The Agency for Technical Cooperation and Development (ACTED) - 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.

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.

In response to the emergency situation in Nigeria, ACTED recruits to fill the positions below:

Job Title: Project Manager, Shelter
Ref: PMS/NIA
Location: Maiduguri
Duration: 6 months
Department: Project
Contract: Fixed term
Starting date: ASAP
Position Pofile
Project Planning:

• Develop overall project implementation strategy, systems, approaches, tools, and materials
• Organize project kick-off and close-out meetings
• 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 manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementation
• Organize regular project coordination meetings with project team
• Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan
• Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts
• Ensure that the project is implemented in accordance with relevant ACTED technical
• guidelines and standards
• Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation
• Regular update the work plan, output tracker, PMF and other documents relevant for effective project management.

Administration and Operational Management of Project Implementation:

Finance:

• Review the BFU(s) and provide accurate forecasts with BOQs
• Forecast monthly cash requirements of the project and submit to AC

Logistics:

• Contribute to the development of Procurement plans
• Send accurate and precise order forms in a timely manner
• Contribute to quality checks and procurement committees to finalise suppliers’ selection
• according to applicable scenario
• Confirm quality of material selection if and when applicable
• Ensure a proper management and use of the project assets and stocks
• Plan team movements based on available fleet and applicable policies

Administration/HR:

• Participate in the recruitment of technical staff (development of organigrams, ToRs,
• elaborating the tests and reviewing them; interviews etc)
• Ensure that project staff understand and are able to perform their roles and responsibilities
• Follow-up the work plans and day-to-day activities of the project staff
• Manage the project staff in cooperation with Area Coordinators
• Ensure a positive working environment and good team dynamics
• Undertake regular appraisals of staff and follow career management
• Manage interpersonal conflicts
• Ensure capacity building among staff in relevant sectors

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 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 or Area Coordinator and Country or Area Security Officer of developments through regular written reports;
• Contribute to the updating of the security guidelines in the project area of intervention;

External Relations:

• Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation
• Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner
• Where relevant, liaise with donors and work closely with partners 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;
• Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities
• Ensure lessons learned are documented, shared and reflected in project planning and decision making
• Advise on, and assist with, project reviews conducted by AMEU
• Ensure quality control, analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project development
• Identify and analyse gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to the N+1.

Reporting:

• Provide regular and timely updates on progress and challenges to supervisors and other team members
• Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.
• Contribute to drafting of (external) project progress and challenges to supervisors and other team members
• 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

Qualifications

• University degree in a relevant field, including Project Management, Architecture/Engineering or other related field
• 3+ years of field experience in humanitarian relief and/or development programs focused on shelter construction and settlement planning, ideally within urban emergency contexts
• Knowledge of global (and preferably locally-adapted) shelter standards and practices
• Knowledge of and practical experience in the development of training modules and methodologies for community-driven shelter approaches, HLP promotion, and other relevant approaches
• Knowledge of and experience with donor practices and requirements, the project cycle process, and humanitarian or development program solicitations and applications
• Knowledge of and experience with program monitoring and evaluation
• Understanding of operational guidelines and project management tools, including notably budget management
• Ability to operate Microsoft Word, Excel and Project Management software 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 organization’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance

Job Title: Area Coordinator
Ref: AC/NIA
Location: Maiduguri, Borno
Department: Regional direction
Contract: Fixed term
Duration: 12 months
Starting date: ASAP

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

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.)

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

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

Qualifications

• Master Level education in a relevant field such as International Relations or Development
• Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes
• At least four years of previous work experience in a high management position
• Proven capabilities in leadership and management required
• Excellent skills in written and spoken English
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• 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; 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.

Job Title: Consortium Coordinator
Ref: CC/NIA
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:

• 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.

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

Job Title: Country Finance Manager

Location: Maiduguri, Borno/Abuja
Department: Finance
Contract: Fixed term
Duration 12 months
Starting Date: ASAP

Position Profile

• Under the authority of the Country Director and Finance Director in HQ, the Country Finance Manager (CFM) will be responsible for ACTED accounting and financial management in-country
• The CFM ensures that national legislation is adhered to, and that the country specific standards are applied in ensuring efficient use of resources.

Accounting and Treasury Management:

• 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).
• 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).

Commitment of expenditures, budget control, & Financial Management:

• 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
  • 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;- Validate partner’s accounting and documentation accuracy and compliance before payement.
• 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.

Project Financial Cycle Management:

• 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).

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.

Qualifications

• Master's 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
• Fluency in English required - ability to communicate in local languages an asset
• Ability to operate Microsoft Word, Excel and Project Management software

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

How to Apply
Interested and qualified candidates should send their application including Cover Letters, CV's and references to: jobs@acted.org using the job reference as part of the subject