Job Title: Whole of Syria: Deputy Area Coordinator – UNGO Jobs

Countries: Jordan, Syrian Arab Republic
Organization: ACTED
Closing date: 13 May 2022

Fixed term | 12 months | Mid May 2022

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. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year, reaching over 20 million beneficiaries.

ACTED Syria

Since 2012, ACTED has been implementing projects with vulnerable communities in Syria with a two-fold approach: ACTED provides life-saving support to vulnerable displaced persons, returnees, and host communities across Syria, through multi-sectorial rapid emergency services, and implements a wide range of resilience building interventions. Thus, ACTED has been able to strengthen its links with Syrian local communities and to develop an in-depth knowledge of local dynamics. A team of 900+ is currently working in Syria.

You will be in charge of

Management and Internal Coordination

Staff Management

Support staff under his/her supervision to perform their roles and responsibilities related to area operations and foster linkages with the capital Head of Department.

Promote team building, productivity, and staff welfare.

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

With the support the AC, manage interpersonal conflicts among his/her staff at area level.

Foster a positive and respectful relationship and communication between his/her department, the rest of the department at base level and the capital departments

Internal Coordination

Facilitate interdepartmental communication in between program and support department along with information sharing for a positive working environment.

Implement ACTED coordination mechanism at area level through FLATs meeting and participation in other coordination meetings ensuring support departments receive the right level of information (WAM, MAR etc…)

Facilitate the communication and information sharing in between area Heads of Departments and Capital Heads of Departments through regular catch up and hot issues meeting to ensure all elements of contexts and challenges are known and analysed at all levels.

Proactively trouble shoot for any issue arising, under the supervision of the Area Coordinator and propose solution-oriented communication and actions to Area Coordinator and Capital department when needed.

Based on improved analysis and reporting, proposes improved practices and tools for support department in collaboration with the concerned Capital department.

Ensure that communication channels in between the support departments and the different stakeholders are known in followed. Make sure the different information flows are smooth and impact positively the overall understanding of roles and responsibilities within his/her department and with other departments.

In case of base closure or opening or contingency plan preparation, he/she is taking the lead on pro-actively planning and following up on all the support department action plan.

Support department management

Finance Management

Lead the financial piloting of the area under the supervision of the Area Coordinator through KPI review and coordinating the BFU cycle with all relevant department. A monthly meeting with the Area Coordinator and relevant coordination staff is organized to confirm the hot issues and proposed way forward before submission to the capital.

Support in the management of project budgets at area level to avoid under/overspending through coordination with the AC/Project Managers to ensure all necessary information and forecasts are included and accurate in the finance piloting tools.

Is in charge in liaison with the concerned department of the base running costs management, including allocation table and budget management.

Make sure that all finance piloting tools are knows, understood, and implemented at area level by implementing the necessary sharing platform in between the finance department, the project implementation team, and the logistic teams at area level.

Can anticipate and mitigate financial risks and report them to the AC in a timely manner to avoid mis management.

Ensure timely and accurate finance TITANIC reporting.

Implement strong risk mitigation measures for finance departments and ensure all check and balance control mechanisms for finance management are implemented.

Logistics Management

Under the supervision of the AC is responsible for supporting the logistics team procurement, fleet (when relevant) and premises management in adherence to ACTED procedures through regular coordination with the other support departments along with the program implementation team.

In collaboration with his/her logistics team, ensure a quality supply management at area level.

In collaboration with his/her logistics team, ensure proper asset management and stock management at area level and enforce asset investment policy.

In collaboration with his/her logistics team, ensure sufficient and reliable means of communication at area level.

In collaboration with his/her logistics team, ensure the provision of timely and reliable procurement, warehousing (including assets) and transport services in full compliance with ACTED policies and procedures.

Works with the Area Coordination and Capital Heads of Department to identify issues with systems and tools, capacity constraints, training needs, etc and lead efforts to make improvements as needed.

Can anticipate and mitigate logistics risks and report them to the AC in a timely manner to avoid mis management.

Ensure timely and accurate are logistics TITANIC reporting.

Administration and HR Management

Oversee transparent and timely recruitment of national staff in close collaboration with the area Human Resources team, the recruiting department and HR Capital Teams based on the different policy implemented.

Ensure proper recruitment follow up and planning in collaboration with his/her HR/Admin team at area level.

Ensure that ACTED’’s code of conduct is known and respected at Area Level.

Oversee and ensure the implementation of HR policies and procedures across the relevant area.

Can anticipate and mitigate HR & Administration risks and report them to the AC in a timely manner to avoid mis management.

Ensure timely and accurate area HR TITANIC reporting

Support to Transparency and Compliance department

Ensure a smooth liaison between the area level support department and the compliance department in term of work plan and implementation of the different recommendation as heads of support department.

In coordination with the AC, support and make sure documentation are ready to be sent to capital officer/ Review the transfer plan of original documentation, supervise the review of the documentation, and support the compliance department in following the flow of documentation.

Proactively support on reviewing documentation monthly through spot checks, qualitative review of support department documentation and mentoring of his/her staff to ensure standard are met.

Ensure recommendation from Compliance department are understood and implemented by his/her departments

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) & compliance in emergency and/or development programmes
  • Base management skills preferred
  • At least four years relevant work experience
  • 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
  • Knowledge of local language and/or regional experience an asset

Conditions

  • 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
  • Flight tickets in and out + Visa taken in charge by ACTED
  • Provision of medical and repatriation insurances

How to apply:

Send your application (CV & cover letter) by email (jobs@acted.org) under Ref: DAC/WOS

Please note that ACTED does not charge any fee at any stage of the recruitment process.