Cash Distribution Assistant

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 the principles of non-discrimination and transparency. ACTED has been present in Pakistan since 1993. ACTED Pakistan programs 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.

Number of Positions: 06 (Male 03 & Female 03)

Assignment

Under the supervision of the Project Officer, the Distribution Assistant is responsible for the assessment, management & implementation of Distribution programme which forms part of the overall ACTED Pakistan strategy.

Chain of Command

Under the authority of:

• Project Officer
• Project Manager

Responsible for

Distribution activities  

Working Relations Internal Relations:

• Reporting & AMEU Department;
• Database Team;
• FLAT Department[s];
• Liaison Officer;
• Logistic Department.

External Relations:

• Village Authorities in intervention area;
• Local Authorities;
• Local / International NGOs / UN Agencies active in the area.

Functions

Summary

The Distribution Assistant shall be responsible for:

• Lead and guide ACTED’s Distribution Programme in the base. Ensure that planned activities are successfully implemented;
• In collaboration with the programme team and coordination, determine the strategic direction of the programme in the short and medium term and map out activities.
• Collaborate effectively with other line managers and the coordination team. 
• Manage the Distribution team. Ensure that they are wholly involved in Distribution planning and direction.
• Collaborate with the Appraisal, Monitoring and Evaluation Unit (AMEU) to assess need, monitor activities, and evaluate Distribution progress. Ensure that lessons learned in the course of implementation are integrated into the programme to ensure that it remains responsive and relevant.
• Provide input and regularly review all FLAT Follow-Up for ongoing programmes together with the relevant department manager and Programme Assistant;
• Be alert to opportunities arising for learning, collaboration and partnership that may enhance programme quality and responsiveness.
• Identify and interact with existing Distribution initiatives in the base, including UN, GO’s and NGO’s, and community initiatives.
• Develop and implement an exit strategy in collaboration with his/her team, AME unit and the Programme Coordinator.
• Report regularly (as requested) to the Area Assistant and Country Director.
• Translate relevant documents or information during coordination visits.
• Develop team capacity at both the individual and group level by organizing/ facilitating trainings internally or through specialist agencies / individuals.  
• Work proactively to ensure that the projects are responsive and relevant to community needs.

Accountability to Communities and Beneficiaries

The staff member is responsible for ensuring that all relations with the communities we work are conducted in a respectful and consultative manner.  Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, beneficiary selection criteria, and methodologies.  This is the responsibility of every ACTED staff member.

1. Programme Management 

Objective 1.1: Implementation of Project Cycle Management Framework

The Distribution Assistant will ensure that project cycle management tools, including the PMF and Log frame are developed together with Field Officers for all projects undertaken. He/she will ensure that project implementation is conducted within the parameters of the PMF and that this reflects the proposal objectives.

The Distribution Assistant shall undertake regular field coordination visits to ensure that:

1. Activities are correctly completed across the village tracts of intervention and that expected standards are met;
2. Challenges to implementation are identified and addressed in a manner that takes into account beneficiary needs and expectations;
3. Community / beneficiary feedback is collected and shared in programme and coordination meetings;
4. Targeted indicators as stated in the Project Management Framework (PMF) and/or Logframe are met in a satisfactory manner;

Objective 1.2: Management of Project Staff

The Distribution Assistant shall be responsible for the management of Distribution staff and for ensuring that all Distribution teams are comprehensively briefed on the objective, expected output and overall implementation strategy of any given activity. The Distribution coordinator shall ensure that Distribution staff are given training and complete all the necessary documentation in line with programme requirements.

Objective 1.3: Coordination

The Distribution Assistant shall ensure that he/she regularly meets with HR, Finance, and Logistics Departments to ensure that support mechanisms such as the BFU, Procurement plan, and recruitment are completed on time and reflect operational realities/needs. 

Objective 1.4: Reporting

The Distribution Assistant is expected to provide regular reports to the Programme Assistant on the progress of the implementation of activities and on observations made during the mission and collaborate closely with the AME unit as part of monitoring and evaluation activities.

2. Programme Development

Under the direction of the Project Officer and in coordination with AMEU, the distribution Assistant will take the lead in the preparation of, and may be expected to conduct, monitoring or assessment missions to any area as part of the strategic development of ACTED’s operations in the area (i.e. for the development of proposals, for the capitalization of lessons learned, as part of a wider beneficiary / village selection process, etc.).

3. General Functions 

Objective 3.1:

• Completion of Programme Filing for Completed Projects
• The Distribution Assistant shall ensure all relevant filing is properly organized, up-to-date and complete for all projects.
• He/she shall, also work closely with the FLAT teams to support project reconciliation / general monthly follow-up exercises.

Objective 3.2:

• Commitment to Accountability to Communities
• The Distribution Assistant shall take the lead in the development and implementation of a programme-specific accountability framework to act as a guideline for all programme activities.

Objective 3.3:

• Facilitation The Distribution Assistant is expected to facilitate trainings or programme coordination meetings by translating and/or leading discussions.
• Moreover, he/she shall be in a position to present ACTED’s global and programmatic strategies and activities in township NGO fora or for Local Authorities.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.”

“ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. ACTED is equal opportunity ACTEDs. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.”

Disclaimer: We are reviewing CVs on a daily basis due to the urgency, and if we find the appropriate number and quality of applicants sooner, the application process may be concluded before the planned deadline.