admistrative aspects of the base in Cebu in collaboration with the Base Administrator, and logistics drafts and updates budget follow up and projection, to ensure the financial visibility of the base, follow up of co-funding and partners contribution according to mission tools.
- As head of base, lead and ensure base/project budget forecast are done in timely manner and in coordination with base administrator and communicate with the Finance Coordinator
- Ensure financial expenses are following Action Against Hunger and donor guidelines in coordination with Admin department, communicate deviations in timely manner with Manila coordination team Support in implementation all financial and cash procedures on the base
- Support that all administrative procedures in the Base follow standards and manuals and the mission level memorandums
- Ensure base level payments and done on time
Objective 5: Management of the logistics of the base following policies guidelines and procedures in accordance with the KitLog
- Lead and ensure regularly update and follow-up the procurement plan (PPP) specific to the activities under Action Against Hunger result in coordination with the project team and admin/log department at the base level
- Lead the request, organization and arrangement of logistical requirements in project activities (e.g. transportation, movement, supplies and materials) including preparation of the weekly Travel request and consolidation of the monthly movement plan for the team.
- Support the Supply Chain Management specially that procurement plan is in place for projects in coordination with project team and Logistic department.
- Support the overall management and allocation and the use of the equipment and fleet
Objective 6: Safety and security
- Ensure staff safety and security in line with Action Against Hunger’s safety and security protocol and policies and reports incidents to Logistic coordinator and Country Director
- Monitor, analyse security context and report to line manager and security focal person in Manila
- Adhere to the Mission Security Reporting system and submit the reports requested on-time
- Respect the Security rules of Action Against Hunger and coordinate with the Logistics Coordinator
- Report any security or other incidents in the field that may interrupt project activities directly CD and Logistic Coordinator
- Ensure the respect and compliance of the mission security rules by the team
- Support the implementation, revisions and drawing protocols of the security management and business continuity plans