Agency for Technical Cooperation and Development (ACTED) – Since 1993, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED, headquartered in Paris, France, is present in four continents and our teams intervene in 34 countries towards 8 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. Over 5,000 staff are dedicated to implementing and developing our projects.
In response to the emergency situation in Nigeria, ACTED recruits to fill the position below:
Job Title: Project Development Officer
Location: Maiduguri, Borno
Department: Reporting
Contract: CDD
Duration 6 months
Starting date: ASAP
Department: Reporting
Contract: CDD
Duration 6 months
Starting date: ASAP
Position Profile
Fundraising:
Fundraising:
- Context Analysis
- External relations
- Fundraising and proposal development
Contracting:
- Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;
- Read thoroughly all contracts before signature, seeking ACTED HQ GMU and finance advice when required.
Grant Management – Contract follow-up:
- Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, AMEU and FLATS team;
- When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.
Reporting:
- Participate in and take minutes of kick-off and close out meetings for each project
- Write quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;
- Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;
- Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
- Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.
- Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams;
Partner Follow-up:
- Liaise with partners when required to develop relevant grant agreements in close coordination with ACTED HQ GMU and finance;
- Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.
Management and Internal Coordination
Staff Management (if any):
Staff Management (if any):
- Manage a Project Development Intern and/or Assistant(s) if any, following up the work plans and day-to-day activities;
- Mentor the PDI and/ or PDA with the aim of strengthening their technical capacity.
Internal Coordination and Communication:
- Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various ACTED coordination meetings
- Ensure these meeting minutes are sent monthly to HQ;
- Keep ACTED HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advice on the way forward.
Filing:
- File properly contractual project documents both in hard and soft copies;
- Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.
External Communication:
- Contribute to ACTED external communication strategy by feeding regularly ACTED HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for ACTED communication tools, including, but not limited to, ACTED Newsletter, websites and ACTED Annual Report;
- Ensure 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;
Qualifications
Required qualifications and technical competencies:
Required qualifications and technical competencies:
- Postgraduate Diploma in International Development and (or) relevant Master’s level Degree (anthropology, development studies, humanitarian aid, sociology)
- Fluency in written and spoken English
- 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
Conditions
- Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
- Additional monthly living allowance
- Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)
- Transportation costs covered, including additional return ticket + luggage allowance
- Provision of medical, life, and repatriation insurance
Interested and qualified candidates should submit their application including cover letter, CV and references to: jobs@acted.org under Ref: PDO/NIA
Job Title: Consortium Coordinator
Location: Maiduguri, Borno
Duration 12 months
Starting Date: ASAP
Location: Maiduguri, Borno
Duration 12 months
Starting Date: ASAP
Background
- Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential
- ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential
- We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,300 national staff 300 international staff, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 11 million beneficiaries.
Position Profile
Representation:
Representation:
- Protect and promote the vision, mission and interests of consortium partners towards external stakeholders;
- Represent the consortium toward the donor(s) and government authorities and therefore communicate with the donor(s) and government authorities;
- Where relevant, expand the donor portfolio of the consortium by tracking funding opportunities
- Attend government, UN, NGO and donor meetings and present ongoing consortium activities;
- Ensure the visibility of the consortium amongst humanitarian, donor and government actors throughout the project;
- Effectively manage coordination with other actors (UN, NGOs) intervening in a similar sector;
- Ensure the continuum of consortium PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring the consortium in the media;
- Oversee the consortium’s communication activities including media visits, photographer’s mission, videos, etc.;
- Lead the drafting and dissemination of position papers, statements, reports and releases on the consortium’s engagements and humanitarian advocacy.
Internal Coordination:
- Effectively manage partnerships between the different parties of the consortium to ensure smooth collaboration;
- Ensure regular and open/transparent communication between consortium partners;
- Regularly communicate with consortium Country Directors on project activities;
- Convene and chair regular (e.g. monthly, quarterly) consortium steering committee meetings to discuss programme and financial issues, disseminate minutes and follow up on action points;
- Carry out weekly catch ups with consortium key focal points.
- Support the development and maintenance of a coherent consortium strategy across all partners;
- Promote harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning;
- Coordinate the development of all technical tools related to the consortium’s project (ToRs for consultants and evaluators, ad hoc reports, capitalization reports…);
Project Cycle Management:
- Project Planning:
- Define project implementation modalities and methodologies (including, but not limited to technical specifications, identification and registration of beneficiaries, distribution and sensitization);
- Organize project kick-off and close-out meetings;
- Together with the Project Managers of consortium partners, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives.
- Project Implementation Follow-up:
- Oversee and monitor the work of consortium and local implementing partners, ensuring that technical quality and standards are considered and respected during project implementation;
- Support the Project Managers of each partner to implement all aspects of the project;
- Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner;
- Monitor output achievement, cash burn rates and ensure a timely completion of the project.
- Project Quality Control:
- Conduct periodic field visits to validate progress reports, identify problems and issues to address during Consortium Management Team meetings and make recommendations for improvement;
- Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification;
- Advise consortium Project Managers to adapt implementation of the project according to monitoring and evaluation findings;
- Advise on and assist with project reviews conducted by internal and external monitoring and
- Terms of Reference – Consortium Coordinator December 2016 evaluation team;
- Coordinate and put in place a program capitalization system in collaboration with each focal point from each consortium partner.
- Grant Management:
- Ensure that contractual obligations are met in terms of project deliverables;
- Ensure the activities are implemented according to the approved donor and partnership agreement;
- Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management;
- Develop a reporting schedule that is agreed by all consortium members;
- Ensure external reporting for all the consortium members according to donor and ACTED requirements is respected by all according to agreed deadlines;
- Collect and consolidate narrative reports from consortium members for donor reporting;
- Prepare documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners;
- Together with the Country Finance Manager, manage and negotiate any budget changes in accordance with donor and ACTED HQ criteria.
Qualifications
- At least 5 years of experience in Project Implementation on the field, preferably in an international context;
- Being a strong team player
- Familiarity with the aid system, and ability to understand donor and governmental requirement;
- Excellent communication and drafting skills
- Ability to coordinate and manage staff and project activities
- Proven ability to work creatively and independently both in the field and in the office;
- Ability to organize and plan effectively
- Ability to work with culturally diverse groups of people;
- Ability to travel and work in difficult conditions and under pressure;
- Fluent English skills required
- Knowledge of local language and/or regional experience is an asset
Conditions
- Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
- Additional monthly living allowance
- Free food and lodging provided at the organisation’s guesthouse
- Transportation costs covered, including additional return ticket + luggage allowance
- Provision of medical, life, and repatriation insurance
Interested and qualified candidates should send their Application including Cover Letters, CV’s and references to: jobs@acted.org under Ref: “CC/NIA”.
Job Title: Area Logistic Manager
Location: Maiduguri, Borno
Department: Logistic
Contract: Fixed term
Duration 12 months
Starting date: ASAP
Location: Maiduguri, Borno
Department: Logistic
Contract: Fixed term
Duration 12 months
Starting date: ASAP
Position Profile
Ensure timely, cost efficient & transparent supply chain management in the area (taking into account logistics activities in the area as a support to other areas if any):
Ensure timely, cost efficient & transparent supply chain management in the area (taking into account logistics activities in the area as a support to other areas if any):
- Procurement:
- Ensure that ACTED procurement guidelines are applied in the area at all times;
- Ensure the timely implementation of procurement’s in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations: amend procurement plans if needed and submit them to the CLM approval; anticipate & request waivers to the CLM according to the project chronogram to meet operational deadlines; help drafting calls for tenders when needed (in coordination with Project Managers); follow-up selection & contract signature according to level of authorizations.
- Maintain framework contracts for running supplies/services/works in alignment with ACTED procurement guidelines; ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.
- Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
- Ensure the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
- Maintain a local supplier database up-to-date & build a strategic view of sourcing in the area;
- Support the design of budgets by checking main unit prices as well as maintaining an up-to-date knowledge of running costs;
- Ensure the development of the procurement plan for every project, in close coordination with the CLM, taking into consideration project constraints, donors & ACTED procurement guidelines, and any other specifics.
- Coordinate procurement with capital & other field offices logistics & program staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the CLM to mitigate such risks. Major risks identified should be directly raised to the Area Coordinator and the CLM promptly, and during Weekly Area Meetings.
- Stocks & deliveries:
- Identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED offices in coordination with the CLM. Ensure premises are furnished, made secure for use, and maintained;
- Ensure goods transportation means are secured such as rental trucks, air cargo, etc.
- Follow-up deliveries based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.
- Anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.
- Manage an efficient planning for deliveries to the project teams, and maintain a regular information toward Project Managers about their stock levels & expected lead-times;
- Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;
- Maintain and disseminate a monthly stock report for every project;
- Handle periodic inventories, and clear stock discrepancies in a documented manner;
- Ensure the exhaustion of stocks before the project ending dates and provide projects final stock reports to the CLM as per donors’ guidelines;
- Ensure the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.).
- Traceability:
- Implement an up-to-date order follow-up registering all orders launched or managed in the area, and their current status; disseminate the tool to all operational managers.
- Ensure that quantity & quality is checked at every step of the supply chain;
- Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items.
Ensure timely, cost efficient & transparent transversal logistical management in the area (taking into account logistics activities in the area as a support to other areas if any):
- Fleet & transportation management:
- Anticipate vehicles allocations, purchase or rental based on program & transversal needs in the area; liaise with the CLM and Area Coordinator to anticipate budgets accordingly;
- Maintain efficient monthly, weekly & daily planning & movements follow-up tools;
- Ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.
- Ensure that all vehicles in use are insured;
- Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability, etc.
- Ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
- Maintain a monthly physical inventory of fleet, and update related tools accordingly;
- Calculate and check the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and solve major over-costs; report major increases in fleet costs to the Area Coordinator during Weekly Area Meetings, and to the CLM in the logistics TITANIC reports.
- Identify transportation companies for needs that can’t be covered by ACTED fleet, taking into account opportunities made available through the humanitarian community (logistics cluster, UN flights, etc.): vehicle rental companies, air cargo companies, boat lines, etc.
- Coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM.
- Organize and oversee loading and unloading of goods;
- Ensure administrative requirements toward customs and any other local authority when transporting goods/staff;
- Organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
- Ensure the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
- Fuel management:
- Manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any.
- Ensure minimum fuel quality requirements;
- Ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.
- Maintain appropriate storage facilities for fuel, as per security & safety guidelines;
- Maintain a monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented.
- Ensure the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).
- Asset management:
- Anticipate assets allocations, purchase or rental based on program & transversal needs in the area; liaise with CLM and Area Coordinator to anticipate budgets accordingly;
- Ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.
- Maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
- Organize monthly and random asset inventories in the area to check the monthly asset follow-up reliability, and take any corrective action needed;
- Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.
- Organize regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
- Ensure the transfer or donation of assets before project ending dates, and provide projects final asset reports to the CLM as per donors’ guidelines;
- Ensure the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
- Premises management:
- Identify & arrange contractual terms of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM and the Area Coordinator.
- Ensure the upgrade of each premises up to ACTED standards;
- Ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.
- Supervise preventive & corrective maintenance or works of premises;
- Maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);
- Ensure that security & safety guidelines are applied in every premises;
- Ensure that all premises are insured;
- Ensure the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)
- Communications & IT management:
- Anticipate communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in the area; liaise with the CLM and the Area Coordinator to anticipate budgets accordingly;
- Ensure that ACTED communication & IT management guidelines are applied in the area;
- Maintain a monthly communication costs follow-up; investigate and solve major over-costs; report major increases in communication costs to the Area Coordinator during Weekly Area Meetings, and to the CLM in the logistics TITANIC reports.
- Ensure administrative requirements toward local authorities for communication means in use;
- Define & implement an efficient IT plan in the area in alignment with the country IT plan (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in country benefits from the best technological services at the best price, depending on budget, and based on ACTED global standards.
- Ensure monthly data back-up (server, emails, etc.) as per replication standards;
- Organize IT staff regular training & refreshers;
- Ensure IT security guidelines in the area, and take any needed corrective action; ensure IT security crisis management in close liaison with the CLM if required.
- Ensure the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
Ensure compliance to ACTED & donors’ procedures in all logistics operations in the area:
- Ensure ACTED logistics manual is applied in the area by logistics, finance, program and coordination teams;
- Ensure that 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;
- Report logistics TITANIC to the CLM on a monthly basis as per ACTED logistics manual details, after carefully checking the reliability & relevance of data reported from field offices;
- Organize a 6-month planning for field visits (sub-areas if any) with clear ToRs, including ad hoc checks (asset & stock inventories, fuel consumption, etc.) and written report following each visit; the planning & ToR should be shared with the CLM & the Area Coordinator in advance.
- Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. throughout 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 for the area;
- Ensure a timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual;
- Contribute to the preparation of external audits as per Regional Audit teams instructions.
Contribute to the implementation safety & security guidelines, in particular SOP & plans in the area:
- Draft and regularly update area security documents
- Draft Standard Operating Procedures (SOPs) adapted to the local context
- Draft regularly update and ensure preparedness (check contingency kits, first aid kits etc.). to evacuation and contingency plans for the area
- Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk) for the area
- Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)
- Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
- Produce real-time incidents report (using Form SEC-03)
- Attend security coordination meetings in the area if requested by the Area Coordinator
Lead logistics teams at area level, coordinate and facilitate access to information within the area FLAT teams:
- Plan & conduct logistics staff recruitments & appraisals in close coordination with the CLM; train & build capacities of logistics staff in the area; identify staff with potential, and contribute to internal mobility strategy;
- Lead coordination between the logistics team in the area and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation.
- Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)
- Actively participate in area level coordination meetings by reporting on progress;
- Contribute to donor proposals, budgets and reports in close coordination with the CLM and the Area Coordinator;
- Support any other area/office if requested by the Country Logistics Manager;
- Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.
Qualifications
- BA or MA Degree in Logistics
- 2 years of prior experience in Logistics
- The ability and prior experience in project management including Human resources, logistics follow up, reporting,
- Proven ability in strategic coordination with multiple and multilevel partners and stakeholders across the project areas
- Willingness to work and live in often remote areas under basic conditions.
Conditions
- Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
- Additional monthly living allowance
- Free food and lodging provided at the organisation’s guesthouse
- Transportation costs covered, including additional return ticket + luggage allowance
- Provision of medical, life, and repatriation insurance.
Interested and qualified candidates should send their Applications including Cover Letter, CV’s and references to: jobs@acted.org under Ref: ALM/NIA.
Application Deadline 12th July, 2018.
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