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Job Description
FLAT (Finance, Logistic, Administration, Transparency) CONTROLLER
Base: Amman, Supporting on Yemen’s mission
ASSIGNMENT
Under the supervision of the Country Director / Coordination department, the FLAT controller is responsible for overall supervision of Logistic department (including Procurements, Fleet, assets follow ups, communication/IT, stock/Warehouse and movement facilities), Filling and administration for preparation of Audit, and supporting compliance of process, for the mission of ACTED in YEMEN. The incumbent may be asked to supervise various aspects of the logistics and FLAT department or focus on one activity. This will depend on the team structure at the Coordination Office.
FUNCTIONS
1. Procurements / Logistic:
• Follow-up procurement & supplies with logistic area team and main office in Sanaa / Yemen as well as liaison with ACTED’s office in Jordan.
• Check deliveries follow-up of each procurement contracts; and drafting and completing all contract’s guidelines as stipulated in ACTED’s logistic and procurement’s procedures.
• 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.
• Create documentation for scenario D, E, and F tender procurements and send to HQ Paris
• Follow up with Tender advertisements, launch tender openings and create procurement related documents for all opened tenders
• Create follow up paper work for closed tenders
• Liaise with base level logistic officers for all tender related procurements
2. 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;
3. Asset Follow ups/IT support/Communications:
• 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
• Maintain communication reports and operations of all communication equipment
• Create monthly communication report
4. Support in compliance / FLAT processes:
• Support the FLAT department in compiling and filing all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time it should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;
• Follow-up of the Compliance process at base level by ensuring the regular (fortnightly) transfer of the project(s) Compliance documentation to the capital office;
• At the end of the project, ensure the centralization of all Compliance folders at the Capital office;
• Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation;
• Submit the completed Compliance folder (final version) to Coordination once the Compliance review process has been completed and ensure that the Compliance folder is securely archived.
• Review of FLAT checklist at field level and random compliance checks (in coordination with country compliance team)
• Support on external audit when requested by country audit team
• Have to ensure that all the documents mentioned in FLAT checklist are actually available at field
• Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action;
• Facilitate and report compliance of all audit recommendations/action plans under the authority of the Country Director/ Country Audit & Compliance Manager and provide accurate feedback immediately;
• Support the FLAT compliance officer in preparing a Monthly Compliance Report giving as much detail as possible for all existing projects that are ongoing and completed but are yet to be reviewed and submitted to the HQ. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the country director and the regional audit team;
• Any other duties as deemed necessary to support the flow of process and operational support to the team in Yemen.
Job Details
| Date Posted: | 2016-05-09 |
| Job Location: | Amman, Jordan |
| Job Role: | Accounting/Banking/Finance |
| Company Industry: | Community/Social Services/and Nonprofit |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Jordan |
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