1. Weekly Area Meetings (WAM):

1. Ensure Bi-weekly Area Coordination Meeting is conducted regularly, with minutes and action plans shared with the Area Team and Country Office by the 15th of each month. 
2. Establish a clear task assignment process for area staff, linked to hot issues identified during previous WAMs. Staff must update their inputs one week before each WAM meeting
   1. Area Operations Management / Engagement with Authorities and Local Actors:

1. Ensure operational activities are well-coordinated across logistics, finance, and programs. As Base Manager, act as the team leader during emergencies or major program events to ensure all departments are activated and engaged in supporting those efforts.
2. Perform regular actor mapping to identify key stakeholders (Local Authorities) and INGOs operating in the region. Gather and maintain up-to-date information on INGO activities at the state level for coordination and reporting purposes. (Having A simple Reference table with INGO name areas and kind of Sectors they are covering).
3. Act as the focal point for drafting and submitting Technical Agreements to the relevant authorities, with the support of the Project Development team, Area Coordination, and Deputy Country Director.

1. Positioning.
   1. Context Analysis:

1. Continuously Analyse the socio-economic situation of the sub-area, identifying needs and gaps in service delivery to inform program adjustments. 
2.  Conduct and update stakeholder analysis to map key actors, their activities, and coordination mechanisms at the base level, ensuring Acted strategic positioning.

1. Strategy Implementation:

1. Support the implementation of Acted’s country strategy by identifying strategic opportunities and areas for intervention at the sub-area level. 
   1. Assist in stabilizing and consolidating existing programming in the sub-area, ensuring sustained impact and continuity.
   2. Review the geographic and thematic scope of Acted’s presence, ensuring alignment with beneficiary needs and Acted’s added value.

1. Liaison, Representation and Networking:

1.  Represent Acted in key meetings with donors, Local Authorities, clusters, working groups, and at the base level, ensuring visibility and advocacy for Acted’s work. 
2. Maintain active working relationships with local authorities, NGOs, and relevant bodies, ensuring proper authorizations are in place for Acted’s activities.
   1. Support in Proposal Development:

1. Participate in Identifying emerging needs and opportunities at the area level, communicating them to the Project Development Department for inclusion in new proposals. 
2. Ensure base-level budgetary needs are considered in the design of new proposals and funding requests, supporting comprehensive and responsive programming.

1. FLATS (Finance, Logistics, Administration, Transparency, and Safety) Management.
2.  
3.  Finance Management:

1. With the Support of the Area Coordinator and Project Managers Support in controlling and monitoring project budgets at the base level to prevent under/over-spending. Ensure budget accuracy and alignment with financial forecasts.
2.  Implement cost-saving measures by reviewing expenditures and identifying inefficiencies. Reduce operational costs by optimizing procurement processes, logistics, and other areas such as transportation, utilities, etc.
3. Support the Area Coordinator in ensuring timely and accurate financial reporting, including monthly cash requests and budget forecasts. Ensure close coordination with finance and other departments to make sure cash requests accurately reflect operational needs at the capital level.
   1. Human Resource:

1. Recruitment and Onboarding: Oversee transparent and timely recruitment, onboarding, and offboarding processes for national staff at the base. Ensure that staffing structures are aligned with funding levels and operational needs.
2. Performance Management: Conduct regular performance evaluations, maintain proper HR documentation, and ensure accountability. Pay close attention to staff attendance, enforcing timely sign-ins and active engagement at the departmental level. Conduct random spot checks on staff attendance to reinforce compliance.
3. Payroll Management: Perform spot checks on salary preparation, ensuring that all payroll documents are ready and communicated to finance on time for execution.
4. Training and Development: Identify training needs for staff and organize relevant training sessions by 20th November. Prepare a report with recommendations for adjustments, if necessary.
   1. Logistics and Procurement Management.

1. Oversee timely and compliant procurement processes at the sub-area/base level, ensuring adherence to rules of origin and nationality, and improving supply chain management to enhance efficiency in stock and asset handling
2. Conduct regular reviews of stock levels and asset management, ensuring compliance with Acted’s asset investment policy, and implement measures to reduce waste and streamline procurement processes to minimize costs.
3. Enforce IT and communication standards at the base level, ensuring secure data backup and protection, while strengthening oversight responsibilities by empowering base managers to closely monitor procurement activities and ensure alignment with project timelines and budgetary constraints.
4. Enhance coordination between base managers, logistics, and project teams through regular meetings to review procurement needs, prioritize requests, and address any potential bottlenecks, while ensuring that base managers act as a communication bridge between the field teams and the central logistics department
5. Provide training and capacity building for base managers on procurement processes, logistics procedures, and compliance with internal and donor regulations, equipping them with the skills to spot inefficiencies or compliance risks and take corrective action when necessary.
6. Monitor and report on procurement processes at the area level, regularly identifying and addressing challenges early, and ensuring compliance with organizational policies.
   1. Transparency/Compliance Management.

1. Minimize risks of fraud and corruption by ensuring adherence to Acted’s FLATS procedures. Coordinate with the Transparency and Compliance (T&C) department to arrange regular checks for all departments and report non-compliance acts to the coordination office.
2. Ensure staff awareness and compliance with Acted’s transparency and whistle-blowing policy by organizing training sessions in collaboration with the T&C department, focusing on internal procedures and ethical practices.
3. Follow up on compliance checks and audits, ensuring that any findings are promptly addressed with appropriate corrective actions after thorough review.

1. Safety and Access Management.

1. Analyse the safety and access context at the base level in close collaboration with the Safety and Access team, contributing to ongoing risk analysis and mitigation efforts.
2. Ensure the base has an updated evacuation plan and security protocols, with regular security briefings conducted for all staff to maintain awareness and preparedness.
3. Manage security focal points, guards’ schedules, and general security procedures, ensuring they are well-defined, regularly reviewed, and strictly adhered to by all relevant personnel.
4. Report any security/safety incidents promptly to the Area Office and Country Office, ensuring immediate and effective communication and response.

1. Project Implementation Follow-Up.

1.  Support Project Managers in the implementation of activities by troubleshooting issues, eliminating blockers, and facilitating smooth project execution, in coordination with the Area Coordinators to ensure alignment and avoid overlap.
2. Assist Area Coordinators in ensuring that project implementation aligns with local authorities' requirements and complies with technical agreements approved by the authorities, providing additional support where needed based on assessed risks.
3. Coordinate Security Approvals and Arrange Government Movement Permissions in support of Area Coordinators, ensuring all necessary field access permissions are secured, and security briefings are conducted prior to project execution, based on the risk level of each activity.
4. Support Regular Field Visits in collaboration with Area Coordinators to assess the quality of activities, resources, and outputs, ensuring compliance with project standards and objectives, while addressing any issues that may arise during implementation.
5. Identify and Engage with Local Partners at the sub-area level, in coordination with Area Coordinators, to provide necessary support for qualitative and effective project implementation, based on an assessment of potential risks and opportunities.
6. Monitor Partner Progress Regularly in collaboration with Area Coordinators to ensure alignment with Acted’s standards and compliance with donor requirements, addressing any gaps or issues proactively to mitigate risks.

Key Performance Indicators.

• Regular and timely holding of internal coordination meetings specifically WAM meeting and timely submission of minutes and action plans from the Bi-weekly Area Coordination Meetings to the Country Office by the 15th of each month.
• Meetings with donors, Local Authorities, clusters, and working groups attended and reported back to coordination with Frequency of updates to stakeholder analysis and context analysis.
• Regular and timely submission of base TITANIC reports to the Area Coordinator.
• Percentage of ineligible expenses incurred at the base level and the percentage change compared to the previous year.
• Percentage reduction in operational costs due to cost-saving measures.
• Procurement follow up done each two weeks and review reported for coordination on progress.
• Timeliness and accuracy of reporting on project progress for internal use and donor reporting.
• Percentage of tasks (e.g., issue resolution, security approvals, field visits, etc.) completed as requested by AC/DCD  within the specified timeframe across all activities, ensuring smooth project execution and compliance.

1. Requirements:

• At least 4 years of experience with increasing responsibilities in management and coordination of field staff.
• University degree.
• Excellent team management and problem-solving skills.
• Flexible, self-motivated, and independent with an eye for improving internal processes. 
• Experience in representation and coordination with government, communities, and partner agencies.
• Ability to produce contextual situation analyses and subsequent project recommendations. 
• Familiarity with the aid system and understanding of donor and governmental requirements.
• Fluency in English language, 
• Ability to operate Microsoft Word, Excel and Project Management Software. 

Please apply before 27 of January 25.