Action Africa Help International (AAH-I) is regional African – led non- governmental organization that supports livelihood – challenged comm...

NGO JOBS IN ZAMBIA - Action Africa Help International (AAH-I)

Action Africa Help International (AAH-I) is regional African – led non- governmental organization that supports livelihood – challenged communities in East and Southern Africa to sustainably improve their well – being and standard of living. With Country Programs in South Sudan, Uganda, Zambia, Somalia and Kenya, AAH-I has over 20 years ‘experience working with communities in conflict and post –conflict situations.
As part of that effort action Africa help Zambia (AAHZ) has since 2011 been managing warehouses in Lusaka for the United nations High Commissioner for Refugees (UNHCR) and The World Food Programme (WFP).
The position of Warehouse Manager 
is intended for the FOOD warehouse, and will include overseeing the receiving, warehousing and distribution of food items for the period between November 2017 to 31st January, 2018 (with possibility to extension for a year) and based at Nchelenge.
  • To manage a range of Food warehouse activities including safeguarding of food commodities, and ensuring well-organized warehousing and storage service in compliance with WFP warehouse guidelines; and oversee food distribution in the two Nchelenge refugee camps.
Transit Centre Manager will perform duties related to the organizations movement activities.
Key Duties and Responsibilities:
  • The daily running of the Transit Centre in coordination with the Resource Management Unit to ensure the smooth running of the Transit Centre, including maintaining a staff schedule to ensure all (night/weekend) shifts are covered;
  • Oversee the activities of the Transit Centre and ensure safety and security of Refugees while in transit and control unauthorised access;
  • Manage refugee resettlement processing by working closely with refugee resettlement partners in conjunction with refugee resettlement activities
  • Draft and maintain relevant Standard Operating Procedures (SOPs)for the Transit Center in conjunction with the Operations Officer;
  • Ensure effective database tracking of all refugee/Asylum seekers movements to/from resettlements camps with periodic reporting to Operations Officer as required along with timely distribution of departure reports and arrival confirmations for all movements;
  • Actively monitor security protocol for Makeni Transit Centre activities in close coordination with Magnum Security Focal to ensure compliance with UNHCR and COR security guidelines including access procedures, control of assets, and the safety of employees and refugees;
  • Planning of transit cases from refugee settlements and with the Sub-Offices on the refugee movements to and from the Transit Centre.
  • Make sure cleanliness and food quality are of the highest standard;
  • Manage the central stores for the new Transit Centre and supervise the distribution.
  • Perform any other duties as may be assigned
  • It is his/her responsibility to put forward the regional strategy in line with the current geopolitical and humanitarian situation, and to ensure that it is properly implemented once approved. As a Field Coordinator, you will be mobilizing the material and financial resources required to run the programs properly and supervise their management. You will coordinate team on site and be responsible for their safety.
  • This position is only open to applicants who have already had SEVERAL different field experiences, and who possess management and leadership skills, as well as a good overview and understanding of the “Support” and “Programs” issues.
  • Ensures operational relevance and quality
  • The Field Coordinator ensures that actions are properly implemented and monitored, if necessary redefining projects’ organizational procedures, management and follow-up in order to adapt them to their particular situation.
  • He/she coordinates the actions to be implemented, oversees risk control and is responsible for ensuring the internal reports reach the relevant teams.
  • Advise managers on organizational policy matters, such as equal employment opportunity, local labor laws, sexual harassment, and recommend needed changes
  • Ensure the organization’s policies and human resources procedures are in compliance with donor’s and Zambia’s legal requirements
  • Serve as a link between management and employees by handling questions, interpreting, and administering contracts and helping resolve work-related problems
  • Maintain records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates
  • Analyse statistical data and reports to identify and determine causes of personnel problems and develop recommendations for improvement of organization’s personnel policies and practices
  • Ensure regular backups of data are carried out. Maintain current and historical human resource records by designing a filing and retrieval system and keeping past and current records
  • Contribute to team effort by accomplishing related results as needed and reconciles online time and attendance. Researches payroll discrepancies and makes corrections.
  • Initiates payroll actions into a human resource management system associated with new hires, transfers, retirements, separations, pay adjustments, Family Medical Leave, and other miscellaneous requests.
  • Works with hiring managers throughout the on boarding process.
  • Ensures that criminal background checks, child protective services checks and Office of Inspector General (OIG) check are completed, as appropriate.
  • Orients new employees and makes certain that all employment paperwork is completed properly.
  • Consults with Country Manager regarding interpretation of laws, policies, procedures and regulations to department staff.
  • Participates in financial and HR audits by providing payroll and HR information, as requested.
  • Creates reports and compiles data for customized reports as needed utilizing a point and click enterprise ad hoc query system such as county human resource systems, and other informational technology tools.
  • Develops and maintains basic databases and spreadsheets to track personnel information. Provides administrative support for human resources programs.
  • Maintains personnel files, ability to communicate with others verbally and in writing and ability to drive a vehicle. Works on special projects, as assigned.
  • Oversee and directly support the implementation of the UNHCR funded Refugee program in Lusaka and Nchelenge, focused on community services, logistics and environment. Ensure high quality, timely technical progress and financial reporting, reflecting donor requirements and UNHCR standards, through the close collaboration with the field staff directly responsible for project implementation.
  • Take a leading role in resource mobilisation for humanitarian efforts, developing and writing project proposals, donor reports, assessment reports and programmatic updates on AAH-supported programs in Zambia
  • Support field team, especially the M&E staff in maintaining a high quality M&E system for the UNHCR refugee project.
  • Ensure high quality programming and accurate financial and programmatic reporting to UNHCR and external donors.
  • Participate fully in the response to emergencies in Zambia.
  • Under the guidance of the Country Manager, develop and maintain close working relationship with the UNHCR (project implementation level) management, especially the Program and Head of Finance .
  • Work closely with the AAH Finance Coordinator-Partner Support officer in budget management and financial reporting.
  • Maintain relationships with key AAHZ colleagues at the National level and AAHI, donor representatives
  • Under the guidance of Country Manager, represent AAH in national Government and INGO coordination meetings/clusters, especially related to emergency response and emergency capacity building
  • Maintain close communication with the Country Manager for all aspects of project management
    Agency-wide Competencies (for all AAH Staff)
Job Title: Finance Assistant
Finance Assistant Job Purpose:
To assist the Finance Manager in managing, processing and troubleshooting various accounts and transactions.
Finance Assistant Job Duties:
  • Process and prepare financial and business forms for the purpose of checking account balances, facilitating purchases, etc.
  • Perform routine calculations to produce analyses and reports as requested by the Finance Manager
  • Help oversee and manage individual accounts
  • Create, send, and follow up on invoices
  • Review and adhere to department budgets
  • Collect and enter data for various financial spreadsheets
  • Review and audit financial statements and reports, ensure all calculations and data entries are correct
  • Reconcile any discrepancies or errors identified by conversing with employees and/or clients
  • Report any troubling discoveries or suspicion of wrongdoing to the proper authorities
  • Collect information for and prepare payroll payments for employees
  • Assist the financial Manager in creating financial reports on a regular basis
  • Adhere to the company’s or organisation’s financial policies and procedures
  • Answers question and provide assistance to stakeholders, customers, and clients as needed
  • Attend finance department and company-wide meetings, sometimes assisting with financial reporting to managers and senior executives
  • Suggest changes or improvements to increase accuracy, efficiency, and cost reductions.
Job Title: Accountant
Job Duties:
  • Prepares asset, liability, and capital account entries by compiling and analysing account information.
  • Documents financial transactions by entering account information.
  • Recommends financial actions by analysing accounting options.
  • Summarizes current financial status by collecting information; preparing balance sheet, profit and loss statement, and other reports.
  • Substantiates financial transactions by auditing documents.
  • Maintains accounting controls by preparing and recommending policies and procedures.
  • Guides Finance Assistant by coordinating activities and answering questions.
  • Reconciles financial discrepancies by collecting and analysing account information.
  • Secures financial information by completing data base backups.
  • Maintains financial security by following internal controls.
  • Prepares payments by verifying documentation, and requesting disbursements.
  • Answers accounting procedure questions by researching and interpreting accounting policy and regulations.
  • Complies with federal, state, and local financial legal requirements by studying existing and new legislation, enforcing adherence to requirements, and advising management on needed actions.
  • Prepares special financial reports by collecting, analysing, and summarizing account information and trends.
  • Maintains customer confidence and protects operations by keeping financial information confidential.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Accomplishes the result by performing the duty.
  • Contributes to team effort by accomplishing related results as needed.
All applications must to be sent to 
The deadline for all applications falls on the 20th of November, 2017.

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