Job Vacancies at ACTED Nigeria

You will be in charge of

Ensure the safety, security and integrity of ACTED staff, assets, premises and programs in country, in particular by constantly monitoring and anticipating security risk, by designing and enforcing context specific risk mitigation rules and procedures, by ensuring MOSS compliance in all ACTED premises, by preparing and updating contingency and evacuation plans and by providing all ACTED staff with appropriate security training.

DUTIES AND RESPONSIBILITIES

Department management

• Oversee the recruitment and selection of qualified national security field staff, recommend promotions, disciplinary action and termination of staff in consultation with the Country Director
• Supervise and mentor national security officers, focal points, guards and drivers
• Make frequent site visits to ACTED premises to carry out performance assessments and provide constant support to the security team
• Maintain open lines of communications with all field staff

Context & Risk analysis

• Develop and regularly update the country security profile (with regards to the socio-economic, political and/or military situation in country, the country criminality profile, the nature of ongoing conflicts or crises climatic & seismic hazards and health risks, )
• Follow-up on major country events and developments
• Analyse and locate key local stakeholders
• Develop security trend analysis
• Ensure internal incident tracking system is utilized properly: create an security incident database and perform incident mapping and analysis
• Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)
• Carry out security assessments of new ACTED areas of intervention or areas under Phase C

Develop and update Country Security Plans, SOPs and Contingency Plans

• Draft and regularly update the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ
• Recommend changes in the Country Security Plan to Country Director and HQ Security department
• Draft Standard Operating Procedures (SOPs) adapted to the local context
• Draft and regularly update evacuation and contingency plans in capital and support Area Coordinators in developing Area evacuation and contingency plans.
• Ensure preparedness to evacuation and contingencies (check contingency kits, first aid kits etc.).
• Design and drill a security communication tree (warden system), emergency radio network, and provisioning of emergency supplies for field personnel

Daily Security Management

• Coordinate and monitor security activities to ensure that safety and security policies and procedures are implemented
• Ensure that all field staff are fully cognizant of prevailing security threats and fully advised on means to reduce their vulnerability to those threats
• Monitor the security preparedness of country staff and enforce staff compliance with internal security rules and SOPs, ensuring they are communicated to all staff and understood
• Set up and control the implementation of mitigation measures and security rules according to the local context
• Ensure compliance with Minimum Operating Security Standards (MOSS) and develop action plans for security upgrade
• Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
• Ensure missions have adapted communication means, and ensure maintenance to support the Logistic team in Country. Ensure constant update of the emergency contact list and timely issuance of ID cards.
• Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, ensure a good fleet maintenance, and set movement rules which are adapted to the local context to support the Logistic team in Country. Ensure operational follow-up of movements.
• Ensure logistics follow a servicing and maintenance schedule for vehicles
• Spearhead security assessment missions prior to ACTED staff deployment to a new area and ensure minimum security standards are in place before their installation.
• Support and participate to assessment mission in phase C or D area

Crisis management

• Adapt crisis management protocols to the local situation
• Act as a key member of the Crisis Management Team so that safety policies and procedures are implemented

Reporting

• Ensure weekly/monthly security reports are completed and sent to HQ, providing timely updates of all situational and security developments including investigation of security incidents
• Produce real-time incidents report (using Form SEC-03)
• Send updated TITANIC on a monthly basis to the Country Director and HQ Security Department.

Training and briefing

• Conduct security briefing for each new international staff arriving in country.
• Design security training modules for Country Director’s approval and HQ endorsement.
• Determine training needs for the security staff
• Train national staff to increase their awareness and sense of responsibilities
• Conduct any staff security training that is warranted (HEAT, training to drivers and guards, evacuation drills, fire safety etc.).
• Carry out investigations and capture lessons learned to be incorporated into future staff trainings

Develop and maintain a security network

• Actively participate in Weekly and Monthly Coordination Meetings
• Create an information network in the country, identifying key informants
• Build strong professional relationships with UN agencies, local authorities, other NGO’s (local and international), and all relevant stakeholders

Ensure external representation

Attend security coordination meetings and update Country Director and HQ on current security issues

Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the ACTED Code of Conduct, values and policies with regard to internal and external stakeholders

Expected skills and qualifications

• At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;
• Extensive experience in security management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage both international and national staff Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Willingness to work and live in often remote areas under basic conditions;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English
• Knowledge of local language and/or regional experience highly desirable

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

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You will be in charge of

1. 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 implemeting ACTED’s coutry 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

2. 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.)

3. 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 requirements

4. 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

Expected skills and qualifications

• University education in a relevant field such as international development, emergency operations, humanitarian programming, technical degree in camp management, or the like
• Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes
• Base management skills preferred
• At least four years relevant work experience, preferably including camp settings
• Proven capabilities in leadership and management required
• Ability to work well and punctually under pressure
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• Ability to work well and punctually under pressure
• Knowledge of local language and/or regional experience an asset

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

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You will be in charge of

1.Supply chain management

• Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.
• For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines.
• Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.
• Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion; the Senior CLM is in particular arranging Procurement Committee sessions.
• Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.

• Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.

• Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country

• Identify & settle warehouses/storage space based on needs.

• Ensure goods transportation means are secured as per needs.

• Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.

• Maintain a regular information across teams about stock levels & expected lead-times.

• Manage periodic inventories, stock clearance and investigations over discrepancies.

2.Transversal logistical management

• Fleet & transportation: Deploy efficient transportation means across the country
• Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.
• Maintain efficient monthly, weekly & daily planning & movements follow-up tools.
• Identify reliable external transportation companies.
• Control & optimize fleet costs.
• Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).
• Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff.

• Organize regular drivers training and refreshers.

• Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements.

• Asset: Deploy an efficient asset allocation & maintenance plan across the country

• Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;

• Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.

• Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.

• Manage asset maintenance plans, control & optimize related costs.

• Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);

• Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.

• Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach

• Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.

• Coordinate monthly inventories of other goods.

• Ensure that security & safety guidelines are applied in premises.

• *Communications & IT management:** Deploy an efficient IT plan across the country based on ACTED global standards.

• Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

• Control & optimize communication & IT costs.

• Ensure administrative requirements are met toward local authorities for communication means in use.

• Ensure monthly data back-up (server, computers local data, emails, etc.).

• Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.

• Organize IT staff regular training & refreshers.

3.Compliance & transparency

• Ensure ACTED logistics manual is applied across the country and 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.
• Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.
• Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.
• Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. across 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.
• Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.

4.Leadership

• Update the organigram of the logistics department according to the mission development;
• Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;
• Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).
• Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.
• Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)
• Actively participate in country level coordination meetings by reporting on progress, and risks.
• Contribute to donor proposals, budgets and reports.
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Expected skills and qualifications

• At least 2-3 years of working experience in insecure environments
• Extensive experience in logistics and/or security management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage both international and national staff
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English

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