Site Management Officer

Position:                              Site Management Officer (3)

Contract duration:            6 months renewable

Location:                            Deir Albalah

Starting Date                     ASAP

I-Background on ACTED

ACTED is an international NGO registered in France. ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future. ACTED started its activities in the occupied Palestinian territory (oPt) in May 2007. ACTED is currently implementing projects covering multiple humanitarian / development sectors, funded by of a variety of international donors, which aim at protecting vulnerable households and strengthening civil society actors across the oPt. ACTED oPt offers a dynamic, rigorous and knowledge-orientated working environment.

II-Country Profile

In the occupied Palestinian territory, ACTED is both committed to humanitarian assistance and long-term development. ACTED strives to strengthen the economic capacities of communities, consolidate civil society organisations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank, East Jerusalem and Gaza. ACTED currently seeks threeSite Management Officers for its projects in Gaza

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign 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.”

III-Position Profile

Project implementation:

Management of Site Management Assistants team

• Devise daily and weekly workplans for mobile team activities, with the support of the Site Management PM.
• Timely reporting of problems and challenges in the sites to line manager
• Timely reporting of security and safety incidents or risks to line manager and security officer.

Partner coordination and service monitoring

• Liaise and coordinate with all humanitarian partners and stakeholders working in the sites, on a day-to-day basis
• Monitor service provision at site level using agreed tools, including through observation, conducting assessment, and collecting input from community members. Record and report data in a timely and accurate manner.
• Timely reporting any gaps and/or duplication in service delivery and advocating through the appropriate mechanism for achieving agreed minimum standards and service delivery quality.

Information Management

• Overseeing data collection for information management activities and information sharing with partners and stakeholders to improve coordination and support data analysis and reporting.
• Monitor the population movement in and out of the sites to ensure accurate registration and service provision.
• Supporting in data collection and sites monitoring exercises that requested by the site management working group or any clusters/sub-groups.
• Supporting improvement of information management systems in the sites in collaboration with the assigned persons including: identification of information gaps, design/review of tools, databases and reports, data collection oversight.
• Conduct and oversee regular data collection, including site mapping and on service availability and standards in the sites
• Ensure all reports and data submitted by the Site Management team are timely and accurate
• Participate in assessment and data collection exercises as needed
• Ensure information is shared back with partners and communities.

Community participation and representation

• Establishing community governance and representation committees and strengthening the coordination and relationship-building with community leadership groups and community members on a formal and informal basis
• Organize regular meetings with community groups and committees, ensuring participation of women, youth, and marginalized groups, taking minutes of meetings and attendance sheets
• Support organization of trainings and coaching to community committees, humanitarian agencies, and community members, on topics including on protection, fire response, and Site management.
• Engage with local communities to understand their concerns and gain their acceptance and support in minimizing potential conflicts and ensuring community support.

Communication with communities and accountability

• Oversee and support Communications with Communities activities in the sites, including regular outreach to the community and information campaigns, supported by daily workers as needed
• Support community mobilization efforts or information campaigns of community representatives or other humanitarian agencies as needed
• Support the establishment and implementation of Complaints and Feedback Mechanism (CFM) activities in each of the sites: receive complaints, make referrals and ensure feedback is received, and ensure good data management, ensure closure of complaint within 14 days

Site improvements and maintenance

• Supervise preparation of site safety audits, participatory plans for site works, and oversee implementation by contractors/casual labors as requested by line manager
• Supporting the Site Management Engineer/contractors in preparing plans for site works, and overseeing implementation by team/daily labourers/contractors as needed
• Oversee assistants to store, manage and maintain tools and items for site upgrading/site maintenance in coordination with the logistic department and ensuring compliance to Acted internal procedures
• Coordinate with other Acted department regarding procurement of any material resources for site upgrading/site maintenance.
• Considering environmental impacts of infrastructure works from planning to implementation and taking all the necessary measures to mitigate the impacts as much as possible

Protection mainstreaming

• Consider gender, protection, and GBV concerns in all aspects of activities
• Promote and adhere to Acted’s Prevention of Sexual Exploitation and Abuse policy
• Promote participation and representation of women, youth, people with specific needs, and marginalised groups in all Site management and partner activities
• Support vulnerable persons including through referral to protection partners, and support vulnerable persons at specific events (e.g. distributions, registration)
• Ensure confidentiality is respected in all activities

Project management and reporting

Planning, Implementing and Reporting

• Support the Site Management PM in devising weekly/Bi-weekly and long-term workplans for the project implementation.
• Ensure regular follow-ups on weekly and long-term workplans for the project implementation
• Provide inputs for the elaboration of Procurement plans as requested by the PM
• Attending regular staff coordination meetings, leading smaller meetings with assistants.
• Excellent liaison with other Team Members, ensuring consistency and joined up approach to activities in the site (i.e. ensuring community participation processes link to other areas of work)
• Timely reporting on problems and challenges in the sites to the line manager
• Timely reporting on security and safety incidents, including fire, eviction and any other possible hazard in the site to the Site Focal point/Manager and to the line manager
• Timely submission of weekly reports, information products and updated databases as requested by the line manager
• Timely submission of internal progress reports (weekly, monthly and ad hoc donor reporting)
• Support to Site Management PM/TC in identifying areas for improvement and developing site strategy

      HR

• Line management of SM Assistants.
• Line management of daily enumerators.

       Logistics

• Share accurate and precise OF request to be procured, based on the needs identified on the ground, with line manager.
• Confirm quality of material selection if and when applicable
• Ensure a proper management and use of the project assets and stocks.
• Ensure movement planning for the assistants and enumerators, by filling-out the Gaza movement follow-up sheet.

      Transparency and Compliance

• Ensuring compliance to Acted internal procedures and donor procedures
• Accurate record keeping of project documentation, including photos and proper filing of meeting minutes, databases, attendance sheets, assessment reports/documents, review and updating of databases etc., in soft and hard copy
• Others
• Support the SM manager in providing the needed data and information to be shared with the sectoral/SMWG working groups/clusters related to the project (SM/shelter/protection ..etc)
• Provide translation of various documents (e.g. reports, minutes, beneficiary lists, information signs) upon request of the line manager
• Perform any additional task as requested by the line manager.

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IV- Qualifications and Skills:

1. Bachelor degree in a relevant field
2. At least 3 years’ experience in a project implementation position in an NGO as Officer position or equivalent level, or at least 2 years’ experience in a project implementation position in an NGO as a Senior Officer or equivalent level.
3. Excellent communication skills; approachable and good listener;
4. Excellent external representation skills;
5. Excellent capacity to plan, prioritize, and multitask;
6. Excellent team-working skills, team management preferred;
7. Strong problem solving initiative and flexible;
8. Good written communication skills;
9. Good computer literacy, including use of smartphones and MS Office (Word and Excel);
10. Good English skills, both oral and written;
11. Knowledge of multi-sectoral humanitarian response, including community participation, Protection, WASH, Shelter, and emergency distribution is required.
12. Experience in SM programming is strongly preferred.
13. Experience in Protection programming is of benefit.

V-Submission of applications

Interested candidates are invited to apply by clicking on the below link later than December 31st, 2024 to: 

Apply Online

The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. 

Only shortlisted candidates will be contacted for an interview. No telephone inquiries will be received.

“Due to the emergency situation and the need for the position , this job might be filled before the end of the vacancy announcement”