1. Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Our interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Our 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 340 projects in 34 countries covering the following sectors emergency relief, food security, access to health, education and training, economic development, microfinance, advocacy, institutional support, and regional dialogue, cultural promotion.

Based on considerable experience addressing the needs and situations of vulnerable communities, ACTED contributes to the international agenda towards reaching the Millennium Development Goals, through a wide range of partnerships, innovative initiatives, and campaigns.

1. Country Profile

Projects : 34

National staff : 864

International Staff : 13

Capital Office : Kabul

Total number of direct beneficiaries : 3,010,106

ACTED continues to build on 17 years of uninterrupted presence in Afghanistan, with 900 staff of whom 98 % are Afghan nationals, dedicated to the people of Afghanistan and to rebuilding their country. ACTED consolidates its work in eight of Afghanistan’s 34 provinces in the north of the country and our beneficiaries, while predominantly from rural, agricultural-based areas, typify the diversity which is Afghanistan, inclusive of different ethnic groups, languages, customs and traditions.

ACTED works with 8% of the population, building sustainable livelihoods in a holistic way in seven Northern provinces. We empower people to secure ownership of and access to resources, and income-earning activities, including building reserves and assets to offset risk, shocks and to meet contingencies and emergencies which have continued to affect the country. The conflict presents challenges, but we continue to deliver emergency and development programs with continued support of communities and the determination of our staff.

ACTED’s program has six objectives: human, social, natural, financial, political and physical capital development.

ACTED works in partnership with NGOs and the government to deliver key national programs. We represent and advocates on behalf of NGOs as an elected member of the MAIL NGO Coordination Unit and the NSP Facilitating Partners Representative Group. The Afghanistan Livelihoods Network (ALN), an initiative of ACTED, fills a gap in the development sector with 90 organizations attending our best practice workshops. We participate in other humanitarian and early recovery coordination mechanisms. We continue to serve as an elected member of the governing bodies of the Agency Coordinating Body for Afghan Relief, (ACBAR, which represents 120 member NGOs) and the Human Rights Research and Advocacy Consortium. We also serve as a member of the governing bodies of local organizations.

Sustainable livelihoods security is a long term development strategy. We continue to design and deliver holistic programs which have shown tangible results. As such, our focus is to continue providing communities with the means to identify their own priorities. Programs remain evidence-based and relevant to needs. Inclusion of young people and women is key priorities and we will continue to respond to emergencies if they arise, while continuing to support civil society, improve coordination and increase regional dialogue with neighboring countries.

• Position Profile

The FLAT Support Officer is responsible for ACTED FLAT (Finance, Administration, Logistics and Human resources (staff management, and day to day follow up of tasks and achievements).

Responsibilities

1. Administration Management:

Ensure that weekly FLAT meetings be held regularly and minutes to be shared with participants;

Review and check Administrative official documents prior to be signed and approved by Regional director or his representative;

Assist Regional Director or his representative to draft internal notes, regulation, memos etc. in line with ACTED policies and requirements

Follow up of Legal-related issues, in coordination with the lawyer (Mission registration, Professional license, Work permit & visa issues for internationals staff)

Supervise the Administrator performance and provide support;

Provide support to ensure ACTED compliance meet the legal requirements of the country;

Ensure that ACTED offices work in accordance with ACTED Management Guidelines and the Labour Code of the country;

Supervise Administrator in all lease agreement, meetings & discussion;

I.              Human Resources Management

Check and control the monthly Staff Titanic reports prior to be signed and approved by Regional Director or his representative & send to HQ on time;

Ensure all staff (national & international) have comprehensive ToRs;

Ensure the implementation of ACTED HR Manual & its standards templates on line with Country labour law & internal regulations

Ensure each new international staff Settle in properly in their first week of arrivals

Follow up of International staff Appraisal forms with Regional director or his representative;

Review and update (or benchmarking if needed) the national staff grade, salary & position to be in line with country approved salary grid.

Prepare the International staff presence table and Paid Leave table follow up and send it on a monthly basis to HQ HR dept.

Support HQ HR on provision of required documents linked with International staff (up on request)

Follow with HQ HR the international staff recruitments (arrival & departure)

Participate and supervise the interview panel and provide initial approval to new staff recruitments as per requirement and pre-approval of Regional director or his representative;

Ensure that Administrator collects all necessary documents of applicants as indicated in ACTED HR Manual;

Ensure that Administrator checked successful candidate “Reference Check” prior to offer the position;

1. Finance:

Support Head of Finance on day to day Finance work;

Ensure that an updated allocation (staff, assets, premises) is available;

Ensure staff insurance and security payments are released on monthly basis;

Support Finance on all payments and cash transfers after review of PR, ROP;

Perform Cash count on Weekly basis and sign the sheets

• Logistic:

Review & prepare all procurement contracts and ensure the procured items fairly costs and prices as well as quality

Supervise the day to day procurements and set up a thorough cost control mechanism;

Ensure an up to date asset management and office/GH inventory is existed and is following by night secretary

Ensure a monthly transport/fuel follow up is updated and followed by Administrator

Support Administrator on arrangement of guard’s & drivers’ duty schedules;

V.          Filing:

General Filing:

Review and standardize all ACTED FLAT filing system (for Admin/HR, Logistics & Finance);

Personal Folders:

Support Administrator to ensure all staff National and International has updated personal

Ensure that the personal folder database have been updated by Administrator and provide him/her regular support;

VI. Capacity Building:

Internal Training/External Training:

Organize regular training for staff based on requirement, confirmation of line managers and approval of Regional Director or his representative;

Organize brief Training for all new International/national staff on ACTED system, procedures, code of conduct and internal regulation.

Search various sources (websites, newspapers, education trainings centres) to introduce staff for short terms courses & training (after approval of Regional Director or his representative)

1. Qualifications:

• Master’s degree minimum in Finance or related area;
• Excellent financial and analytical skills;
• Excellent communication and drafting skills for effective reporting on programme financial performance;
• 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

1. 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 + retirement package

1. Submission of applications:

Please send, in English, your cover letter, CV, and three references to [email protected]

Ref: FLATO/AFG/SA

For more information, visit us at http://www.acted.org