Jobs

Current Vacancies at The Agency for Technical Cooperation and Development (ACTED), 14th June, 2018

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Agency for Technical Cooperation and Development (ACTED) - Since 1993, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED, headquartered in Paris, France, is present in four continents and our teams intervene in 34 countries towards 8 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. Over 5,000 staff are dedicated to implementing and developing our projects. In response to the emergency situation in Nigeria, ACTED recruits to fill the position below:     Job Title: Area Logistic Manager Location: Maiduguri, Borno Department: Logistic Contract: Fixed term Duration 12 months Starting date: ASAP Position Profile Ensure timely, cost efficient & transparent supply chain management in the area (taking into account logistics activities in the area as a support to other areas if any):

• Procurement:
  • Ensure that ACTED procurement guidelines are applied in the area at all times;
  • Ensure the timely implementation of procurement's in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations: amend procurement plans if needed and submit them to the CLM approval; anticipate & request waivers to the CLM according to the project chronogram to meet operational deadlines; help drafting calls for tenders when needed (in coordination with Project Managers); follow-up selection & contract signature according to level of authorizations.
  • Maintain framework contracts for running supplies/services/works in alignment with ACTED procurement guidelines; ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.
  • Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
  • Ensure the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
  • Maintain a local supplier database up-to-date & build a strategic view of sourcing in the area;
  • Support the design of budgets by checking main unit prices as well as maintaining an up-to-date knowledge of running costs;
  • Ensure the development of the procurement plan for every project, in close coordination with the CLM, taking into consideration project constraints, donors & ACTED procurement guidelines, and any other specifics.
  • Coordinate procurement with capital & other field offices logistics & program staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the CLM to mitigate such risks. Major risks identified should be directly raised to the Area Coordinator and the CLM promptly, and during Weekly Area Meetings.
• Stocks & deliveries:
  • Identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED offices in coordination with the CLM. Ensure premises are furnished, made secure for use, and maintained;
  • Ensure goods transportation means are secured such as rental trucks, air cargo, etc.
  • Follow-up deliveries based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.
  • Anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.
  • Manage an efficient planning for deliveries to the project teams, and maintain a regular information toward Project Managers about their stock levels & expected lead-times;
  • Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;
  • Maintain and disseminate a monthly stock report for every project;
  • Handle periodic inventories, and clear stock discrepancies in a documented manner;
  • Ensure the exhaustion of stocks before the project ending dates and provide projects final stock reports to the CLM as per donors’ guidelines;
  • Ensure the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.).
• Traceability:
  • Implement an up-to-date order follow-up registering all orders launched or managed in the area, and their current status; disseminate the tool to all operational managers.
  • Ensure that quantity & quality is checked at every step of the supply chain;
  • Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items.

Ensure timely, cost efficient & transparent transversal logistical management in the area (taking into account logistics activities in the area as a support to other areas if any):

• Fleet & transportation management:
  • Anticipate vehicles allocations, purchase or rental based on program & transversal needs in the area; liaise with the CLM and Area Coordinator to anticipate budgets accordingly;
  • Maintain efficient monthly, weekly & daily planning & movements follow-up tools;
  • Ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.
  • Ensure that all vehicles in use are insured;
  • Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability, etc.
  • Ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
  • Maintain a monthly physical inventory of fleet, and update related tools accordingly;
  • Calculate and check the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and solve major over-costs; report major increases in fleet costs to the Area Coordinator during Weekly Area Meetings, and to the CLM in the logistics TITANIC reports.
  • Identify transportation companies for needs that can’t be covered by ACTED fleet, taking into account opportunities made available through the humanitarian community (logistics cluster, UN flights, etc.): vehicle rental companies, air cargo companies, boat lines, etc.
  • Coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM.
  • Organize and oversee loading and unloading of goods;
  • Ensure administrative requirements toward customs and any other local authority when transporting goods/staff;
  • Organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
  • Ensure the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
• Fuel management:
  • Manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any.
  • Ensure minimum fuel quality requirements;
  • Ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.
  • Maintain appropriate storage facilities for fuel, as per security & safety guidelines;
  • Maintain a monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented.
  • Ensure the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).
• Asset management:
  • Anticipate assets allocations, purchase or rental based on program & transversal needs in the area; liaise with CLM and Area Coordinator to anticipate budgets accordingly;
  • Ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.
  • Maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
  • Organize monthly and random asset inventories in the area to check the monthly asset follow-up reliability, and take any corrective action needed;
  • Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.
  • Organize regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
  • Ensure the transfer or donation of assets before project ending dates, and provide projects final asset reports to the CLM as per donors’ guidelines;
  • Ensure the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
• Premises management:
  • Identify & arrange contractual terms of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM and the Area Coordinator.
  • Ensure the upgrade of each premises up to ACTED standards;
  • Ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.
  • Supervise preventive & corrective maintenance or works of premises;
  • Maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);
  • Ensure that security & safety guidelines are applied in every premises;
  • Ensure that all premises are insured;
  • Ensure the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)
• Communications & IT management:
  • Anticipate communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in the area; liaise with the CLM and the Area Coordinator to anticipate budgets accordingly;
  • Ensure that ACTED communication & IT management guidelines are applied in the area;
  • Maintain a monthly communication costs follow-up; investigate and solve major over-costs; report major increases in communication costs to the Area Coordinator during Weekly Area Meetings, and to the CLM in the logistics TITANIC reports.
  • Ensure administrative requirements toward local authorities for communication means in use;
  • Define & implement an efficient IT plan in the area in alignment with the country IT plan (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in country benefits from the best technological services at the best price, depending on budget, and based on ACTED global standards.
  • Ensure monthly data back-up (server, emails, etc.) as per replication standards;
  • Organize IT staff regular training & refreshers;
  • Ensure IT security guidelines in the area, and take any needed corrective action; ensure IT security crisis management in close liaison with the CLM if required.
  • Ensure the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)

Ensure compliance to ACTED & donors’ procedures in all logistics operations in the area:

• Ensure ACTED logistics manual is applied in the area by logistics, finance, program and coordination teams;
• Ensure that donors’ specific requirements for logistics & procurement are met;
• Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy;
• Report logistics TITANIC to the CLM on a monthly basis as per ACTED logistics manual details, after carefully checking the reliability & relevance of data reported from field offices;
• Organize a 6-month planning for field visits (sub-areas if any) with clear ToRs, including ad hoc checks (asset & stock inventories, fuel consumption, etc.) and written report following each visit; the planning & ToR should be shared with the CLM & the Area Coordinator in advance.
• Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. throughout workshops or field visits;
• Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country;
• Follow-up & update internal & external audit report for logistics for the area;
• Ensure a timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual;
• Contribute to the preparation of external audits as per Regional Audit teams instructions.

Contribute to the implementation safety & security guidelines, in particular SOP & plans in the area:

• Draft and regularly update area security documents
• Draft Standard Operating Procedures (SOPs) adapted to the local context
• Draft regularly update and ensure preparedness (check contingency kits, first aid kits etc.). to evacuation and contingency plans for the area
• Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk) for the area
• Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)
• Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
• Produce real-time incidents report (using Form SEC-03)
• Attend security coordination meetings in the area if requested by the Area Coordinator

Lead logistics teams at area level, coordinate and facilitate access to information within the area FLAT teams:

• Plan & conduct logistics staff recruitments & appraisals in close coordination with the CLM; train & build capacities of logistics staff in the area; identify staff with potential, and contribute to internal mobility strategy;
• Lead coordination between the logistics team in the area and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation.
• Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)
• Actively participate in area level coordination meetings by reporting on progress;
• Contribute to donor proposals, budgets and reports in close coordination with the CLM and the Area Coordinator;
• Support any other area/office if requested by the Country Logistics Manager;
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Qualifications

• BA or MA Degree in Logistics
• 2 years of prior experience in Logistics
• The ability and prior experience in project management including Human resources, logistics follow up, reporting,
• Proven ability in strategic coordination with multiple and multilevel partners and stakeholders across the project areas
• Willingness to work and live in often remote areas under basic conditions.

Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation's guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance.

Interested and qualified candidates should send their Applications including Cover Letter, CV's and references to: [email protected] under Ref: ALM/NIA.     Job Title: Project Development Officer Location: Maiduguri, Borno Department: Reporting Contract: CDD Duration 6 months Starting date: ASAP Position Profile Fundraising:

• Context Analysis
• External relations
• Fundraising and proposal development

Contracting:

• Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;
• Read thoroughly all contracts before signature, seeking ACTED HQ GMU and finance advice when required.

Grant Management - Contract follow-up:

• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, AMEU and FLATS team;
• When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.

Reporting:

• Participate in and take minutes of kick-off and close out meetings for each project
• Write quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;
• Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;
• Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
• Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.
• Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams;

Partner Follow-up:

• Liaise with partners when required to develop relevant grant agreements in close coordination with ACTED HQ GMU and finance;
• Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

Management and Internal Coordination Staff Management (if any):

• Manage a Project Development Intern and/or Assistant(s) if any, following up the work plans and day-to-day activities;
• Mentor the PDI and/ or PDA with the aim of strengthening their technical capacity.

Internal Coordination and Communication:

• Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various ACTED coordination meetings
• Ensure these meeting minutes are sent monthly to HQ;
• Keep ACTED HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advice on the way forward.

Filing:

• File properly contractual project documents both in hard and soft copies;
• Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.

External Communication:

• Contribute to ACTED external communication strategy by feeding regularly ACTED HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for ACTED communication tools, including, but not limited to, ACTED Newsletter, websites and ACTED Annual Report;
• Ensure the update and design of in country communication and visibility tools and publications, their dissemination and availability to ACTED teams, as well as the capitalization of media and pictures of the mission;

Qualifications Required qualifications and technical competencies:

• Postgraduate Diploma in International Development and (or) relevant Master's level Degree (anthropology, development studies, humanitarian aid, sociology)
• Fluency in written and spoken English
• Strong writing abilities and analytical skills
• Skills in political sciences or international relations
• Ability to work efficiently under pressure
• Previous experience in the humanitarian field, proposals development, and donor relations are required
• Previous experience abroad is required

Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance

Interested and qualified candidates should submit their application including cover letter, CV and references to: [email protected] under Ref: PDO/NIA     Job Title: Consortium Coordinator Location: Maiduguri, Borno Duration 12 months Starting Date: ASAP Background

• Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential
• ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential
• We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,300 national staff 300 international staff, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 11 million beneficiaries.

Position Profile Representation:

• Protect and promote the vision, mission and interests of consortium partners towards external stakeholders;
• Represent the consortium toward the donor(s) and government authorities and therefore communicate with the donor(s) and government authorities;
• Where relevant, expand the donor portfolio of the consortium by tracking funding opportunities
• Attend government, UN, NGO and donor meetings and present ongoing consortium activities;
• Ensure the visibility of the consortium amongst humanitarian, donor and government actors throughout the project;
• Effectively manage coordination with other actors (UN, NGOs) intervening in a similar sector;
• Ensure the continuum of consortium PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring the consortium in the media;
• Oversee the consortium’s communication activities including media visits, photographer’s mission, videos, etc.;
• Lead the drafting and dissemination of position papers, statements, reports and releases on the consortium’s engagements and humanitarian advocacy.

Internal Coordination:

• Effectively manage partnerships between the different parties of the consortium to ensure smooth collaboration;
• Ensure regular and open/transparent communication between consortium partners;
• Regularly communicate with consortium Country Directors on project activities;
• Convene and chair regular (e.g. monthly, quarterly) consortium steering committee meetings to discuss programme and financial issues, disseminate minutes and follow up on action points;
• Carry out weekly catch ups with consortium key focal points.
• Support the development and maintenance of a coherent consortium strategy across all partners;
• Promote harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning;
• Coordinate the development of all technical tools related to the consortium’s project (ToRs for consultants and evaluators, ad hoc reports, capitalization reports…);

Project Cycle Management:

• Project Planning:
  • Define project implementation modalities and methodologies (including, but not limited to technical specifications, identification and registration of beneficiaries, distribution and sensitization);
  • Organize project kick-off and close-out meetings;
  • Together with the Project Managers of consortium partners, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives.
• Project Implementation Follow-up:
  • Oversee and monitor the work of consortium and local implementing partners, ensuring that technical quality and standards are considered and respected during project implementation;
  • Support the Project Managers of each partner to implement all aspects of the project;
  • Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner;
  • Monitor output achievement, cash burn rates and ensure a timely completion of the project.
• Project Quality Control:
  • Conduct periodic field visits to validate progress reports, identify problems and issues to address during Consortium Management Team meetings and make recommendations for improvement;
  • Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification;
  • Advise consortium Project Managers to adapt implementation of the project according to monitoring and evaluation findings;
  • Advise on and assist with project reviews conducted by internal and external monitoring and
  • Terms of Reference - Consortium Coordinator December 2016 evaluation team;
  • Coordinate and put in place a program capitalization system in collaboration with each focal point from each consortium partner.
• Grant Management:
  • Ensure that contractual obligations are met in terms of project deliverables;
  • Ensure the activities are implemented according to the approved donor and partnership agreement;
  • Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management;
  • Develop a reporting schedule that is agreed by all consortium members;
  • Ensure external reporting for all the consortium members according to donor and ACTED requirements is respected by all according to agreed deadlines;
  • Collect and consolidate narrative reports from consortium members for donor reporting;
  • Prepare documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners;
  • Together with the Country Finance Manager, manage and negotiate any budget changes in accordance with donor and ACTED HQ criteria.

Qualifications

• At least 5 years of experience in Project Implementation on the field, preferably in an international context;
• Being a strong team player
• Familiarity with the aid system, and ability to understand donor and governmental requirement;
• Excellent communication and drafting skills
• Ability to coordinate and manage staff and project activities
• Proven ability to work creatively and independently both in the field and in the office;
• Ability to organize and plan effectively
• Ability to work with culturally diverse groups of people;
• Ability to travel and work in difficult conditions and under pressure;
• Fluent English skills required
• Knowledge of local language and/or regional experience is an asset

Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance

Interested and qualified candidates should send their Application including Cover Letters, CV's and references to: [email protected] under Ref: "CC/NIA".     Job Title: Country Finance Manager Location: Maiduguri/Abuja Department: Finance Contract: Fixed term Duration 12 months Starting date: ASAP Position Details

• Under the authority of the Country Director and Finance Director in HQ, the Country Finance Manager (CFM) will be responsible for ACTED accounting and financial management in-country.
• The CFM ensures that national legislation is adhered to, and that the country specific standards are applied in ensuring efficient use of resources.

Accounting and treasury Management: Accounting management - supervise the accounting cycle for the mission:

• Ensure timely and accurate data entries in cashbook, bankbook and SAGA following the standard descriptions defined in ACTED’s Global Finance Procedure Manual;
• Verify and coordinate the monthly compilation accounts from each area;
• Supervise cash and bank balance checking process when closing the monthly accounts;
• Communicate accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in line with the monthly accounting schedule as per ACTED’s Finance Procedures;
• Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain an up-to-date filing follow-up: A8.01_Red Cell Game); Review on a random basis quality and compliance of documentation from areas when centralizing;
• Supervise the Yearly and Midyear Accounting Closures for both General and Analytical Accountancy aspects (V1 and V2).

Treasury management - ensure a controlled and smooth cash management:

• Ensure justified bank selection process, open/close bank accounts under the authority of the CEO;
• Oversee the management of bank accounts: control, follow and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorised visas; Report to HQ through the flows reporting tool A1_PRATIC;
• Supervise the management of safes and cash: available amount, balance checks, security instructions;
• Assess monthly cash-flow needs for projects and areas, fill and share the form A4.01_Cash Request on the 15th of each month;
• Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.);
• Make sure donors are invoiced on time and report it through the tool A4.04_ATROCE, comply with good practices described in the Money In Acted HOUse Plan (MIAHOU).

Commitment of expenditures, budget control, & Financial Management: Commitment of expenditure - guaranty budget availability and compliance to ACTED and donor’s procedures before releasing payments:

• Collect visas of authorised staff members, set-up commitment ceiling in local currencies, define methods and timescales for payment;
• Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures
• Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures:
  • In close coordination with the Country Logistics Manager (CLM) or equivalent, negotiate terms of contracts including payment schedule & taxes obligations; ensure that procurement procedures are adhered to; Follow-up commitments and payments through the tool A7.02_Contract Follow-Up (CFU); Ensure financial, compliance & budget control points during Purchase Committee meetings; review coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates; Check the receiver’s ability to endorse payment;
  • In close coordination with the Admin Team, ensure that staff contracts are in line with ACTED standard salary grid, available budgets and regulations; propose salary grids revisions based on benchmarks, national legislation and budget constraint; review and validate the payroll on the 25th of each month;
  • Validate partner’s accounting and documentation accuracy and compliance before payement.

Project budget follow-up, mission’s cost control, internal & external audits - anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner:

• Lead Budget Follow-Up (A7.01) and Allocation Tables (A5) consolidation process;
• Analyse/report gaps between planned budgets and actual expenses; comply to the flexibility rule;
• Anticipate financial risks, present budget updates and mitigation plans during FLAT meetings;
• Analyse and report monthly running costs, fleet and communication of each area (A6.01-04)
• Prevent and report any financial and operational loss (A6.01 ACT follow-up);
• Submit to HQ all the annexes of the internal financial follow-up reporting tool (TITANIC) by the 15th of each month;
• Follow-up Exit Forms for international staff and make sure they are sent to HQ once validated;
• Take the lead on external audit preparation in support to the country compliance teams if any; Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

Project financial cycle management: Develop project budgets and reports - ensure the financial feasibility of projects, respecting ACTED and donors’ rules and deadlines:

• Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints; Propose sufficient programme and support budgets including mission’s investment plans in close link with country coordination;
• Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, use of HQ cash-pooling system, etc.);
• Plan, consolidate, draft & crosscheck with Project Development Department (PDD) financial reports when required (ad’hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;
• Follow-up payments from donors and financial project close-out (contract liquidation).

Team leadership & other tasks:

• Update the organization chart and ToRs of the finance and administration departments (if applicable) according to the mission development;
• Oversee the team, plan & conduct finance staff recruitment's, undertake appraisals, follow career management, identify staff with potential and contribute to ACTED internal mobility policy; Ensure training and capacity building for finance team members of ACTED and Partners in order to increase the level of technical ability and skills;
• Actively promote strong & structured articulations with all teams (Logistics & PDD in particular); Represent ACTED with relevant finance & admin networks at country level;
• Improve information flows within the department and with other departments;
• Plan field monitoring missions;
• Perform any other related activities as assigned by immediate supervisor.

Qualifications

• Master's degree minimum in Finance or related area
• 3+ years of solid experience in financial management and monitoring systems, preferably of large development programs, possibly complemented by academic expertise
• Excellent financial and analytical skills
• Excellent communication and drafting skills for effective reporting on programme financial performance
• Ability to manage a financial/monitoring team and demonstrate leadership
• Ability to monitor and evaluate financial and monitoring skills of communities through capacity-building efforts
• Ability to operate in a cross-cultural environment requiring flexibility
• Familiarity with the aid system, and understanding of donor and governmental requirements;
• Prior knowledge of the region an asset
• Fluency in English required - ability to communicate in local languages an asset
• Ability to operate Microsoft Word, Excel and Project Management software

Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance.

Interested and qualified candidates should send their Applications including Cover Letters, CV's and References to: [email protected] under Ref: CFM/NIA.     Job Title: Area Coordinator Location: Maiduguri, Borno Department: Regional direction Contract: Fixed term Duration 12 months Starting date: ASAP Position profile Positioning:

• Context analysis: Ensure ACTED has an up-to-date understanding of the area’s socio-economic situation, trends, needs and gaps, and who does what and where (3W)
• Strategy Implementation: Take a lead role in implementing ACTED’s country program strategy in the area identifying strategic opportunities for expanding ACTED’s work in the area, and in particular:
  • Identify new opportunities and new sectors of intervention;
  • Consolidate and stabilizate programming;
  • Review the geographic and thematic footprint;
  • Ensure activities are relevant and meeting area/beneficiary needs;
  • Identify ACTED added-value;
  • Ensure humanitarian principals are adhered to;
  • Contribute to identifying new donors, private sector partners, national and international NGOs, think tanks, academia, etc. to work with in the area based on complementarity and added value;.
• Networking, positioning and general representation:
  • Participate in donor meetings at area level and communicate relevant information to the Country Director and other relevant staff;
  • Establish, maintain and improve active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at area level ensuring maximum visibility of ACTED
  • Establish, maintain, and improve active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities at area level
  • Ensure ACTED is represented in key clusters, working groups, NGO coordination bodies, etc. at area level
• Proposal development:
  • Lead assessment(s) at area level to ensure proposals are relevant
  • Support the Country Director and Project Development Department in proposal conceptualisation (problem statement, logframe) within the framework of the country, regional and global strategy
  • Contribute to budget design ensure budget needs at area level have been taken into consideration
• Advocacy: Contribute to drafting issues papers, advocacy notes, press releases on relevant humanitarian and development issues in the area of operation
• Promotion of ACTED network: Keep abreast with and contribute to ACTED’s global initiatives and global trends, in particular Impact (REACH, Agora), Convergences and Oxus

Management and Internal Coordination:

• Staff Management:
  • Ensure that all staff in the area understand and are able to perform their roles and responsibilities related to area operations and link with the capital Head of Departments
  • Promote team building, productivity and staff welfare
  • Mentor and support the team to build capacities, and improve efficiency and performance, and follow career management
  • Manage interpersonal conflicts among staff at area level
• Internal Coordination:
  • Facilitate interdepartmental communication and information sharing for a positive working environment
  • Ensure implementation of ACTED coordination mechanism at area level (WAM, MAR, FLAT meeting, etc.)

Project Implementation Follow-up:

• Project Implementation Tracking:
  • Supervise Project Managers in the area and provide support to project implementation through trouble shooting and eliminating blocking points
  • Monitor output achievement, cash burn rates and ensure a time completion of projects through review of PMFs, BFUs and project reports
  • Ensure that relevant project information are up-to-date and available for reporting purposes
  • Ensure coordination and complementarity amongst projects within the area of intervention
• Project Quality Control:
  • Ensure the application of a practical field based M&E system/plan for each project
  • Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources
  • Advise Project Managers to adapt projects according to monitoring and evaluation findings
  • Ensure beneficiary feedback mechanisms are in place
  • Ensure capitalisation of best practices and lessons learnt for projects in the area of operations.
• Partner Management:
  • Identify potential local partners in the area based on an assessment of complementarity and added value
  • Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirement

Flats Management:

• Finance Management:
  • Control project budgets at area level to avoid under/over spending
  • Ensure accurate budget forecasting and efficient cash flow management
  • Ensure timely and accurate area finance TITANIC reporting
• Logistics & IT Management:
  • Ensure timely procurement and adherence to rules of origin and nationality at area level
  • Ensure quality supply management at area level
  • Ensure proper asset management at area level and enforce asset investment policy
  • Ensure proper stock management at area level
  • Ensure proper IT systems, data back-up and protection from malware at area level
  • Ensure sufficient and reliable means of communication at area level
  • Ensure timely and accurate area logistics TITANIC reporting
• Administration and HR Management:
  • Ensure transparent and timely recruitment of national staff and contribute to international staff recruitment upon capital request
  • Proactively adapt the staffing structure to needs and funding
  • Ensure regular performance appraisal and career management for staff at area level
  • Ensure timely and accurate area HR TITANIC reporting
  • Ensure timely exit forms
• Transparency/Compliance Management:
  • Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures
  • Ensure that staff is aware of ACTED’s transparency and whistle blowing policy
• Security Management:
  • Analyse the security context at area level and in close collaboration with the Country Security Manager contribute to defining, analysing and evaluating risks
  • Engage with relevant key stakeholders at area level to ensure access and support of interventions
  • Address security and safety risks by implementing standard operating procedures defined for the area
  • Ensure the offices and houses conform to recommended security, health and safety standards
  • Ensure all staff in the area adhere to security procedures
  • Ensure security incidents at area level are promptly reported to the capital

Qualifications

• Master Level education in a relevant field such as International Relations or Development
• Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes
• At least four years of previous work experience in a high management position
• Proven capabilities in leadership and management required
• Excellent skills in written and spoken English
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• Knowledge of local language and/or regional experience an asset
• Ability to work well and punctually under pressure

Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance.

Interested and qualified candidates should send their Applications including Cover Letter, CV's and references to: [email protected] under Ref: AC/NIA.   Application Deadline 12th July, 2018.

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