Collective and Reception Centres Assistant at ACTED

Job Purpose

The Assistants implements day to day Centre Management Support activities in the communal centres (Collective and Reception Centres) receiving and accommodating IDPs, under the direct management of the Project Officer, or in the absence, by the Project Manager or the Base Manager. This includes but it is not limited to: establishing a network of centre focal points and centre residents and building a relationship of trust and good cooperation with them, through coordination, mobilisation, delivering of assistance and referrals to other agencies; coordinating upgrade and adaptation infrastructure works and distributing essential items to the centres’ residents; support the establishment of channels to promptly communicate needs and gaps in service delivery monitoring and information management to line managers for quick actions.

Responsibilities

Project implementation

Partner coordination and Service Delivery Monitoring

• Liaising and coordination with centre managers and focal points to collect detail and precise info about the needs
• Support ACTED teams to identify the needs and gaps in the centres
• Mapping actors intervening in the sites, gaps and duplications in service delivery and bring this to the attention of the line manager
• Timely reporting any duplication in service delivery

Residents liaison, mobilisation, and accountability

• Organizing regular meetings or phone calls with centre Focal Points/Managers
• Support the establishment of a Complaint and Response Mechanism (CRM) and bringing to immediate attention of the line manager any needs complaints and feedback received on humanitarian assistance

Infrastructure upgrade, adaptation and maintenance

• Identifying needs for centre upgrade, adaptation or maintenance works and report them to the line manager

Coordination and Information Management

• Supporting coordination through reporting to line manager and identification of information gaps,
• Support the identification of new collection and reception centres monitoring social media and informal information networks in town

Support in-Kind Distribution

• Coordinate and supervise distribution of in-kind assistance based on needs and compliance to ACTED distribution and transparency procedures
• Support in managing in kind items in stock, assuring that items and their transportation to centre are adequately planned and timely identify any possible opportunities for supporting the population on base of needs and vulnerabilities with leftover items in stock
• Working directly with residents’ and centre manager or focal points to promote transparency in the distribution of the assistance

Protection mainstreaming

• Considering gender, protection, and GBV concerns in all aspects of activities
• Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for centre residents, ACTED staff, partner agencies, contractors)
• Supporting the identification of needs of women, youth, people with specific needs
• Referring to line manager or protection partners vulnerable and protection cases in needs of immediate assistance
• Ensuring that all centre, upgrade maintenance and infrastructure works are carried out through a vulnerability lens, always considering accessibility to infrastructure and inclusion of people with specific needs

Project management and reporting

Planning, Implementing and Reporting

• Attending/Organising regular staff coordination meetings
• Excellent liaison with other Team Members, ensuring consistency and coordination of activities in the centre
• Timely reporting on problems and challenges in the centres to the line Manager
• Timely reporting on security and safety incidents, including fire, eviction and any other possible hazard in the centre to Centre Focal point/Manager and to the line manager
• Timely submission of weekly report , information products and updated databases as requested by the line manager
• Timely submission of internal reports (weekly, monthly and ad hoc donor reporting)
• progressesLogistics
  • Send accurate and precise request for in kind assistance to be procured or distributed from the stock, based on the needs identified on the ground
  • Confirm quality of material selection if and when applicable
  • Ensure a proper management and use of the project assets and stocks

  Transparency and Compliance

  • Ensuring compliance to ACTED internal procedures and donor procedures
  • Accurate record keeping of project documentation, including photos and proper filing of meeting minutes, databases, attendance sheets, assessment reports/documents, review and updating of databases etc., in soft and hard copy

  Others

  • Provide translation of various documents (e.g. reports, minutes, beneficiary lists, information signs ) upon request of the line manager
  • Perform any additional task as requested by the line manager.

Key Performance Indicators

• Number of centre visited weekly
• Number of donation agreements signed
• Number of timely internal reports submitted

Records and documents (incl. donation certificates, attendance sheets, meeting minutes, assessment/monitoring reports) available and properly stored (soft and hard copies)

QUALIFICATIONS

• Intermidiate level of English
• Bachelor’s degree in social sciences, including sociology, psychology or any other relevant field
• Good knowledge of Microsoft Office, particularly Excel
• Flexibility and desire to learn new tools.
• Attention to details
• Strong team player

2022-04-25 2022-05-25T00:00:00+03:00 Full time TELECOMMUTE Україна ACTED