Job Vacancies at ACTED Nigeria

Reference ID: CLM / NIA
Employment Type: Fixed term - 12 months - ASAP

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

• 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.

Remuneration and Benefits

• 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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Reference ID: PDM/NIA
Employment Type: Fixed term - 12 months - ASAP

You Will Be In Charge Of
1.) Positioning and Fundraising:

Context Analysis:

• Analyse the country’s socio-economic situation, (donor) trends, needs and gaps
• Regularly conduct stakeholder analysis, in particular who does what and where (3W)
• Alert the Country Director of gaps and emerging needs in order to trigger assessments in a timely manner

Strategy Development:

• Contribute to the development of a country programme strategy in alignment with ACTED global/regional strategy
• Assist the CD in identifying strategic opportunities for expanding ACTED’s work in the country

External Relations:

• Maintain active and regular working relationships with donors and act as point of contact for all donor communication, including the coordination of donor visits in the field
• Maintain active and regular working relationships with other NGOs, UN agencies, clusters, working groups, Alliance2015, consortia and academia
• Ensure the establishment and regular update of a directory of donors, international and local NGOs, other partners and stakeholders
• Lead the reporting to national and local authorities as required by ACTED registration/legal status in country
• In the absence of Technical Coordinators, represent ACTED in key clusters, working groups, HCT and (I)NGO coordination bodies

Fundraising and Proposal Development:

• Identify funding opportunities;
• Identify new donors for diversifying ACTED donors’ portfolio including private companies and private foundations
• Contribute to the identification of potential relevant international and/or local partners (private sector partners, national and international NGOs, think tanks, academia, etc.) to be included in proposals
• Update on a monthly basis the Donor Follow Up (DFU) which documents latest negotiations and proposal possibilities with donor
• Liaise with AMEU to contribute to the ToRs of assessments to be conducted for proposal development and ensure their input in the logframe development (in particular the formulation of SMART indicators);
• Oversee 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 ensure that proposals are relevant and technically sound
• Ensure that learning from previous projects (e.g. lessons learnt and best practices) is incorporated into new proposals
• Ensure the involvement of FLATS teams in the development of fundraising documents, particularly finance for the budget and logistics in case of specific donor procurement rules.

Contracting:

• Support the Country Director in negotiating proposals and/or contracts with donors
• Address 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.

2.) Grant Management:
Contract Follow-up:

• Ensure that contractual obligations (including visibility requirements) and reporting
• 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:

• Ensure project kick-off and close out meetings are conducted for each project
• Oversee the development of 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
• Liaise with FLATS teams when preparing reports, esp. with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
• 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
• Update monthly 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 to develop and sign relevant grant agreements in close coordination with ACTED HQ GMU and finance;
• Ensure all potential partners have a clear understanding of what is expected in terms of reporting so as to comply with ACTED and donor requirements and regulations;
• Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

3.) Management and Internal Coordination:
Staff Management:

• Ensure that staff in the department understands and is able to perform its roles and responsibilities;
• Manage a team of Project Development Officers, Interns and Assistants delineating their responsibilities and follow-up the work plans and day-to-day activities;
• Ensure a positive working environment and good team dynamics;
• Manage interpersonal conflicts between departmental staff members;
• Undertake regular appraisals of staff and follow career management;
• Identify the PDD training needs, discuss plans with the coordination and HR for both internal and external trainings, and implement them according to PDD strategic and operational priorities;
• Coach, train, and mentor the PDD team with the aim of strengthening their technical capacity, exchanging knowledge within the PDD team and providing professional development guidance.

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 ensuring implementation of ACTED coordination mechanisms (WAM, MCM) and dissemination to relevant staff;
• Ensure these meeting minutes are sent monthly to HQ;
• Ensure regular and clear communication with ACTED HQ GMU and finance to keep it updated about latest development, so that GMU can best advice you ahead of a task.

Filing:

• Implement a filing system end ensure the proper filing of contractual project documents both in hard and soft copies;
• Together with AMEU, set up a Resource Centre at the office regularly updated with appropriate and relevant external and internal resources.

4.) External Communication:

• Oversee the PDD’s contributions to ACTED’s 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 continuum of PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring ACTED in the media;
• Manage ACTED’s in country communication activities including media visits, photographer’s mission, videos, etc.;
• Oversee 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;
• Follow, contribute to, draft and disseminate position papers, statements, reports and releases on ACTED’s engagements and humanitarian advocacy, in line with ACTED’s in country and global strategy as well as positioning, in close collaboration with the country director as well as HQ communication and programme departments.

Expected Skills and Qualifications

• Post-graduate Diploma in International Development and (or) relevant Master’s level Degree (Anthropology, Development Studies, Humanitarian Aid, Sociology)
• 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.

Remuneration and Benefits

• 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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Reference ID: FLATO/NIA
Employment Type: Fixed term - 6 months - ASAP

You Will Be In Charge Of
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.

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.

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.

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.

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.

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 Audit, Finance, International Relations, Law or in relation with the position.
• 1 - 2 years of previous work experience in Audit (external and/or internal), Finance, Logistics, Administration or Law.
• Strong negotiation and interpersonal skills, and organizational terms
• Demonstrate flexibility, dynamism and autonomy.
• Ability to work well and under pressure.
• Excellent communication and writing skills in English.
• Experience in management and training is a plus.

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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Ref: AC/NIA
Employment Type: Fixed term | 12 months | ASAP

Description
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 likes
• 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. Accounting and treasury Management

1.1 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).

1.2 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).

2. Commitment of expenditures, budget control, & Financial Management

2.1 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:
• 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.

2.2 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.

3. Project financial cycle management

3.1 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).

4. 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 recruitments, 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.

Expected skills and qualifications

• Master 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
• Ability to operate Microsoft Word, Excel and Project Management software

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