Mission

Founded in 1993, Acted is a non-governmental organization with headquarters in Paris, France. Independent, private and not-for-profit, Acted respects principles of strict neutrality and impartiality in its decisions, and operates according to non-discrimination and transparency principles. Acted endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; construct effective governance and support the building of civil society worldwide by investing in people and their potential.

In Pakistan, Acted has been active since 1993 and has provided assistance across all provinces to an estimated 6.9 million people. The assistance has included emergency response to meet the immediate and live-saving needs of natural disaster and complex emergency affected households, as well as recovery and development support in the form of education and livelihoods promotion and assistance.

Under the supervision of the FLATS Manager, the Area FLATS Assistant is responsible for the implementation, management, of FLATS tasks in the sub base.

The Area FLATS Assistant shall be responsible for:

LOGISTICS:

A.       Procurement and supply chain management

• Plan for all project procurement with relevant project manager and Coordination;
• Manage and coordinate the entire procurement and supply chain
• Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
• Ensure information flow with other departments and sub office for effective service delivery thus securing the successful conclusion of the programs,
• Account for overall compliance with ACTED procurement procedures.

B.       Stock Management

• Account for all program and non-program inventories in the office and sub bases
• Manage the IN and OUT processes of the stock in Country Office and ensure the proper implementation of these processes in the Area office;
• Ensure overall compliance with the stock management procedures.

C.       Delivery (Transport) Management

• Manage delivery of ACTED stock and supplies to sub office as required;
• Account for the overall compliance with delivery management procedures.

D.      Assets and Property Management (including premises)

• Ensure the safety and effective use of all ACTED assets and property in the office and sub bases,
• Ensure the maintenance and repairs of assets and property;
• Keep the assets file updated with all necessary documents (vouchers, technical manuals, repair docs)
• Account for the overall compliance with assets, property and premises management procedures.

E.       Fleet and Fuel Management

• Ensure proper utilization, maintenance and follow up of the ACTED vehicles,
• Control and manage the cost of the fleet (fuel, maintenance and repairs),

• Accounts for the overall compliance with the fleet management procedures.

Administration – HR

F.       Human Resources

• Receive applications for employment; maintain candidates’ data in recruitment database.
• Assist HR/Admin Manager with translation of candidate’s CV credentials.
• File the interview records and application forms of non-selected candidates for future reference. Support the HR/Admin Officer in maintaining a roster of qualified applications and review interview records to insure all qualified applicants are included, and search for candidates upon request.
• Assist new staff member with induction.
• Receive and update the staff lists from bases and pass them to HR/Admin Officer.

G.      Administrative support

• Follow up monthly/quarterly premises payments.
• Prepare new ID cards for new International and National staff.
• Prepare and update staff health data base and sharing with HR/Admin Officer/Manager.
• Checking daily attendance sheets and updating late arrival sheet on monthly basis.
• Supervision of support staff (Cook, Cleaner, Office Boy).
• Office / GH Management, and facilitating mission staff (food/accommodation/payments).
• Maintaining and updating staff files on biweekly/monthly basis.

Finance:

H.      Daily Basis

• Exchange rate: ensure of having daily exchange rates of currency when needed;
• 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; put paid stamp at the time of payment
• Safe & Cashbook checking: at the end of each day, the cashbook and the safe should be checked and the balance should correspond;
• Money Transfer Dealing: registration and exchange of voucher reference between Country Office and area.

I.         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 Finance assistant and the area coordinator;
• Vouchers: quality of vouchers should be checked by the Finance assistant at the end of each months; Advances: ensure the clearance of all advances for the staff, before paying the salary; ensure that no staff

SECURITY:

• Ensure compliance of ACTED with all general requirements of the Provincial and District Authorities and Military Orders including submission of requested reports and responding to special requests.
• Vehicles supervision, checking driver licence, CNICs, legal documents
• Supervise Vehicle/ staff movements and timings, routs 
• Advise ACTED on its relationship with the local authorities to facilitate a positive cooperative relationship.
• Advise programme teams on specific regulations implemented by the Authorities that impact the ability to implement activities and/or impact the speed of implementation.

OBLIGATIONS:

Accountability

The staff member is responsible for ensuring that all relations with the communities we work are conducted in a respectful and consultative manner.  Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, beneficiary selection criteria, and methodologies.  This is the responsibility of every ACTED staff member.

PSEAH Obligation:

-          Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.

-          All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.

-          All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.

-          Managers will have a special responsibility to foster a safe environment.

-          Misconduct can lead to serious disciplinary sanctions.

For the purposes hereof, the following definitions shall be used.

Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions

“As a staff member, you are dedicated to upholding the highest standards of integrity and professionalism in our workplace. You are committed to actively preventing sexual exploitation, abuse, and harassment (SEAH) by fostering an environment that promotes respect, safety, and gender equality for all employees

Your responsibilities include:

• Leading by example: Demonstrate zero-tolerance for any form of sexual exploitation, abuse, and harassment through your behavior and actions.
• Creating a safe environment: Ensure that all team members feel safe and supported to report any concerns or incidents without fear of retaliation.
• Training and awareness: Facilitate training sessions or ensure training sessions are organized to raise employees’ awareness about Acted PSEAH policy, reporting mechanisms, and their contractual duty to report.
• Prompt Action: React swiftly and effectively to any alert by transferring them without delay to Country Direction and to the HQ Investigation Unit.