Job Vacancies at ACTED Nigeria

Ref: CLM/NIA
Employments Type: Fixed Term
Duration: 12 months
Start Date: ASAP

You Will Be In Charge of 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.

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.

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.

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

• At least 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.

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: CSM/NIA
Employments Type: Fixed Term
Duration: 12 months
Start Date: ASAP

You Will Be In Charge Of

• Ensure the safety, security and integrity of ACTED staff, assets, premises and programs in country, in particular by constantly monitoring and anticipating security risk, by designing and enforcing context specific risk mitigation rules and procedures, by ensuring MOSS compliance in all ACTED premises, by preparing and updating contingency and evacuation plans and by providing all ACTED staff with appropriate security training.

Duties and Responsibilities
Department Management:

• Oversee the recruitment and selection of qualified national security field staff, recommend promotions, disciplinary action and termination of staff in consultation with the Country Director
• Supervise and mentor national security officers, focal points, guards and drivers
• Make frequent site visits to ACTED premises to carry out performance assessments and provide constant support to the security team
• Maintain open lines of communications with all field staff.

Context & Risk Analysis:

• Develop and regularly update the country security profile (with regards to the socio-economic, political and/or military situation in country, the country criminality profile, the nature of ongoing conflicts or crises climatic & seismic hazards and health risks, )
• Follow-up on major country events and developments
• Analyse and locate key local stakeholders
• Develop security trend analysis
• Ensure internal incident tracking system is utilized properly: create an security incident database and perform incident mapping and analysis
• Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)
• Carry out security assessments of new ACTED areas of intervention or areas under Phase C.

Develop and update Country Security Plans, SOPs and Contingency Plans:

• Draft and regularly update the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ
• Recommend changes in the Country Security Plan to Country Director and HQ Security department
• Draft Standard Operating Procedures (SOPs) adapted to the local context
• Draft and regularly update evacuation and contingency plans in capital and support Area Coordinators in developing Area evacuation and contingency plans.
• Ensure preparedness to evacuation and contingencies (check contingency kits, first aid kits etc.).
• Design and drill a security communication tree (warden system), emergency radio network, and provisioning of emergency supplies for field personnel.

Daily Security Management:

• Coordinate and monitor security activities to ensure that safety and security policies and procedures are implemented
• Ensure that all field staff are fully cognizant of prevailing security threats and fully advised on means to reduce their vulnerability to those threats
• Monitor the security preparedness of country staff and enforce staff compliance with internal security rules and SOPs, ensuring they are communicated to all staff and understood
• Set up and control the implementation of mitigation measures and security rules according to the local context
• Ensure compliance with Minimum Operating Security Standards (MOSS) and develop action plans for security upgrade
• Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
• Ensure missions have adapted communication means, and ensure maintenance to support the Logistic team in Country. Ensure constant update of the emergency contact list and timely issuance of ID cards.
• Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, ensure a good fleet maintenance, and set movement rules which are adapted to the local context to support the Logistic team in Country. Ensure operational follow-up of movements.
• Ensure logistics follow a servicing and maintenance schedule for vehicles
• Spearhead security assessment missions prior to ACTED staff deployment to a new area and ensure minimum security standards are in place before their installation.
• Support and participate to assessment mission in phase C or D area.

Crisis Management:

• Adapt crisis management protocols to the local situation
• Act as a key member of the Crisis Management Team so that safety policies and procedures are implemented.

Reporting:

• Ensure weekly/monthly security reports are completed and sent to HQ, providing timely updates of all situational and security developments including investigation of security incidents
• Produce real-time incidents report (using Form SEC-03)
• Send updated TITANIC on a monthly basis to the Country Director and HQ Security Department.

Training and Briefing:

• Conduct security briefing for each new international staff arriving in country.
• Design security training modules for Country Director’s approval and HQ endorsement.
• Determine training needs for the security staff
• Train national staff to increase their awareness and sense of responsibilities
• Conduct any staff security training that is warranted (HEAT, training to drivers and guards, evacuation drills, fire safety etc.).
• Carry out investigations and capture lessons learned to be incorporated into future staff trainings

Develop and Maintain a Security Network:

• Actively participate in Weekly and Monthly Coordination Meetings
• Create an information network in the country, identifying key informants
• Build strong professional relationships with UN agencies, local authorities, other NGO’s (local and international), and all relevant stakeholders
• Ensure External representation
• Attend security coordination meetings and update Country Director and HQ on current security issues
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the ACTED Code of Conduct, values and policies with regard to internal and external stakeholders.

Expected Skills and Qualifications

• 2 - 3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;
• Extensive experience in 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;
• Willingness to work and live in often remote areas under basic conditions;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English.
• Knowledge of local language and/or regional experience highly desirable.

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: PDM/NIA
Employments Type: Fixed Term
Duration: 12 months
Start Date: ASAP

You Will Be in Charge of 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.

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.

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.

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

• Postgraduate 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.

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

go to method of application »

Ref: AC/NIA
Employments Type: Fixed Term
Duration: 12 months
Start Date: ASAP

You Will Be in Charge Of
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 country 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 troubleshooting 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 whistleblowing 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 Degree in a relevant field such as International Development, Emergency Operations, Humanitarian Programming, Technical Degree in Camp Management, or the like.
• At least four (4) years relevant work experience, preferably including camp settings
• Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes.
• Base management skills preferred.
• 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