Job Opportunities at ACTED

OBJECTIVE

• To coordinate the joint response of various actors operating within camps.
• Anticipate and mitigate risks in implementation and ensure ACTED project(s) in the camps are run in a cost-efficient manner, in compliance with ACTED’s and donors’ procedures and legal requirements.

DUTIES AND RESPONSIBILITIES

Camp Coordination and Management
1.1. Planning and Strategy Development

• Ensure collaboration with the relevant CCCM actors in the planning, development of sites, ensuring that site designs support protection and assistance of men, women, boys and girls;
• Ensure regular site needs assessment and gap analysis are conducted with all CCCM stakeholders in the camps;
• Map and track “who is doing what, where, when”;
• Map out the operational requirements for the response within displacement sites, and identify and establish (where necessary) standards and guidelines that facilitate interoperability to ensure that activities are carried out;
•  Develop and update agreed response strategies for the camps, including “exit”/transition strategy for site closures and action plans for the cluster and ensuring that these are adequately reflected in overall country strategies, such as the Consolidated Appeal Process (CAP) and Response Plans;
• Support Camp Managers to conduct contingency planning based on worst-case and most likely scenarios in terms of population movements;
• Support the development and maintenance of a coherent CCCM strategy across the camps.

1.2. Technical CCCM Leadership

• Promote harmonization of approaches and methodologies across the different camp sites by developing and monitoring use of common tools (in close coordination with the CCCM Cluster), as well as creating opportunities for experience sharing and learning;
• Adapt relevant policies, guidelines and technical standards to the context of the crisi ;
• Ensure that the responses is in line with existing policy guidance, technical standards and relevant government human rights legal obligations;
• Provide technical support and capacity building to Camp Managers and other CCCM staff on a regular basis;
• Disseminate CCCM tools, research, best practices and lessons learned internally and externally through publications, networks, working groups, events, and conferences;
• Brief Camp Managers about main CCCM issues, and updating them on a regular basis;

1.3. Protection

• Facilitate the provision of security and law enforcement by the national/local authorities and other relevant actors such as civilian police components of peacekeeping missions, as well as through the establishment of site watch teams (if necessary in cooperation with the national sector lead for protection) in the camps;
• Organize and facilitate the participation of the affected population in site governance and community mobilization, with particular emphasis on women’s decision-making role and on persons with specific needs (such as the elderly and the physically-challenged);

1.4. National/local authorities, State institutions, local civil society and other relevant actors

• Establish appropriate links with national and local authorities, State institutions, local civil society and other relevant actors (e.g. peacekeeping forces) to maintain appropriate coordination and information exchange with them;
• Promote the capacity building of relevant authorities, where deemed necessary;

1.5. Coordination

• Establish appropriate links with national and local authorities, State institutions, local civil society and other relevant actors (e.g. peacekeeping forces) to maintain appropriate coordination and information exchange with them;
• Promote the capacity building of relevant authorities, where deemed necessary.

2. Administrative and Operational Management of CCCM Project Implementation
2.1. Finance

• Review the BFU(s) to avoid under/over spending
• Ensure accurate budget forecasting and expense planning

2.2. Logistics

• Contribute to the development of project procurement plans
• Contribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenario
• Ensure timely procurement and adherence to rules of origin and nationality

2.3. Administration/HR

• Participate in the transparent and timely recruitment of project staff (developing organigrams, ToRs, elaborating recruitment tests)
• Proactively support Camp Managers and Area Coordinators to adapt the project staffing structure to needs and funding
• Ensure regular performance appraisal and career management of project teams
• Ensure a positive working environment and good team dynamics
• Manage interpersonal conflicts
• fEnsure capacity building among project staff

2.4. Transparency/Compliance

• Ensure project records and documents (FLAT files, beneficiary lists, donation certificates, attendance sheets etc.) are adequately prepared, compiled and filed according to ACTED procedures
• Ensure staff awareness and respect of ACTED’s code of conduct and FLATS procedures

2.5. Security

• Together with the Security focal points, assess risks in the areas of project implementation and develop context specific MOSS and SOPs
• Ensure that project teams are aware of security threats and follow ACTED security policies, MOSS and SOPs accordingly

2.6. Implementing Partners (if any)

• Support the FLATS team and Camp Managers to ensure adherence to ACTED’s policies and procedure, arranging training and induction as required
• Ensure that all budgetary issues between ACTED and partners are addressed and that mutually beneficial solutions are agreed upon in a timely manner
• In collaboration with the FLATS team, review due diligence of partners or conduct new due diligence and develop appropriate time bound organisational development workplans
•  Oversee the development of capacity building framework and action plans with full participation of partners
•  Ensure partners provide all project documents required by ACTED and its donors in a timely manner and according to ACTED standards.

Expected skills and qualifications

• Experience of Camp Coordination / Camp Management
• Experience working in a volatile environment
• Demonstrated ability to manage
• Strong analytical capacity
• Significant experience in finance and logistics
• Computer knowledge is a must (Excel, Word …etc.)
• Ability to work under stressful conditions

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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Lead on the successful implementation of the Urban DRR project in Maiduguri

• Develop the overall project implementation strategy, systems, approaches, tools, and materials for ACTED’s Urban DRR project in Maiduguri.
• Directly lead on the implementation of capacity building activities, to strengthen the skills of state and local authorities to effectively plan for and respond to emergencies in urban Maiduguri using an Area-Based Approach.
• Organise participatory workshops in Maiduguri, on area-based hazard identification and mapping in an urban context, to develop Participatory Disaster Risk Maps, and on area-based disaster preparedness.
• Design and coordinate technical trainings for state and local authority personnel on improved urban disaster response, using an Area-Based Approach.
• Organise and run simulation drills for emergency responders.
• Conduct technical trainings on emergency response resource planning and budget allocation.
• Support and oversee the Senior Coordination & Liaison Officer in developing a stakeholder map, to identify the key individuals and structures with whom to engage during the Urban DRR project.
• Support the Senior Coordination & Liaison Officer to establish area-based disaster coordination forums, led by State and Municipal authorities, at city-level and neighbourhood-level in the selected locations of Maiduguri, and ensure these are functional, relevant, and effective.
• Review budget spending and forecasting, and progress against programmatic targets at least once a month, to ensure that the project implementation is on time, target and budget, using effective M&E systems.
• Regularly update the Urban DRR project work plan, output tracker, PMF and other documents as required, for effective project management.

Administrative and Operational Management of the Urban DRR Project
Finance

• Review the Budget Follow-Up tool for the Urban DRR project, and provide accurate forecasts of upcoming costs based on procurements and activities, to support the smooth financial management of the project.
• Forecast monthly cash requirements of the project and submit to AC, to ensure the project has sufficient access to cash as and when required.

Logistics

• Contribute to the development of Procurement plans.
• Send accurate and precise order forms in a timely manner, to ensure the logistics department is able to conduct efficient and timely procurements to support the Urban DRR project.
• Contribute to quality checks and procurement committees to finalise suppliers’ selection for Urban DRR project procurements, to ensure the project equipment is of the appropriate quality and specification
• Ensure a proper management and use of the project assets and stocks.
• Coordinate with the Fleet Assistant to plan team movements.

Administration/HR

• Directly line-manage the Senior Coordination and Liaison Officer, ensure that they understand and are able to perform their roles and responsibilities. Follow-up on their work plan and day-to-day activities.

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 Urban DRR 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 and Country Security Manager of developments through regular written reports.

External Relations

• Work closely with the Senior Coordination & Liaison Officer to cultivate and maintain positive working relationships with the relevant Municipal, State, and Federal-level authorities in Maiduguri.
• Cultivate good relations with key humanitarian, development, and peace actors working in Maiduguri, to increase buy-in for the project’s coordination structures and disaster preparedness activities.
• Attend relevant meetings with government and humanitarian partners in Maiduguri, to represent ACTED and the Urban DRR project.
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner.
• Where relevant, liaise with the donor 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.
• Ensure lessons learned are documented, shared and reflected in project planning and decision making, and provide relevant feedback for new project development.
• Advise on, and assist with, project reviews conducted by ACTED’s Assessment, Monitoring, and Evaluation Unit (AMEU).

Reporting

• Provide regular and timely updates on progress and challenges to the AC and CD, as required.
• 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
• Project management experience in emergency and/or development
• 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

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Internal Audit management

Implement the approved national internal audit plan: conduct and supervise internal audit missions through a risk management approach

• Audit Plan: Draft, implement and update the country audit plan (including IP Due diligences);
• Conduct country Internal audit missions: plan, organize and conduct country/area audit missions according to the Country Audit Plan and the ACTED internal audit methodology;
• Review and approve the country/area internal audit missions conducted by the area / country audit and compliance team;
• Contribute in managing Implementing Partners relationship on compliance and audit aspects such as due diligences, mitigation plan follow-up;
• Suggest measures for mitigating such risks to the CD, discuss the main findings and recommendations with the CD during the mission; draft an action plan (AUD-04B) to be discussed with the CD during the debriefing session;
• Audit report: send the audit reports (AUD-04A) after regional and/or HQ approval;
• Ensure the recommendation follow-up and actively participate in their implementation.

Control the implementation of the ACTED standard guidelines and FLAT System at the capital, area and partner’s levels

• Control the monthly flow of documentation from the Areas and Partners to the Capital office; Review documentation compliance level on a random basis ;
• Supervise the National Compliance Officer in compiling, filing and checking all project related financial, logistics, administrative, HR, and programme information (including documentation from the areas and the partners) in the designated project Compliance FLATS folder on a monthly basis (FLA 01 and FLA 03);
• Support the Compliance Team in identifying the compliance issues by filling the compliance checklists (FLA 02);
• Link with the other departments, share the compliance issues identified and the action plan to mitigate the risk. Ensure the follow-up of the action plan (AUD 04B).
• Issue and/or review the Monthly Compliance Report (FLA 04) and the Audit TITANIC drafted by the Compliance Officer, obtain the Country Director review and approval and send it to HQ and Regional audit teams.

Control the compliance with country rules and regulations

• Support upon request the Country Director and/or the HQ Audit Director in litigation cases (staff, suppliers, etc.) follow-up;
• National and local legislation follow-up: in link with the Country Finance Manager and the Country Director, make sure that the national and local legislation is well followed (tax exemption, social security, labour law etc.);
• Tax/VAT exemption follow-up: in link with the Country Finance Manager and the Country Director, make sure that ACTED complies with tax laws and that tax/VAT exemptions are requested in a timely manner.

Provide support to mitigate the high risks identified

• Provide technical support to the Finance, Logistics, Admin, Audit and Programme departments and participate to the action plan implementation to mitigate the risks identified in 1.1, 1.2 and 1.3 upon request of the Country Director and / or the HQ Audit, Legal and Transparency Director.

2. External audit : ensure the external audit and the due diligences preparation and follow up

• Ensure the preparation of external audits and due diligences in close collaboration with the HQ Audit Department, the Country Finance Manager and the Country Director;
• Review and approve the draft of the External Audit preparation (AUD-01) and ensure the update of Project, FLAT & External Audit Follow-up (AUD-00) by the Compliance Officer;
• Train the implementing partners / country/area staff to the external audit preparation;
• Contribute, in line with the Country Finance Manager in managing external audit preparation related to Implementing Partners expenses.
• In close relation with the Country Director and the Country Finance Manager, facilitate and coordinate the audit, organize the kick off and close out meetings of each external audit;
• Draft ACTED Management responses to the audit report, to be approved by the Country Finance Manager and the Country Director first and then by the HQ Audit Department. Follow-up the reception of the signed audit report;
• Ensure the update of the External Audit Recommendations follow up (AUD-02) and ensure implementation of the recommendations from external audits;
• When relevant to a project or mission registration, provide technical support to select external audit companies.

3. Training sessions / lessons learn / best practices

Capacity building and Training

• Provide practical training on specific areas of ACTED procedures;
• Coach, train, and mentor Compliance staff in the country.

Lessons learn

• Contribute to proactive dissemination and use of knowledge gained through audit activities (internal and external audits) among international and national staff;
• Participate in kick-off /closure meetings to share lesson learnt from previous audit and highlight donor guidelines.

Process improvement

• Reinforce current procedures and the quality of ACTED internal control, based on international best practices, donors’ requirements and results of internal & external audits;
• Upon request from the Audit Director, participate to the drafting of specific policies.

4. Transparency/Compliance Management

• Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures, ACTED Code of Conduct and ACTED Anti-Fraud Policy;
• Upon request of the Country Director and/or the Audit Director, coordinate Fraud cases investigations;
• Ensure the Fraud Register (FRA-04) is well maintained and updated;
• Actively promote ACTED’s anti-fraud and whistle blowing policy within all ACTED offices in country.

5. Team Leadership

• Update the organization chart and ToRs of the Compliance team according to the mission development;
• Plan & conduct Audit and Compliance recruitments & appraisals; train & build capacities of the Compliance staff in country; identify staff with potential, and contribute to internal mobility strategy;
• Ensure training and capacity building for the Compliance team members in order to increase the level of technical ability and skills within the department
• Actively participate in country level coordination meetings by reporting on progress, and risks.

6. Other

• Provide regular and timely updates on progress and challenges to coordination and other team members;
• Warn the Country Director and HQ in case some major problems arise with a potential financial or reputational impact on the mission.
• Perform any other related activities as assigned by immediate supervisor.

Expected skills and qualifications

• Postgraduate diploma in Finance/ Audit or International
• Relations 1-2 years previous work experience in a relevant position
• Experience in Finance, Logistics, Administration
• Proven capabilities in leadership and management are better
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• Ability to work well and under pressure
• Excellent english level, written and spoken (daily contact with the field’s teams)

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