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FLAT Assistant/ Derna

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 Assistant
• Base: Derna
• Gender: Any
• Contract duration: 3 months (renewable)
• Contract Type: Full-time
• Starting date: ASAP
• Closing date: 31st-Dec-2021

JOB PURPOSE

Under the direct supervision of the Deputy area coordinator, and functional link to the area Sr. HR and admin officer, area Finance Officer and Area Sr. Logistics Officer, the FLATS assistant is responsible for assisting the support functions in Derna base. The FLAT assistant will be assigned to tasks within the FLAT department depending on work load and priorities.

DUTIES & RESPONSABILITIES

1. Area Finance support:

when needed and when assign by the deputy area coordinator:
– Support finance department in the monthly Closure, including scanning of vouchers and all closure documents.
– Support finance department in the day to day vouchers preparations and checking payments documentation.
– Support Finance department in any external communication and visits.
– support the department in the archiving and filing.
– supporting the dept in payment preparation and documentation.

2. Area HR and Admin support:
when needed and when assign by the deputy area coordinator:

– Support HR department in the recruitment process, including application shortlisting, organizing for tests and interviews, background and reference checking and preparation of an on boarding schedule.
– Support HR department, in the monthly archiving, and scanning, and ensuring shipment of HR documents to Tunis.
– Support the HR with the time sheets, and all regular admin support documents like vacation request, sick leaves and so on.
– support the HR on preparing staff travel arrangements, documentations, per-deims and reimbursements paperwork.
– support the HR department in staff file arrangements, updates and completion.

3. Area logistics support:
when needed and when assign by the deputy area coordinator:

– Assisting Logistics department in preparing purchase files, requesting quotations, drafting POs.
– Assisting Logistics department in external visit, to collect quotations, make payments, or any other purpose.
– Assisting logistics department in preparing the monthly documents archiving, and preparation for shipment to Tunis
– help facilitation event and external activités.
– support the logistics in delivery follow up/ stock management, transport management, asset management and filing

4. Support compliance and audit:
when needed and when assign by the deputy area coordinator:

– Review, check all administrative docs i.e. contracts, bills, vouchers, etc., sign the necessary logistic documents only according to authorization and PoA in place.
– Help and support the HR and finance department in urgent inquiries during audits with a close arrangement of DAC and capital compliance dept.

5. Area coordination Support:

– Minutes taking and circulating for FLAT meetings.
– Minutes taking and circulating in external meetings with authorities, partners and stakeholders.
– Support in ACTED events and external participations.
– Support with following up on document approvals and signatures in area and capital office, according to compliance regulations and in a timely manner.
– Support in following up with support staff on hot issues and action points brought up in weekly area meetings (WAM).
– Maintain constant and fluid communication with DAC on all matters regarding the field office.
– Cover the absence of any support staff, ensuring the absence does not affect the work flow.
– To apply the ACTED rule and regulation in Benghazi office and any other sub offices.

6. 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 Deputy area coordinator

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.