The Flat Officer is responsible for ensuring the effective, transparent, and compliant delivery of finance, human resources, administration, logistics, security, and compliance functions within the field office. The position supports Acted operations by ensuring that organizational resources are managed efficiently and in accordance with Acted principles, donor regulations, national laws, and organizational policies.
A. Finance and Budget Management
Key Responsibilities
- Ensure all financial transactions are processed in accordance with Acted policies, donor regulations, and local laws.
- Maintain accurate financial records and supporting documents.
- Manage petty cash and cash advances.
- Prepare monthly cash forecasts and expenditure reports.
- Track field-level expenditures against approved budgets.
- Verify invoices, payment requests, and supporting documentation.
- Support financial reconciliations and month-end closing activities.
- Monitor financial risks and immediately report irregularities.
B. Human Resources Management
Key Responsibilities
- Support recruitment, selection, onboarding, and induction processes.
- Maintain up-to-date staff personnel files (Archive and SharePoint)
- Payroll Management for field staff (Homere)
- Track staff attendance, leave, and timesheets.
- Leave Management (Power app)
- Ensure staff contracts are renewed and archived appropriately.
- Facilitate staff orientation on organizational policies.
- Support performance management processes.
- Assist with employee relations issues and staff welfare.
- Promote diversity, inclusion, gender equity, and safeguarding standards.
C. Administration and Office Management
Key Responsibilities
- Ensure efficient day-to-day office administration.
- Manage office facilities, accommodation, utilities, and workspace arrangements.
- Coordinate travel, workshops, trainings, and meetings.
- Maintain filing systems and document archives.
- Ensure office supplies and equipment are available.
- Manage contracts and service agreements for Premises.
- Support regulatory and legal compliance documentation.
D. Logistics, Procurement and Asset Management
Key Responsibilities
Procurement
- Conduct procurement activities according to Acted and donor procurement policies.
- Prepare RFQs, bid analyses, purchase requests, and purchase orders.
- Ensure procurement processes are transparent, competitive, and properly documented.
- Maintain procurement tracking systems.
Inventory and Assets
- Maintain asset and inventory registers.
- Conduct periodic stock counts and asset verification.
- Ensure proper asset tagging and tracking.
- Monitor asset movement and disposal procedures.
E. Security and Safety Management
Key Responsibilities
- Support implementation of organizational security and safety procedures.
- Monitor local security developments and report incidents.
- Maintain staff movement tracking systems.
- Coordinate security briefings for staff and visitors.
- Ensure office safety measures are maintained.
- Ensure communication and emergency contacts remain updated.
- Coordinate incident reporting and documentation.
F. Transparency, Compliance
Key Responsibilities
- Promote accountability, transparency, and ethical conduct across operations.
- Ensure compliance with organizational policies, donor regulations, and humanitarian standards.
- Monitor adherence to procurement, finance, HR, and logistics procedures.
- Promote prevention of fraud, corruption, exploitation, abuse, and misconduct.
- Support safeguarding and Protection from Sexual Exploitation, Abuse and Harassment (PSEAH) initiatives.
- Identify compliance risks and propose mitigation measures.
