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FLAT Officer

Job Type: Full time | Company: ACTED Organization | Location: Sabha, Libya | Date posted: 01-10-2017

Company Overview

ACTED (Agency for Technical Cooperation and Development) is an international NGO founded in 1993 and headquartered in Paris. Its activities range from emergency relief to development projects. In 2006, ACTED implemented 160 projects in 18 countries spread over Africa, Central Asia, Europe, Latin America and the Middle East.

Description

  •  ACTED (Agency for Technical Cooperation and Development), an International humanitarian, nonprofitable and nongovernmental organization, within the framework of its ECHO emergency response project for IDPs in the eastern part of Libya, is looking for highly qualified national staff for the following vacant position:
  • Position: FLAT officer.
  • Department: Administration.
  • Gender: Any.
  • Contract duration: 3 months.
  • Location: Sabha.
  • Starting date: asap.
  • Closing date: 10-10-2017.

Assignment

The Finance, Logistics, Administration and Transparency (FLAT) Officer is in charge of the all operations related to money, accountancy, administration, human resources and logistics sunder close consideration of the Base Manager and the Country Finance Manager.

Responsibilities:

FINANCE

1.      Daily Basis:

 

·          Every day: ensure of having daily exchange rates of currency;

·          Voucher & Cashbook: filling of voucher(s) & registration of voucher in cashbook;

·          Payment: make payments for all items and services which have been approved by the Area coordinator;

·          Safe & Cashbook checking: at the end of each day, the cashbook and the safe should be checked and the balance should correspond;

·          Money Exchange Dealing: whenever needed, change money for the cashbooks and register it in cashbook;

·          Money Transfer Dealing: registration and exchange of voucher reference between Country Office and area.

 

2.      Monthly Basis :

 

·          At the end of each month: the balance in the cashbook and in the safe should be checked and the cash checking statement should be established and signed by the cashier and his area coordinator;

·          Vouchers: quality of vouchers should be checked by the Cashier at the end of each months

·          Cashbook & SAGA: cashbook and SAGA should be checked before closing the accounting month;

·         Advances: ensure the clearance of all advances for the staff, before paying the salary.

LOGISTICS

 

3.    Procurements:

 

·         Check deliveries follow-up of each procurement contracts;

·         Procure all projects and office logistical requirements based on ACTED procurement guidelines.

·         Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.

 

4.     Filing/Reporting

 

  • Logistic report should be sent by Area Logistic officer by 5th of each month to Area Coordinator and Capital logistic department (the monthly report Includes – (Procurement report, Fuel consumption report, asset follow ups, stock situation report, Communication report);
  • Create separate binders for each reporting documents and file them after final confirmation of capital logistic;

 

5.     Transport:

 

·         Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follow up, accident form with attached documents etc.

·         Create a binder for all vehicle fuel consumption report;

·         Ensure all vehicles are in good condition and ready for use;

·         Organize the driver duty schedule and ensure the movement of board is filled in regularly

·         Follow up of staff movement between area and sub offices and Area and capital offices;

·         Supervise the fuel consumption of each car and report directly to

·         Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder.

 

6.     Asset Follow ups/IT support:

 

Supervise the Logistic Assistant to:

 

·         Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details);

·         Ensure that asset is given to users, after completion of “Asset Reception Form”;

·         Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items.. etc.).

·         Ensure that e-mail, and IT equipments are functioning properly

HUMAN RESOURCES AND ADMINISTRATION

7.     Human Resources

 

·         Preparing monthly national staff TITANIC and sending on 25th of each month to Base.

·         Make sure the right recruitment of employees and reflecting dismissal and hiring plan in TITANIC.

·         Managing and controlling employee’s attendance sheet + mission, vacation and sick leaves.

·         Preparing and registering ID card for all employees

·         Preparing and updating local staff contracts and other Human Resources forms.

·         Sending Job Update form on a bi-weekly basis to Capital as well as the short-listing of each interview prior to meet the candidates on interview.

·         To apply the ACTED rule and regulation in office and sub offices.

·         Preparing monthly Staff list, NSP Staff Picture, Vacation Follow Up and Sick Leave Follow Up

·         Solving daily problem of staff in departments

·         Managing of the files and updating of personnel files.

·         Other duties requested by line manager

 

8.     Administration:

 

·         Preparing the premise follow up on a monthly bases

·         Following preparation of the premises in close collaboration of logistic department

·         Updating all rented house contract and sending the original copies to capital.

·         Preparing invoices for advances and monthly payment of rents to finance for owners

·         Preparing the agreements with government and people.

·         Register all the In and Out letters in ACTED office and follow with relevant department

·         Follow up of all liaison activities with other agencies and offices

·         Arrange meetings with authorities and expatriates

·         Managing of administrative jobs in base and sub-bases level

 

TRANSPARENCY

9.     Compliance:

 

·         Make sure ACTED and donor’s procedures are applied in all documentation accordingly.

·         Make sure the flow of documents from the sub-base (Sabha) to the main base (Tripoli) is done on the 10th of each month for the previous month.

 

10.  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 area coordinator.

 

Apply now »

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Date posted 01-10-2017
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