Colombia/Venezuela: Base Manager – Caracas – NGO Jobs 2021

Job Title: Colombia/Venezuela: Base Manager – Caracas

Country: Colombia
Organization: ACTED
Closing date: 25 Dec 2021

Fixed-term | 9 months | ASAP


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. With a team of 4,600 national staff 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year reaching over 20 million beneficiaries.

ACTED Colombia

For the past few decades Colombia has been affected by complex events of internal displacement due to the internal conflict and/or natural disasters. Since 2012, the country has experienced a sustained flow of migrants from its neighbour, Venezuela. This flow has recently intensified due to the increased economic constraints in the country and according to official sources; over 1.2 million migrants are currently present in Colombia, with more entering the country every day.

Additionally, the country is still facing complex internal conflicts situations that have been exacerbated by the increased criminal activity in the border areas. Moreover, Riohacha and the department of Guajira have been historically affected by prolonged droughts and overall lack of access to water, particularly in the rural areas inhabited by the Wayu indigenous people.

You will be in charge of

Duties and Responsibilities

1. Positioning

1.1. Context analysis:

a) Analyse the sub-area’s socio-economic situation, (donor) trends, needs and gaps;

b) Regularly conduct stakeholder analysis, in particular who does what and where (3W) in the sub-area/base

1.2. Strategy Implementation: Provide support in the implemetation of ACTED’s coutry program strategy in the sub-area/base identifying strategic opportunities for expanding ACTED’s work in the sub-area/base, and in particular

a) Support in the identification of new opportunities and new sectors of intervention;

b) Assist in consolidating and stabilizing programming;

c) Review the geographic and thematic footprint;

d) Ensure activities are relevant and meeting sub-area/beneficiary needs;

e) Identify ACTED added-value;

f) Ensure humanitarian principals are adhered to;

1.3. Networking, positioning and general representation:

a) When requested, participate in donor meetings at sub-area/base level and communicate relevant information to the Country Director and other relevant staff;

b) Maintain active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at sub-area/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 sub-area/base level

d) When requested, represent ACTED in key clusters, working groups, NGO coordination bodies, etc. at sub-area/base level

1.4. Proposal development

a) Support the Project Development Department in proposal conceptualisation (problem statement, logframe) within the framework of the country, regional and global strategy

b) Contribute to budget design ensure budget needs at sub-area/base level have been taken into consideration

1.5. Advocacy: Contribute to drafting issues papers, advocacy notes, press releases on relevant humanitarian and development issues in the sub-area of operation

  1. Management and Internal Coordination

2.1. Staff Management

a) Ensure that all staff in the base understand and are able to perform their roles and responsibilities related to base operations and link with the area Head of Departments

b) Promote team building, productivity and staff welfare

c) Mentor and support the team to build capacities, and improve efficiency and performance, and follow career management

d) Manage interpersonal conflicts among staff at base level

2.2. Internal Coordination

a) Facilitate interdepartmental communication and information sharing for a positive working environment

b) Ensure implementation of ACTED coordination mechanism at base level (WAM, FLAT meeting, etc.)

3. Project Implementation Follow-up

3.1. Project Implementation Tracking

a) Support Project Managers 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 of PMFs, BFUs and project reports

c) Ensure that relevant project information are 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 sub-area/base

3.3. Partner Management

a) Identify potential local partners in the sub-area/base based on an assessment of complementarity and added value

b) Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements

4. FLATS Management

4.1. Finance Management

a) Control project budgets at base level to avoid under/over spending

b) Ensure accurate budget forecasting and efficient cash flow management

c) Ensure timely and accurate base finance TITANIC reporting

4.2. Logistics & IT Management

a) Ensure timely procurement and adherence to rules of origin and nationality at sub-area/base level

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

f) Ensure sufficient and reliable means of communication at base level

g) Ensure timely and accurate base logistics TITANIC reporting

4.3. Administration and HR Management

a) Ensure transparent and timely recruitment of national 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 TITANIC reporting

e) Ensure timely exit forms

4.4. Transparency/Compliance Management

a) Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures

b) Ensure that staff is aware of ACTED’s transparency and whistle blowing policy

4.5. Security Management

a) Analyse the security context at base level and in close collaboration with the Area 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 and capital

Expected skills and qualifications

University education in a relevant field such as international development, emergency operations, humanitarian programming, technical degree in camp management, or the like;

Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes

Base management skills preferred

At least four years relevant work experience, preferably including camp settings

Proven capabilities in leadership and management required

Ability to work well and punctually under pressure

Excellent skills in written and spoken English

Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms

Ability to work well and punctually under pressure

Knowledge of local language and/or regional experience an asset


  • Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
  • Living allowance of 300 USD
  • Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
  • Flight tickets in and out + Visa taken in charge by ACTED
  • Provision of medical and repatriation insurances

How to apply:

Send your application (resume + cover letter) to Ref: BM/COL