ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 39 країнах.
Who we look for:
A person with strong organizational skills motivated to support a team of humanitarian workers in Chernivtsi office. Problem-solving, streamlining processes and teamworking are the key characteristics. The Base manager oversees the day-to-day operations and supports the implementation of projects as well as oversees security in the respective base. Core task will be to ensure effective functioning of the office in line with the ACTED rules and operations.
Duties and Responsibilities
1. Finance, Logistics, Administration, Transparency and Security (FLATS) Management
1.1. Logistics & IT Management
a) Ensure timely procurement and adherence to rules
b) Ensure quality supply management at base level
c) Ensure proper asset management at base level and enforce asset investment policy
d) Ensure proper stock management at base level
e) Ensure proper IT systems, data back-up and protection from malware at base level (in coordination with IT staff)
f) Ensure sufficient and reliable means of communication at base level
g) Ensure timely and accurate base logistics reporting using the relevant software.
1.2. Finance Management
a) Control project budgets at base level to avoid under/overspending
b) Ensure accurate budget forecasting and efficient cash flow management
c) Ensure timely and accurate base finance reporting through established ACTED system
1.3. Administration and HR Management
a) Ensure transparent and timely recruitment of staff
b) Proactively adapt the staffing structure at base level to needs and funding
c) Ensure regular performance appraisal and career management for staff at base level
d) Ensure timely and accurate base HR reporting through established ACTED system
1.4. Transparency/Compliance Management
a) Minimize risk of fraud and corruption by ensuring adherence to ACTED rules and procedures
b) Ensure that staff is aware of ACTED’s transparency and whistle blowing policy
1.5. Security Management
a) Analyse the security context at base level and in close collaboration with the Security Manager contribute to defining, analysing and evaluating risks
b) Engage with relevant key stakeholders at base level to ensure access and support of interventions
c) Address security and safety risks by implementing standard operating procedures defined for the base
d) Ensure the offices and houses conform to recommended security, health and safety standards
e) Ensure all staff in the base adhere to security procedures
f) Ensure security incidents at base level are promptly reported to the area
2. Management and Internal Coordination
2.1. Staff Management
a) Ensure that all staff in the base understand and can perform their roles and responsibilities related to base operations
b) Promote team building, productivity and staff welfare
c) Manage interpersonal conflicts among staff at base level
d) Ensure efficient internal coordination and communication between departments at base level
3. Project Implementation Follow-up
3.1. Project Implementation Tracking
a) Support Project teams in project implementation through trouble shooting and eliminating blocking points
b) Monitor output achievement, cash burn rates and ensure a time completion of projects through review
c) Ensure that relevant project information is up-to-date and available for reporting purposes
3.2. Project Quality Control
a) Ensure the application of a practical field-based M&E system/plan for each project
b) Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources
c) Ensure beneficiary feedback mechanisms are in place
d) Support with the documentation of best practices and lessons learnt for projects implemented in the base
3.3. Partner Management
a) Identify potential local partners and provide support to existing ones to ensure timely and qualitative implementation of their projects in line with ACTED and donor requirements
4. Positioning
4.1. Context analysis:
a) In cooperation with the team members, analyse the sub-area's socio-economic situation, (donor) trends, needs and gaps;
b) Have a clear understanding of who does what and where (3W) in the base
4.2. Strategy Implementation: Provide support in the implementation of ACTED’s country program strategy in the base area.
4.3. Networking, positioning and general representation:
a) When requested, participate in meetings at base level and communicate relevant information to the country coordination and other relevant staff;
b) Maintain active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at base level ensuring maximum visibility of ACTED
c) Maintain 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 base level
4.4. Proposal development
a) Support the Project Development Department in proposal conceptualization (problem statement, logframe)
b) Contribute to budget design ensure budget needs at base level have been taken into consideration
Conditions
- Official employment according to Ukrainian legislation;
- 3 month of trial period
- Competitive official salary defined by the ACTED salary grid;
- Regular performance evaluation and salary increase;
- 28 working days of paid vacation per year;
- Friendly international team of professionals;
- Flexible working hours;
- Career development possibilities;
- Medical insurance in 6 month of work with ACTED.
Applications in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.
