Jobs at the Agency for Technical Cooperation and Development (ACTED)

Location: Maiduguri
Start Date: May 2017
Contract Duration: 6 months with a possibility for extension

Job Summary

• In light of the displacement in the north eastern part of Nigeria, ACTED has set up an office in Maiduguri to respond to the humanitarian needs. ACTED is therefore looking for qualified staff to support our mission based in Maiduguri.

General Objectives

• The Finance Officer will be responsible of the following tasks:
• Respect existing financial procedures and send all accounting documents to the Capital Office
• Ensure the proper allocation of each expense to the corresponding project
• Ensure that the finance Assistant(s) are filling the Manual Cash Book and properly carrying out their tasks
• Upload in the NGO accountancy program SAGA all the base accountancy on a weekly basis and check it on a monthly basis before sending it to the Capital Office on the 5th of each month
• Supervise the weekly and monthly cash reconciliations and the monthly bank reconciliation
• Supervise the relation with the bank(s)
• Sent a weekly cash request to the Capital Office and liaise with Program teams and Logistics to prepare a Base Monthly Cash Request to be sent to the Capital Office
• Update the Contract Follow-Up each time a new contract is signed and each time a payment relative to a contract is done. Send the Contract Follow-Up to the Capital Office on the 5th of each month
• Follow-up financial indicators of ACTED’s projects
• Help the Country Office to have a clear vision of the base’s financial situation
• Help the Area Coordination/Country Director to have a clear vision of the area’s financial situation

Key Responsibilities
The Finance Officer is responsible for accountancy. This will include the following:
Budget Control:

• Check and control the base accountancy
• Follow up on financial and accountancy procedures of ACTED Nigeria
• Ensure efficient flow of financial and accountancy information to Country Finance
• Financial accountability of projects

Cost Control:

• Ensure that all resources of the base are allocated on the related projects
• Ensure that the running cost of the base is respecting standard norms
• Internal Control:
• FLAT Management at the base level
• Responsible for procurement documentation

Qualifications Required

• B.A/M.A or equivalent Degree required
• Ability to work as a member of the team
• At least 1 year experience in an Accounting Department preferably in an NGO
• Willingness to be flexible and respond in a timely manner to support colleague when need arise
• Good IT skills and confidence in Excel and Word
• Attention to detail and accuracy
• Good in oral and written English

Remuneration

• ACTED offers a competitive salary based on its Nigerian salary grid.

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Start Date: May 2017
Contract Duration: 6 months with a possibility for extension

Project Summary

• In light of the displacement in the north eastern part of Nigeria, ACTED has set up an office in Maiduguri to respond to the humanitarian needs. ACTED is therefore looking for qualified staff to support our mission based in Maiduguri.

General Objectives
The cashier will be responsible for the following tasks:
Accounting:

• Responsible for Advance follow up and procedure compliance at Maiduguri level
• Responsible for Excel Book entries according to ACTED Standard entry grid

Cash:

• Responsible for Cash Counts

Payment Procedure:

• Responsible for payment execution at Maiduguri Level (under the supervision of the Finance Officer).

Filling:

• Responsible for 1st level of check of Maiduguri Voucher (monthly basis)
• Responsible for filing and photocopying all finance documents at the Area Level.
• Perform other relevant duties

Qualifications/Skills Required

• A Diploma in Business Administration-Accounting or Finance option
• Previous experience as a cashier or accountant desirable
• Knowledge or experience working for an NGO will be considered an advantage;
• A quick learner, Committed and attentive to details
• Strong team player of high integrity and ability to meet strict deadlines.
• Good knowledge of excel and word.

Remuneration
ACTED offers a competitive salary based on its Nigerian salary grid.

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Responsibilities

Administration/Liaison

• Draft/prepare all administrative letters in Area level;
• Prepare all Administrative Documents such as internal notes, regulation, memos etc;
• Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level;
• Ensure compliance of ACTED to legal requirements of the area of intervention;
• Management of ACTED premises lease & ensure contract are updated and renewed for each premises;
• Manage the guests in GH and set regular follow up/management regarding payment with Finance.
• Human Resources Management
• National Staff:
• Management of national staff;
• Management of public holidays & keeping informed all bases/staff (national/International).
• Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;
• Ensure all staff (national & international) have comprehensive ToRs;
• Follow up of staff appraisal form with relevant department managers;
• Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
• Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)
• International Staff:
• Manage the presence of ACTED International staff in Area GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc)
• Supervise the work of Cook/Cleaners in Office and GH;
• Titanic Follow up

Titanic Monthly Report Follow up:

• Staff list/Staff Changes report to be sent to Capital HR dept. not later than 20th of each month;
• Staff Costs report to be sent to Capital HR dept. not later than 25th of each month
• Titanic report consolidation/approved reports to be received from Capital HR dept. for salary payment not later than 28th of each month;
• Titanic report signed hard copy & Titanic support documents to be sent to Capital HR dept. not later than 1st week of N+ month;
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;

ACTED offers a competitive salary based on its Nigerian salary grid.

Start date: May 2017

Contract duration: 6 months with a possibility for extension

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General Objectives

• Support ACTED’s routine programme operations as delegated by the Country Logistics Officer and Country Logistics Manager and Coordination including (depending on needs and not limited to):
• Procurement as delegated by Country Logistics Officer and Country Logistics Manager,
• Stock management as delegated by Country Logistics Officer and Country Logistics Manager,
• Motorised asset management as delegated by Country Logistics Officer and Country Logistics Manager,
• Other Property management as delegated by the Country Logistics Officer and Country Logistics Manager,
• Flexible approach to work and willingness to assist Logistics and Coordination departments with different aspects of logistics work depending on specific needs at different phases of the project.

III. Duties and Responsibilities

Administration

• Oversee and facilitate the work of daily workers under his / her supervision, follow up on assigned tasks to completion and translate requests from Coordination to daily workers,
• Accurately complete attendance sheets for daily workers under his / her supervision,
• Maintain accurate paper records in accordance with the ACTED FLATS manual, making copies of all documents in accordance with ACTED document flow.

Procurement

• Produce Order Forms (OFs) for items required by logistics and assist other departments when necessary;
• Obtain quotations when necessary and perform negotiation with suppliers for better prices and conditions;
• Produce clear, concise and justifiable Procurement Memos (PMs) and Memoranda (Memos);
• Produce Purchase Orders and Procurement Contracts where applicable to ACTED procurement procedures;
• Obtain contract signatures from local suppliers and collect delivery notes, invoices and receipts;
• File copies of all documents in accordance with ACTED FLATS procedures and procurement document flow.
• Note that in bases with a Procurement Assistant or Procurement Officer these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Area Logistics Officer or Coordination.

Stock management

• Ensure that stock is kept in a secure, clean and orderly environment;
• Responsible for the physical reception and issuing of stock including assistance with loading / unloading, hiring daily workers at an agreed local rate with authorisation from Coordination, and complete all stock management documents (reception voucher, stock card, stock exit form etc.);
• Assist with stock counts;
• Lead or participate to the inventory;
• Note that in bases with a Storekeeper, Warehouse Assistant or Warehouse Manager these roles may not be delegated to the Logistics Officer at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager or Coordination.

Motorised asset management

• Operate motorised assets (e.g. pumps, generators, etc.) according to agreed schedule;
• Produce OFs for motorised asset spare parts and work with drivers to draft OFs for vehicle spare parts;
• Follow routine motorised asset maintenance procedures (ensure regular fuel, oil, etc., requested in accordance with ACTED FLATS policy);
• Report any mechanical faults, low stock levels or other problems to the Area Logistics Officer;
• Note that in bases with a Head Driver, Mechanic or Fleet Officer these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager or Coordination.

Other property management

• Produce and maintain a list of ACTED property around the compound (AST-06);
• Report any damages to ACTED property to the Country Logistics Officer and Country Logistics Manager, and work with Infrastructure / CFW focal point to facilitate prompt repairs;
• Ensure the routine supply of water to the compound and distribution of water and soap to hand-washing stations;
• Assist with waste disposal by managing cleaners, helping to recruit daily workers to take rubbish to the dump site, etc.
• Note that in bases with a Hub Officer or Hub Manager these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager er or Coordination.

The Logistic Officer is responsible of the maintenance of the offices and ACTED’s guesthouses. He has to repair what is feasible by himself and look for handyman, plumber… when it is necessary.

The Logistic Officer is responsible for the monthly reports that have to be sent on time and well filled to the capital.

Flexible approach to work

• Proactively assist with all logistics functions around the ACTED compound as requested by the Country Logistics Officer and Country Logistics Manager.

Competencies:

• Minimum education level: Bachelor degree
• A minimum of 2 years of professional experience in a similar position. Previous experience with INGO an asset.
• Experience in logistics management including procurement and purchasing
• Good knowledge of Excel, Word and Outlook
• The candidate has to be autonomous, he has to be able to run the logistic department of the base by himself
• Good organization skills and good ability to undertake multiple tasks
• Fluent in English, the candidate has to be able to understand and write contracts in English.