Employment Opportunities at Delight Affection Foundation (DAF)

Job Title: Human Resources / Admin Officer (Volunteer)

Location: Maiduguri, Dikwa – Borno
Employment Type: Volunteer

Core Functions / Responsibilities
Unit Management:

• In coordination with the National Coordinator, oversee the Human Resources Management function in its Head Office including its Sub-Offices in accordance with DAF’s policies, procedures and practices.
• Supervise and monitor the work of the Human Resources staff in carrying out all human resources administrative transactions, including preparation of personnel actions, updating HR module, and processing of contracts.
• Liaise with external DAFpartners on HR-related policies. Act as a Focal Point for external HR Companies in terms of recruitment and deployment of staff for working in emergency areas.
• Review and process all HR-related documentation received from the HR Companies.

HR Administration:

• Maintain Head OfficeHR module and keep its information up to date.
• Monitor and ensure effective administration ofHR Organizational Management module.
• Monitor and supervise the maintenance of the personnel files and attendance records of the Head Office correctly and in line with DAF’s standards.
• Supervise the preparation of the monthly payroll for staff and related administrative actions.

HR Policy and Advisory:

• Assist with the roll-out and implementation of new policies, instructions, and procedures.
• Implement personnel policies and procedures for DAF staff.
• Recruitment, retention, professional development and training activities, separation and end of contract duties) remain consistent with the relevant DAF policies and procedures. Advise and support staff and managers on HR matters.
• Oversee the contractual situation and the administration of entitlements of staff as well as requests for promotions, recruitment, separation, etc.
• Liaise with the Finance Section on the delivery of benefits/privileges to staff in the field.
• support in managing administrative actions and in addressing grievances and resolving disciplinary matters.

Talent Management:

• Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements.
• In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
• Advise and support line managers in the recruitment processes for locally recruited personnel.
• Monitor compliance with the Staff Evaluation System (SES) within the Office, and advocate for timely completion of the performance management process in line with organizational deadlines.
• Provide support to all staff on business-related issues. As required, facilitate performance management discussions between staff and supervisors.
• Coordinate the planning and organizing of the staff development and training for DAF in close collaboration with Human Resources Management/ Staff Development and Learning (HRM/SDL).
• Collaborate with line managers in establishing staff development and training priorities and plans.
• Deliver induction and other forms of training to staff.

Qualifications

• Candidates should possess a Bachelor’s or Master’s Degree with 0-3 years experience.

Experience:

• Working experience in management and administration in all facets of HR, Talent acquisition, talent management, administration of staff contracts and entitlements, procurement and logistics, interpretation and implementation of staff rules and regulations and development of HR guidelines in a complex humanitarian environment;
• Previous working experience in an international organization is an advantage;
• A high degree of computer literacy is required; good knowledge of MS Office suite and PRISM is essential.

Skills:

• Ability to prepare clear and concise reports;
• Excellent communication and writing skills with the ability to analyse complex problems and identify and convey clear, rapid solutions;
• Strong general analytical skills; and,
• Strong organizational skills.

Languages:

• Proficient in English and Hausa which may include written and/or oral assessments.

Core Competencies

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Competencies will be assessed during a competency-based interview.

Job Title: Finance Assistant (Volunteer)

Location: Maiduguri, Dikwa – Borno
Employment Type: Volunteer

Scope of Work

• The Finance Assistant will be responsible for the timely filing of field/country office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc.
• S/he will also ensure orderliness within the finance department.
• The Finance Assistant will deal with all payments documentation as well as advise the Project Manager, and Program Officer on the arising financial matters and share areas of concern with suggested solutions within he/her capacity.

Key Accountabilities
Finance Work

• Review all transactions and ensure completeness of documentation and approvals.
• Review attendance using the approved Database and prepare payment schedules for participants of SMC personnel to ensure names in the attendance sheet tally with the Database and Schedules.
• Prepare payment vouchers, ensure the correctness of cost classification and coding
• Receive payment advice and attached relevant documents to file
• Preparing Payment schedules for all meetings, workshops and training participants and consultants
• Safeguarding the organisation’s resources by scrutinising all payment requestsby adhering to the DAF Manual, Policies and Procedures
• Work with Finance Officer to ensure PV is raised with all supporting documents for every payment made and filed.
• Advising the Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions.
• Maintain an excel journal template for the recording of all payments completed and share it with Finance Officer weekly for posting.

Suppliers Invoice:

• Track and receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms
• Prepare all invoice payments and obtain approval from the authorised personnel

Operations-Related Work:

• In charge of archiving, scanning and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.
• Ensure Finance Documents (PVs) are filled as per DAF’s Finance Manual filing requirements.
• In charge of collating timesheets of all field office staff.
• Keep a tracker for all payment documents to ensure they are filled out properly.

Perform other duties as required by Finance Officer:

• Support audit by making documents available.
• Support in Asset spot check and physical verification.

Key Working Relationships

• The Finance Assistant will be a staff in Maiduguri and will report to the Finance Officer while interacting directly with other staff including the program officer and other staff in the field office.

Requirements
Essential

• Candidates should possess an OND, HND or B.Sc Degree with 0-3 years experience.
• Excellent interpersonal and communication skills
• Knowledge of NGO donors and their financial reporting requirements
• Excellent computer skills with high proficiency in Microsoft Excel
• Good analytical and reporting skills
• Strong ability to be able to manage and prioritise multiple tasks
• Willingness to learn at all times.

Desirable:

• Experience in working in a humanitarian setting, (I/NGO) is an added advantage
• Good working knowledge of Microsoft Excel and other software skills.

Job Title: Project Manager (Volunteer)

Location: Maiduguri, Borno
Employment Type: Volunteer

General Purpose of the Position

• The Project Manager (PM) is in charge of the implementation and supervision of the activities of the project ensuring timely and qualitative planning, implementation, reporting and monitoring/evaluation of DAF activities in compliance with sector-specific SOPs, Sphere standards and good practices, code of conduct and ethical values chart.
• The PM is responsible for efficient financial management for the project in compliance with DAF’ model and donor regulations, in addition to full oversight of the HR and logistics arrangement in cooperation with relevant departments.

Main Responsibilities and Task

• Ensures the planning, implementation and monitoring/evaluation and sets targets as included in the project description and smooth and effective closure of the project.
• Guarantee efficient financial management and closure of the project and all the funds liquidated as per the financial plan for the project in compliance with DAFs’ model and donor regulations.
• Team management and project integration assurance for teams and sectors; in close cooperation and coordination with sector coordinators/officers.
• Deliver quality project activities reporting, including the findings in terms of impact/changes at the level of beneficiaries achieved through the project.
• Deliver timely quality monthly, interim and final project reports.

More specifically:

• Ensure the full and timely implementation of the project by pro-actively respecting deadlines for reporting:
• Follow up and monitor field team detailed activities
• Maintain clear reporting and communication lines
• Verification of the targeting of beneficiaries as per the project document
• Ensure sector SOPs and guidelines are properly applied and adhered to
• Permanent on-job coaching of teams to work on quality in delivery
• Ensure security assessment for teams’ daily movement and report incidents/concerns in a proactive manner to the management.

Financial management and procurement:

• Prepare, monitor and implement financial and procurement plan
• Prepare weekly liquidity plans
• Approval of all purchases/contracting and budget line allocations
• Verify on a weekly basis the bookkeeping entries in the DAF accounting spreadsheets (Journal): verify budget line allocations, budget expenditure status against actual delivery and the financial plan for the remainder project implementation period
• Ensure for all purchases/contracting of goods/services/supplies the correct DAF procurement guidelines are applied and properly documented (also for the procedures applied by the municipalities), in close coordination with the admin-fin and logistics department
• Verify the list of expenditures prior to finalizing the interim and final financial reports
• Holds final responsibility for verification of all support documents’ completeness and correctness

Manage team and provide relevant capacity building and on-job coaching to the project team:

• Manages and evaluates the performance of the project staff.
• Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period.
• Ensure the use of correct/relevant forms for reporting by the team.
• Ensure fluent chain of information/data transfer from field to supervisors.
• Ensure timely processing of information/data and conduct coaching for teams on the analysis of the processed data.
• Continuous/fast verification of data quality collected and received from field staff.
• Maintain a participatory process to inform/develop relevant response strategies for conflict mitigation and enhanced social cohesion.
• Undertake (if the security situation allows) field visits to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities.
• Follow up on the system for internal and external referral of most vulnerable cases, in close coordination and collaboration with other DAF programmes/project staff.
• Oversee team attendances and authorize holidays, liaise with the HR department to secure up-to-date HR files.
• Ensure teams respect DAF rules and guidelines for the mission and adhere to the DAF code of conduct.

Monitoring & evaluation:

• Ensure monitoring and verification for the targeting of beneficiaries.
• Applying a result-based management approach, monitor the project outcomes, in addition to the outputs and activities, including impact at the household and community level achieved through the project.

Reporting:

• Ensure quality reporting on achievements through daily short briefings, and monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
• Secure weekly and monthly reporting per team and compile, review and analyse reports on monthly bases to be reflected in the DAFreporting tool
• Prepare ad hoc progress reporting for the donor and official required interim and final project reports: Prepare interim and final narrative reports for the donor in a timely and qualitative manner, looking into achievements against outcomes and output and reflecting lessons learnt clearly into recommendations for future programming. Reporting must at all times be gender and age disaggregated.
• Holds final responsibility for all support documents (means of verification) and general project documents.
• Delivers regular communication products (including pictures) on the project to be used for visibility.

Coordination and representation:

• Attend the relevant Sector meetings and ensure timely reporting of highlights to the Management team.
• Ensure regular updates to donor representatives.
• Contribute to the coordination between the different project teams.
• Ensure systematic information and update sharing with the program coordinator and other relevant programme staff.
• Perform any other related duties as required.

Requirements
Qualification and Professional Experience:

• Candidates should possess an HND, Bachelor’s or Master’s Degree
• At least 3 years of direct professional experience working as a humanitarian project manager, including financial management responsibilities.
• Prior work experience in I/NGO in project management.
• Demonstrate minimum 3 years experience in the implementation of multi-sector humanitarian programming in complex emergencies, including protection, WASH, Nutrition, Food Security and Livelihood (experienced in a minimum 2 out of 4 sectors)
• Prior experience in working in a complex emergency setting, involving internal displacement.

Professional Requirements:

• Demonstrable experience in establishing and maintaining collaborative relationships with donors and government counterparts.
• Experience with donor compliance and reporting
• Strong representation and negotiation skills
• Demonstrated leadership and interpersonal skills
• Excellent computer skills (proven computer literacy, in particular, Excel knowledge is a must).
• Demonstrated experience in staff supervision and remote management
• Strong experience with monitoring tools and systems.

Languages:

• Excellent written and spoken English
• Hausawould be an asset.

Personal Requirements:

• Excellent analytical skills, observation and analysis capacity
• Very strong interpersonal skills: strong communication and diplomatic skills
• Practical and problem-solver
• Excellent ability to establish inter-personal relations and good negotiation skills
• Strong team spirit, comfortable in a multicultural environment
• Excellent analytical skills, observation and analysis capacity
• Attention to detail and structured way of approaching tasks (very organized)
• Ability to plan ahead and output oriented (proactive)
• Readiness to commit and adhere to the values, mission and vision of DAF
• Able to ensure quick quality delivery in a stressful environment (stress-resilient