RESPONSIBILITIES

The responsibilities of the FLATS officer are wide-ranging and require someone flexible, adaptable, and able to think on their feet. Broadly, these responsibilities include: 

Financial ADMINISTRATION

1. In coordination with the ACTED Country Finance Manager (CFM), ensure the accurate management, presentation, and circulation of assessment activities accountancy in Sudan and ensure compliance with ACTED’s FLAT and financial procedures. 
2. Follow established processes to manage operational spending, particularly international and national staff allocation tables. 
3. Together with ACTED, contribute to the overall mission-wide systems strengthening of finance procedures.
4. Following up with any tasks as requested by assessment project teams, including reimbursement of mission expenses, and ensuring paperwork from field missions submitted according to ACTED procedures.

LOGISTICS SUPPORT

1. In coordination with Acted Logistics department, provide support to procurement in Sudan and coordinate with relevant stakeholders (program, finance, coordination, suppliers) to build sourcing capacity and maintain a supplier database accordingly for program needs.
2. Support the Acted Logistics department in ensuring all assessment related procurement needs (including assets, communication, and IT) are anticipated, planned, and executed in line with ACTED, and donor’s procurement guidelines.
3. Support Acted Logistics department in maintaining an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.
4. In coordination with Acted logistics department, identify & settle premises (offices, guesthouses) for operations based on geographical, operational, safety and security, and financial criteria.
5. Together with Acted Logistics, contribute to the overall mission-wide systems strengthening of logistic procedures.

Human Resource ADMINISTRATION

1. Together with the CC and ACTED HR department, ensure that appraisals, contract renewals, and recruitments for relevant staff are done on time to minimize gaps in the team.
2.  In coordination with ACTED HR department, support the HR Officers and ensure that both national and international staff have correct and valid visas and work permits to operate in the country; Ensure effective follow-up with other Acted liaison officer to minimize any reputational and financial risk   
3. In close coordination with the ACTED HR department, support the HR Officer to ensure that contracts of staff are in line with ACTED standard salary grid, available budgets, and regulations; propose salary grids revisions based on benchmarks, national legislation, competency, and budget constraint.
4. Support field operations team and ACTED HR department to develop and implement processes and systems for enumerator contract management and ensure performance analyses are in line with ACTED policies.
5. Support the HRO to ensure administrative requirements are met toward customs and any other local/national authority when transporting goods/staff.
6. In coordination with Acted HR department, support the recruitment of assessment staff in Sudan.

TRANSPARENCY, AUDIT and compliance Management 

1. Ensure that all procedures are conducted in compliance with donor requirements and that required paperwork and record keeping are in place to support the ACTED T&C team in responding to audit requests. 
2. Ensure adherence to ACTED procedures, all Acted 8 standard policies and Code of Conduct, to minimize the risk of fraud and corruption.
3. Contribute to proactive dissemination and use of knowledge gained through audit activities (internal and external audits) among international and national staff.
4. Support Acted T&C department for any internal and external audit (audit preparation and document provision).

Accountability to Communities and Beneficiaries

The staff member is responsible for ensuring that all relations with the communities we work in are conducted in a respectful and consultative manner. Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED’s program objectives, activities, beneficiary selection criteria, and methodologies. 

REQUIREMENTS

• Academic Excellent academic qualifications, including an Undergraduate degree in a relevant discipline (Finance, Business, Audit, Law, International Relations, etc.) 
• Work experience At least 2 years of relevant work experience 
• Aid system Familiarity with the humanitarian and development systems, and the research community
• Communication/reporting skills Excellent communication and drafting skills for effective reporting, including proven experience contributing to high level presentations/briefings
• External engagement Experience with external engagement (donors, partners, and other key stakeholders) is required; experience with development actors is strongly preferred
• Financial management Experience managing multiple budgets is an asset
• Multi-tasking skills Ability to multitask and manage multiple deadlines in a complex environment
• Level of independence Ability to work independently and manage people remotely required
• Work environment Solution-oriented, flexible, and open-minded, including the ability to operate in a cross-cultural environment required.
• Language skills Fluency in English and Arabic is required, both spoken and written

How to Apply

Interested applicants can apply Online through the Sudan Job website, before 04th of May 2024

ACTED is a humanitarian and development organization whose mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

We work regardless of ethnicity, religion, political affiliation or gender.

Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.