Sub-Area Coordinator (Idleb Dana)

About ACTED

ACTED is 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 endeavours 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. The commitment of ACTED and that if our teams is guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage. (3) Enterprising-spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy.

Greening strategy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

ACTED PSEAH Policy:

(Area database assistant) has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The (Area database assistant) has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. The (Area database assistant) carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers

Objectives

1. Manage the support team in their area with technical support from their counter parts in Turkey to anticipate and mitigate risks, ensuring operations in the sub-area are compliant with ACTED finance, logistics, administration/HR, transparency and security procedures
2. Ensure Area Coordination based in Turkey is kept abreast of any coordination challenges at base level, authorities engagement and teams needs and challenges
3. Facilitate the creation of an enabling and productive working environment through internal communication and coordination with all the necessary departments in order to ensure a timely and quality implementation of projects in the relevant sub-area
4. Is responsible for the administrative follow up and overview of the base

Duties and Responsibilities

1. Coordination
   1. External Coordination

In coordination with the Humanitarian Access Manager (HAM) and the Public Relation Manager:

• Assist the Idlib Area Coordinator in analyzing operational environment and managing risk through primary and secondary information,
• Based on needs and upon request , assist the Humanitarian Access Manager in stakeholder communication, representing ACTED in official meetings with local authorities and relevant humanitarian coordination meetings at the sub-area level
• Support the operation team in ensuring a smooth dissemination of ACTED’s strategies, objectives and vision among targeted beneficiaries, host community and local authorities.
• 1. Internal Coordination
• Coordinate interdepartmental communication and information sharing for a positive working environment to ensure a smooth implementation of ACTED different activities
• Chair ACTED’s coordination meetings at sub-area level (WAM, MAR, FLAT meeting, etc.) and ensure that outcomes are shared and consolidated within the Area reporting to the capital. When relevant, can include the concerned HoDs from the area.
• Is responsible to ensure that risk mitigation measures taken in line with ACTED procedures and policies are implemented and known by all parties in his area, specifically within the support department.
• Support relevant staff to help identify, resolve operational issues and to continually improve the quality of support for programs and operation team under the supervision of the area coordination.
• Plan and ensure sufficient office and accommodation space and fleet capacity and ensure facilities are properly supplied and equipped.

1. Personnel and base management

• Is responsible for the administrative management of the sub base staff administrative including leaves request and follow up, attendance sheet, follow up of contract renewal etc. in coordination of the relevant manager or counterpart at Area Level
• Is responsible for the administrative follow up of the premises and other related tasks (running costs management, equipment management etc)

Support to project implementation and follow-up

Support Project Managers in project implementation through trouble shooting and eliminating blocking points in coordination and lead of the Area Coordinator

• Ensure that the crosscutting issues between support and program are identified, reported and addressed properly in coordination with the Area Coordinator and Deputy Area Coordinator. This will be done as per weekly activity plan provided by the program team to clarify the operational needed from the support team
• In coordination with Area Coordinator support in monitoring output achievement and ensure that all challenges are communicated to Area Coordinator and solved on time to their PMs/AC

1. Support team management
   1. Finance Management

• Under the supervision of the DAC, and in liaison with the area Finance HoD, s/he is responsible of the expenditures at sub-area so that they are compliant with ACTED internal processes and donor’s requirements. Make sure that all proper documentation exists and is properly archived for transfer to the main bases in Turkey
• Support the Deputy Area Coordinator with budget management including

KEY PERFORMANCE INDICATORS

• Bi-weekly report to DAC of internal coordination meetings in his sub area (WAM, FLAT meeting), including sub are priority, blocking and action points.
• Number of Site visits to implementation areas reported to DAC/AC
• % of coordination meetings with external actors
• level of community acceptance to ACTED presence in the area based on number and type of complaints received
• FLAT folders are complete and sent to area office every 2 months on a timely manner
• Regular and Timely submission of Sub-Area TITANIC reports (logistics, HR and Finance)
• % of investigations outcome related to ACTED FALTs procedures are decreased and well followed.
• Level of staff satisfaction in his area
• Number of inductions sessions and CoC trainings given to the new joiners

Qualifications,

• University education in a relevant field such as international development, emergency operations, humanitarian programming, Engineering…etc.
• Minimum 2 years’ experience in Project management experience (management, planning, staff development and training skills) in emergency and/or development programs or related experience
• Years of Experience in WASH and Food is preferred
• Proven management capabilities and interpersonal leadership skills
• Ability to work well and punctually under pressure
• Excellent skills in written and spoken English
• Strong negotiation skills, and flexibility in cultural and organizational terms