Jobs

Current Vacancies at the Agency for Technical Cooperation and Development, 10th January, 2019

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Agency for Technical Cooperation and Development (ACTED) - 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 seek to apply suitable candidate for the position below:     Job Title: Finance Intern Location: Maiduguri, Borno Job Type: Internship Duration: 6 Months Background 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 4,600 national staff 400 international staff, ACTED is active in 37 countries and implements more than 500 projects a year reaching over 14 million beneficiaries. ACTED Nigeria Present in Nigeria since 2017, ACTED teams are supporting displaced and conflict-affected populations in the North-East of the country, around Maiduguri, with a coordination office based in Abuja. The NGO provides emergency assistance to the most vulnerable populations through a variety of activities, such as building emergency shelters, distributing non-food items, assisting in the management of camps for displaced persons or providing logistical support as well as information management services to the humanitarian community. Responsibilities Contribute to ACTED Compliance and Accountability:

• Provide support to the Finance Officer on controlling the compliance of the ACTED documentation by checking the accuracy, exhaustiveness and consistency of the information contained in these documents in line with ACTED and donors’ procedures for both capital and field expenses (scope to be determined by the CFM/CD); and provide discrepancies’ consolidated reports to the Country Finance Manager.
• Support the Finance Officer in checking partners’ financial transactions and ensure correct allocations to respective budget lines through a check list; upon request, travel to the field and physically conduct a random sample of partners’ vouchers and ensure the financial transactions meet donor requirements
• Suggest update and improvement of ACTED’s procedures in link with the CFM;
• Support to external audits preparation.

Control of Monthly Internal Reporting Tools:

• Accounting (PRATIC) review – between the 10th and the 15th
• Check that:
  • the financial flows are lettered on a monthly basis in SAGA
  • flows cross-countries (including HQ) are well cross-referenced before local salaries payments
  • the Monthly InforEuro exchange rate table with the exchange rates entered in SAGA
• Finance TITANIC review – between the 10th and the 15th:
  • Crosscheck SAGA and Allocation Tables: in case of discrepancies, send a list of corrections to be validated by the CFM for the Finance Officer to correct data in SAGA or Allocation Tables;
  • Crosscheck the Allocation Tables and the monthly forecasts in the Budget Follow Ups (BFUs): in case of discrepancies, send a list of corrections to be validated by the CFM for the Finance Officer;
  • Crosscheck the consistency of data between SAGA, BFUs, CFU and DFU;
  • Crosscheck the Red Cell Game with the physical vouchers received at Country Office Level;
  • Crosscheck the Cofounding Follow-Up is in line with the BFUs (including a cofounding section);
  • Review the monthly ATROCE: general information, template, projects data, amounts reported and instalments received (both at field and HQ level)
  • Fill the TITANIC follow-up
• Cost Control – between the 10th and the 15th:
  • Detect possible variances on the Monthly Running Cost Follow-Up and inform CFM accordingly (through a memo);
  • Upon request of the CFM, conduct market surveys;
  • Prepare a monthly Finance Control Report
• HR TITANIC – between the 25th and the 30th:
  • Cross-check the consistency of the analytical allocation between the Allocation Tables, the Staff Data base and the HR TITANIC.

Provide Support to the Daily Tasks:

• Preparation of Budgets
• Draft of Financial Sheets
• Preparation of Financial Reports
• Midyear and Annual Accounting Closure
• Archiving

Expected Skills and Qualifications

• M.Sc in Administration, Business Management or equivalent.
• Finance and accounting skills required
• Willingness to undertake serious responsibility and manage stress efficiently
• Excellent communication skills, including advanced written and oral English

Conditions

• Status: Volunteer
• Living allowance of 300 USD
• Lodging and food provided in the ACTED Guesthouse
• Flights tickets in and out + Visa taken in charge by ACTED
• Provision of medical and repatriation insurances.

    Job Title: Project Development Intern Job Ref.: PDI/NIA Location: Maiduguri Job Responsibilities You will be in charge of: Grant Management:

• Contract follow-up
• Communicate contractual obligations in particular with regards to reporting deadlines to 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.
• Address ad hoc requests from donors in liaison with the CD, Programme and support teams.
• Partner Follow-up
• Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

Internal Coordination:

• 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
• Send meeting minutes in a timely manner to HQ;
• Inform ACTED HQ GMU and finance of 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,

Fundraising:

• External relations
• Update regularly a directory of donors, international and local NGOs, other partners and stakeholders;
• Contribute when required to the reporting to national and local authorities as required by ACTED registration/legal status in country;
• In the absence of Technical Coordinators, participate in key clusters and/or working group meetings;
• Contribution to proposal development
• Contribute when required to the development of fundraising documents (Expression of Interests/concept notes/proposals) in line with ACTED country strategy and donor requirements and in close collaboration with ACTED HQ GMU (Grant Management Unit) and finance;
• Liaise with Area Coordinators, Project Managers and Technical Coordinators to ensurethat proposals are relevant and technically sound;
• Incorporate learning from previous interventions (e.g. lessons learnt and best practices) into new proposals,
• 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

Expected Skills and Qualifications

• Postgraduate diploma in International Relations/Political Sciences
• Previous related work experience, w/knowledge of proposal writing and donor relations
• Ability to work efficiently under pressure
• Ability to work in an unstable security environment moving
• Willingness to work and live in often remote areas under basic conditions

Conditions

• Status: volunteer
• Living allowance of 300 USD Monthly
• Lodging and food provided in the ACTED Guesthouse
• Flights tickets in and out + Visa taken in charge by ACTED
• Provision of medical and repatriation insurances

    Job Title: Project Manager Distribution Job Ref.: PMD/NIA Location: Maiduguri Job Responsibilities You will be in charge of: Project Planning:

• Develop overall project implementation strategy, systems, approaches, tools, and materials
• Organize project kick-off and close-out meetings
• 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 manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementation
• Organize regular project coordination meetings with project team
• Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan
• Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts
• Ensure that the project is implemented in accordance with relevant ACTED technical guidelines and standards
• Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation
• Regular update the work plan, output tracker, PMF and other documents relevant for effective project management

Administration and Operational Management of Project Implementation:

• Finance:
  • Review the BFU(s) and provide accurate forecasts with BOQs
  • Forecast monthly cash requirements of the project and submit to AC
• Logistics:
  • Contribute to the development of Procurement plans
  • Send accurate and precise order forms in a timely manner
  • Contribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenario
  • Confirm quality of material selection if and when applicable
  • Ensure a proper management and use of the project assets and stocks
  • Plan team movements based on available fleet and applicable policies
• Administration/HR:
  • Participate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews etc)
  • Ensure that project staff understand and are able to perform their roles and responsibilities
  • Follow-up the work plans and day-to-day activities of the project staff
  • Manage the project staff in cooperation with Area Coordinators
  • Ensure a positive working environment and good team dynamics
  • Undertake regular appraisals of staff and follow career management
  • Manage interpersonal conflicts
  • Ensure capacity building among staff in relevant sectors
• Transparency:
  • Ensure project records and documents (Flat files, beneficiary list, donation certificates, attendance sheets etc) are adequately prepared, compiled and filed according to ACTED procedures
  • Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures
• Security:
  • Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly
  • In cooperation with the relevant Security Officer, monitor the local security situation and inform the Country Director or Area Coordinator and Country or Area Security Officer of developments through regular written reports;
  • Contribute to the updating of the security guidelines in the project area of intervention;

External Relations:

• Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation
• Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner
• Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication
• Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others

Quality Control:

• Assess the activities undertaken and ensure efficient use of resources;
• Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities
• Ensure lessons learned are documented, shared and reflected in project planning and decision making
• Advise on, and assist with, project reviews conducted by AMEU
• Ensure quality control, analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project development
• Identify and analyse gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to the N+1

Reporting:

• Provide regular and timely updates on progress and challenges to supervisors and other team members
• Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.
• Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided

Expected Skills and Qualifications

• Master Level education in a relevant field such as International Relations or Development
• Extensive project management experience in emergency and/or development
• Proven capabilities in leadership and management required (large team)
• Perfect verbal and written communication skills in English
• 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 depending on education level, expertise, security level and experience
• Living allowance of 300 USD
• Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
• Flight tickets in and out + Visa taken in charge by ACTED
• Provision of medical and repatriation insurances

    How to Apply Interested and qualified candidates should send their Applications by email to: [email protected] using Job Ref as the subject of the mail.   Application Deadline 9th February, 2019.

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