South Sudan: FLAT Officer – South Sudan

Department: FLAT

Position: FLAT Officer – South Sudan

Contract duration: 6 months

Location: Juba, Republic of South Sudan

Starting Date: ASAP

I. 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 4000 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 380 projects in 35 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.

II. Country Profile

Capital Office : Juba

National Staff : 500

International Staff : 50

Areas : 10

On-going programmes : 8

Budget : 2.9 M €

In 2012, ACTED has undertaken an expansion of activities in South Sudan. A Juba level coordination office was opened in 2011, and in 2012 the capital office has expanded to provide additional support to our field offices that opened in Bentiu, Unity State, and Malakal, Upper Nile State. The rapidly changing situation in South Sudan over the past months has led ACTED to up-scale its emergency response capacities, while also continuing to provide basic services in the traditional areas of intervention.

Since January 2012, ACTED has been providing refugee and IDP assistance in Unity and Upper Nile states. In Maban County, this assistance has focused on the life-saving assistance to refugees from Blue Nile State, Sudan. ACTED as camp manager for Jamam refugee camp has strived to provide the basic needs for the population including shelter, waste management, livelihoods, and construction of community infrastructures.

Additionally, ACTED has responded to the new refugee influx in May with the provision of shelter and emergency latrines at transit sites while providing transportation assistance to refugees relocating to permanent settlements. In Unity state, ACTED has focused on the provision of livelihoods assistance to refugees in Nyeel and Pariang refugee camps.

ACTED also continues to build on its traditional areas of intervention, focusing on food security and livelihoods in Western Bahr el Ghazal and Warrap, and water, sanitation and hygiene in both states as well. Tonj North in Warrap was also a new area for ACTED where a Community Led Total Sanitation (CLTS) project is being implemented in the underserved area. All of these interventions continue to provide both basic and live-saving assistance to vulnerable populations throughout South Sudan.

III. 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

I. Administration Management:

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

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

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

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

Ä Supervise the Administrator performance and provide support;

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

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

Ä Supervise Administrator in all lease agreement, meetings & discussion;

II. Human Resources Management

Ä 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;

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

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

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

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

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

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

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

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

Ä 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;

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

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

III.Finance:

Ä Support Head of Finance on day to day Finance work;

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

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

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

Ä Perform Cash count on Weekly basis and sign the sheets

IV.Logistic:

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

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

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

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

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

V. Filing:

General Filing:

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

Personal Folders:

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

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

V. Capacity Building:

Internal Training/External Training:

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

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

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

IV. Qualifications:

• Master Level education in a relevant field such as International Relations or Development
• 1-2 years previous work experience in a relevant position
• Experience in Finance, Logistique, Administration
• 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
• Ability to work well and under pressure

V. 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

VI. Submission of applications:

Please send, in English, your cover letter, CV, and three references tojobs@acted.org

Ref : FLATO/SSUD/SA

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