Assistant Project Manager (APM)

CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and micro-credit.

CARE Indonesia in Kupang, East Nusa Tenggara is currently recruiting the following position:

JOB TITLE : Assistant Project Manager (APM)

DEPARTMENT/PROJECT : Program/DIPECHO

REPORTS TO : Project Manager

JOB

SUMMARY:

The APM will provide assistance of overall oversight to CARE’s Disaster Risk Reduction (DRR) Project and support to the partners. S/He will be responsible for assisting coordination of the overall project planning, implementation, monitoring of progress, facilitation of requirements to secure project progress, synergize activities across the Consortium members, national and local implementing partners, coordination and relationship building with key stakeholders, including relevant national and local governments. In particular to make every effort to ensure that the Project’s objectives/outputs are achieved to a high standard of quality according to the log frame and budget, within the contracted project period and in compliance with national laws, donor regulations and CARE policies and procedures.

As a Consortium led by CARE implements the project, the Assistant Project Manager is responsible for assisting PM to coordinate all the project components implemented across all partners. S/He assists in the project planning, implementation, monitoring and evaluation. S/He is also in-charge for relationship building and necessary coordination with donor representatives, Government officials, partners and other stakeholders at field level.

In the context of the project linking and learning approach, the incumbent will ensure that appropriate operating systems are in place and continuously appraised, and modifications are implemented to ensure effectiveness of the project. It is the responsibility of the Project Manager to ensure accuracy and timely receipt of all reports from Partners and the submission of consolidated reports to the donor and key stakeholders. The Assistant Program Manager will directly supervise the staff under the Project Management Unit (PMU) and will be responsible for control of approved operating budget and assets under his/her jurisdiction.

RESPONSIBILITIES AND TASKS:

The incumbent serves as ASSISTANT OF PM in leading and coordinating the project team (PMU and partner staff) with the following responsibilities:

A. Project Management

B. Financial/Budget and Asset Management

C. Contract Management/Compliance

D. Personnel Management

E. Government Liaison/External Relations

A. Project Management

A1. Maintain familiarity of the elements of project cycle management and understanding of the key aspects of DRR and disaster preparedness project, including capacity building, extraction of learning and conduct of effective advocacy activities.

A2. Ensure compliance with Project documentation and donor guidelines including:

· Approved Project proposal and budget and any donor approved changes.

· Donor contract

· Donor procedure manuals

· Individual Project Implementation Agreement or IPIA (if through a CARE member)

· Project agreements with Partners

A3. Guided by CARE International Program Principles and Project Standards, ensure the quality of project implementation. If the Project does not meet these standards at any stage of the project cycle, take appropriate steps to correct or improve identified areas.

A4. Monitor achievements of project results and indicators as per log frame, and ensure that planned activities remain appropriate and realistic, and if required, suggest corrective measures to line management and/or project Team.

A5. Establish and implement Project monitoring and evaluation systems in order to provide regular information on progress towards indicators of outputs and objectives and assess the impact of the Project.

A6. Assist in mobilizing and managing technical assistance and support to Project and counterpart staff as required.

A7. Work closely with Partners to ensure proper coordination exists for efficient project implementation.

B. Financial/Budget and Asset Management (This applies to project funds directly managed by CARE and those allocated to Partners)

B1. Comply with CARE Indonesia financial management procedures and expenditure monitoring systems.

B2. Check monthly Project expenditure report for accuracy and appropriateness. Regularly discuss with Finance Manager concerning financial reporting issues, errors, trends, payment delays, outstanding commitments and related matters.

B3. Monitor expenditure on a monthly basis against the approved budget. Review expenditure projections to ensure that expenditure stays within budget. Actual or anticipated expenditure variances against the budget should be included in the monthly report to line management together with any recommendations for changes to the budget.

B4. In close coordination with PM and the Administration Unit, ensure that assets purchased by or provided to the Project comply with asset management guidelines in the CARE Indonesia Administration Manual.

C. Contract Management

C1. Ensure that approved objectives, outputs (targets) and budgets are reached. Any changes to the project design, objectives, outputs or budget must have prior approval by the donor.

C2. Ensure the effective management, maintenance, security and legitimate usage of all project facilities, assets, personnel and equipment.

D. Personnel Management

D1. Assist all Project staff to have access to training in order to develop their skills beyond the requirements of their current position.

D2. Actively assist staff, in particular women, assume greater responsibility within project activities and ‘foster’ their long-term professional development.

D3. Ensure that staffs participate in the development of project weekly/monthly work plans.

D4. Ensure that the provisions of CARE Indonesia’s Human Resource Manual are being complied with. In particular, ensure that working hours, annual, sick leave and other leave provisions are being applied and liaise with the Regional Office Manager (if applicable) or Human Resources Unit regarding relevant staffing issues.

E. Government Liaison/External Relations

E1. Establish and maintain positive working relationships with other institutions involved in the project by ensuring appropriate representation of CARE. This should include regular contact to ensure they are fully and appropriately involved in the Project.

E2. Assist in establishing local procedures in order to liaise effectively with local government institutions. This may include such things as: planning, implementing, reporting, monitoring and evaluation or any other aspect that requires local government understanding and support for effective project management.

E3. Assist line management to meet all required narrative and financial reporting requirements promptly.

E4. Comply with host government priorities and policies where these are consistent with CARE Indonesia’s Mission and Vision as well as donor contractual obligations and the need to ensure project quality.

E5. Facilitate and provide the opportunities for counterpart staff and agencies to be aware of and learn from the implementation of all aspects of the Project.

E6. Develop, maintain and strengthen relations with other agencies working in the same geographical area.

E7. Undertake all areas of responsibility in a professional manner and in a way that enhances the reputation of the Project and the reputation of CARE.

REPORTING LINES/LINE MANAGEMENT

· The APM will report to the PM who will strategically liaise with Steering Committee composed of representatives from Consortium Partners: CARE, Cordaid and Wetlands plus invitee representative from the Bappeda.

· Support staff consisting of a project officer, finance officer, an administrative /procurement assistant and a driver.

· The PMU will include a Project Coordinator for Linking and Learning, a Cordaid staff member who will also be based in Kupang. The Project Coordinator, with support from Cordaid in Yogyakarta, will facilitate focused exposure, learning, documentation, dissemination and follow- up for all consortium members as well as national and local implementing partners at the district and village levels.

CONTACTS/KEY RELATIONSHIPS:

This section may include both internal and external relationships.

Key Relationship Position Relationship

Internal Program Operational Manager Supervisor

Project Manager Direct supervisor

Managers of other CII Projects

Donor Reporting Officer

External Consortium Partners

Local GoI counterparts

Donor Field Representatives

Collaborating CBOs/NGOs

SUPERVISES:

· 1 Project Officer

· 1 Finance Officer

· 1 Admin/Procurement assistant

· 1 Driver

· 1 Cordaid Project Coordinator for Linking and Learning (functional supervision only)

QUALIFICATIONS:

1) Education: Degree holder in related fields

2) Experience: At least 3 years experience in project management, in managerial position (see competencies below)

3) Specific technical skills: knowledge and experience in DRR/disaster preparedness projects, advocacy work, and fluency in written and verbal English and Indonesian languages (see also competencies below).

COMPETENCIES:

· People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to motivate, support and develop staff. Able to work with, respect and empower Partners and target communities in a sensitive and participatory manner.

· Communication Skills: Well developed written and oral communication and listening skills in both Bahasa Indonesia and English. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of CARE including effective negotiation, facilitation and representation skills.

· Integrity: Maintains ethical and organizational norms, firmly adhering to codes of conduct and CARE ethical principles.

· Resilience/Adaptability and Flexibility: Ability to operate effectively under stressful working and/or living conditions and security risks. Works and lives with a flexible, adaptable and resilient manner.

· Diversity: Ability to create and maintain a work environment that respects and promotes diversity, fully benefiting from each individual’s unique qualities, gender, ethnicity, background, age, culture, disability or lifestyle.

· Personal Work Management: Sets high standards of performance for self and others and assumes responsibility and accountability for successfully completing assignments and tasks.

· Capacity for sound operational decision making and proactive problem solving.

· Knowledge and skills: Requires experience working with Partners in project management, financial management and administration and computer skills, good understanding of humanitarian response and/or community development with DRR focused or integrated initiatives, and experience in network building and linkages.

WORKING CONDITIONS:

Jakarta 3%; Field Office (Kupang) and Travel to Project area 97%

Please submit your applications before 13 September, 2011 to:

CARE International Indonesia, Human Resources Unit: recruit_530@careind.or.id

"Only qualified applicants will be shortlisted"