FLAT Manager - ACTED Organization

Background on 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. 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. ACTED is active in 37 countries and implements more than 380 projects a year reaching over 18 million beneficiaries with 160 international staff and more than 3,500 national staff.

ACTED has been operating in Libya since 2011, currently delivering assistance from its field level offices in Tripoli, Benghazi and Sebha with support from 12 international and 60 national staff.  ACTED’s ongoing programming aims to respond to the country’s most pressing emergency needs whilst building the resilience of communities through support to civil society and local governance. This includes an unconditional multi-purpose cash program, protection monitoring, helpline, and referral services, and quick impact projects (QIPs). Furthermore, ACTED is offering capacity building, grants, and networking opportunities to civil society and local governance actors under its Civil Initiatives Libya (CIL) program.

Position Profile:

• Position: FLAT Manager
• Base: Benghazi
• Gender: Any
• Contract duration: 6 months (renewable)
• Contract Type: Full-time
• Starting date: ASAP
• Closing date: 13th-Mar-2021

Assignment

The Benghazi FLAT Manager will be responsible for all Finance, Logistics, Admin/HR, and Transparency & Compliance staff in the Benghazi and Derna offices, and ensuring the overall compliance of offices and operations with ACTED’s strict FLAT policies and processes.

This position does not have any security responsibilities.

Functions:
1. Management of the base facilities
• Supervise the logistics department in ACTED premise management duties;
• Supervise the logistics department in ensuring the base facilities are provided with adequate quantities of fuel, gas, water for regular operations purposes as well as security stocks;
• Ensure maintenance of the premises (office/guesthouse), offering an adequate working environment for all ACTED team;
• Manage interactions with the owner of the premises;

2. Supervision of ACTED FLAT departments in Benghazi
• Line management of FLAT staff in Benghazi
• Ensure that the ACTED FLAT policies and procedures are fully implemented at all times in Benghazi, ensuring that FLAT teams’ work in Benghazi is compliant with ACTED internal manuals and procedures
• Conduct regular spot-checks of FLATS documentation and processes to identify possible gaps or breach in procedure follow-up and advise Senior T&C Officer of necessary training and support needed at the field office level;
• Review, check for compliance, and authorize or reject all FLAT documents at base level i.e. POs; contracts, bills, vouchers, etc., and sign the necessary logistics and finance documents according to authorization levels and PoA in place – i.e. check and sign as Coordination for all Scenario A and B procurements in Benghazi; and sign as line manager all relevant HR documents for Benghazi FLAT staff (leave requests; attendance sheets etc.)
• Ensure the Derna Base, and field operations in Tobruk and Ajdabia are will supported in all FLAT tasks by Benghazi as required;
• Supervision of support departments (Admin-HR, Logistics and Finance) as follows:

Finance Management

a) Ensure accurate budget forecasting and efficient cash flow management
b) Ensure timely and accurate area finance TITANIC reporting

. Logistics & IT Management

a) Ensure timely and efficient procurement
b) Ensure quality supply management at area level
c) Ensure proper asset management at area level
d) Ensure proper stock management at area level
e) Ensure proper IT systems, data back-up and protection from malware at area level
f) Ensure sufficient and reliable means of communication at area level
g) Ensure timely and accurate area logistics TITANIC reporting
h) Ensure reliable and efficient vehicle planning
I) Ensure good utilization of the logistics human resources.

. Administration and HR Management

a) Ensure transparent and timely recruitment of national staff
b) Proactively adapt the staffing structure to needs and funding
c) Ensure regular performance appraisal and career management for staff at area level
d) Ensure working hours respect and punctuality from all area staff on daily bases.
e) Ensure timely and accurate area HR TITANIC reporting
f) Ensure timely exit forms
g) Ensure staff taxation and INAS registration.

. Transparency/Compliance Management

a) Minimize risk of fraud and corruption by ensuring adherence to ACTED FLAT procedures
b) Ensure that staff is aware of ACTED’s transparency and whistle blowing policy
c) Ensure responding to missing documents requests from capital office and lead the audit requirement collection at are level.
d) Ensure a monthly documentation shipping between sub base and base, and between base and capital

• Support the FLAT departments in their interactions with the program teams, especially the logistics department to ensure smooth implementation of projects activities and any other tasks run in the area (e.g. filing of compliance documents);
• Support the weekly planning for the Benghazi FLAT departments through the Weekly Base Meetings, identifying hot issues to be flagged to Tunis
• Maintain strong communication with ACTED HoDs in Tunisia in terms of management and implementation of system, FLAT procedures and programs; Maintain constant and fluid communication with Tunis on all matters regarding the field office and sub-office, in particular in the absence of the latter from the areas of intervention;
• Assist in recruitment process of support staff under the direct supervision of HoD;
• Conduct appraisals of staff under his/her direct supervision.

3. Internal Coordination and relations with other departments
• Chair and actively participate in weekly FLAT meetings in Benghazi, identifying hot issues to be flagged to Tunis. Share weekly FLAT meeting minutes with all staff in Benghazi and Tunis;
• Attend and actively participate in the Weekly Base meetings in Benghazi, led by the AC. Ensure the East Libya AC is informed of all Benghazi FLAT hot issues to be raised in the Tunis WCM
• Ensure FLAT departments in Benghazi are linked with the program departments and understand programmatic workplans and priorities, to plan appropriate FLAT facilitation as required;
• Ensure REACH teams in Benghazi receive the required operational support from FLAT departments to ensure smooth implementation of all REACH assessments;
• Ensure AME teams in Benghazi receive the required operational support from FLAT departments to ensure smooth implementation of all REACH assessments;

4. General
• Commit to the humanitarian principles of strict neutrality, religious and political impartiality and non-discrimination;
• Report and clarify any work-related issues and challenges to supervisor in timely manner;
• Respect time including to work, meetings, deadlines and other reasonable requests;
• Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
• Commit to honest, high quality work in all aspects of responsibilities;
• Be solution-driven;
• Consider safety and security in the field, and immediately report all incidents to the security focal point;
• Undertake any other tasks as reasonably assigned by the area coordinator.

KEY PERFORMANCE INDICATORS
1. % Benghazi HR, Finance and Logistic monthly closures and reports (TITANIC) submitted by the deadline
2. % compliance rate of Benghazi FLATS documents following spot-check by Tunis T&C department
3. # Coordination meetings held with FLAT HoDs and PMs in Tunis

Qualifications:

• Bachelor degree (required), Master degree (preferable) in business administration, finance, accounting or other relevant field.
  • At least 5 years field experience finance, administration and logistics in INGO’s.
  • Good knowledge of bookkeeping, budgeting, budget control and financial procedures.
  • Good knowledge of Human Resources administration.
  • Knowledge of logistics procedures.
  • Full proficiency of Excel, Word and Outlook.
  • Solid diplomatic skills and ability to adapt to different cultural environment.
  • Strong communication skills , team player and Experience managing a team.
  • Proficiency in English, speaking, writing and reading.

How to Apply:

• To Apply: We look forward to receiving both: Cover letter+ your CV with 2-3 references attached by email to: benghazi.jobs@acted.org
• THE POSITION YOU ARE APPLYING FOR HAS TO BE SUBJECTED IN YOUR EMAIL, OTHERWISE YOUR CV WILL NOT BE CONSIDERED.
• Please note that in line with ACTED-terrorism policy, and in accordance with donors’ compliance requirements, ACTED reserves the right to carry out anti-terrorism checks on its board members, staff, volunteers, consultants, financial service providers, contractors and sub-contractors. To this end, confirmation of an employment offer with ACTED will be subject to background checks which may include anti-terrorism screening.

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