Consortium Operations Officer

Job Description

The Consortium Operations Officer will be responsible for overseeing the financial, logistics, administration, and transparency management of partner organizations within the consortium. The Officer will work closely with the consortium members to ensure efficient and effective operations, compliance with policies and procedures, and adherence to donor and Acted?s FLATs practices. This role requires strong organizational, communication, versatility and analytical skills, as well as a thorough understanding of NGO operations, and with the ability to manage tasks independently. The Officer will be based in the Amman office with frequent work from partners? offices and visit to the Acted?s mission base in Mafraq.ÿObjectives: 1) Capacitating and monitoring the partner organization to ensure compliance with AFD?s and Acted?s regulations throughout the project, particularly in relation to financial, logistics, administration and transparency procedures2) Overseeing the consortium?s risk management framework3) Putting into place procedures and mechanisms for the prevention and detection of fraud.Duties and Responsibilities1.Compliance

• Ensure that all controls are in place to meet AFD and Acted?s compliance by all consortium members.
• Ensure all Consortium members comply with national laws and regulations.
• Share regular and timely updates on FLATS progress and challenges within consortium members;
• Exchange FLATS information and best practice with other consortium members.
• Provide a platform for strengthening working relationships between FLATS staff of consortium members and address any conflict of interest or ethical concerns within the consortium.

2.Financial monitoring

• Review regularly and monitor budget and forecasting of consortium members to support financial stability, on-going programme viability, efficient cost structures and value for money.
• Identify any over/under-spending by consortium members and take appropriate action on any significant variances.
• Conduct regular financial reviews and audits of partner organizations to ensure financial accountability and transparency.
• ÿProvide guidance and capacity building support to consortium members on financial management practices, as needed.

3.Logistics monitoring

• Ensure that relevant donor procurement rules are followed with regular reviews of the procurement plans and participating in tender committees with member agencies where relevant, including amendments of the procurement plan when needed.
• Monitor fixed assets register of all assets acquired with consortium funding and ensure timely reporting, proper tracking and disposal procedure as per the grant agreement.
• Identify potential bottlenecks or challenges in the logistics process and propose solutions for improved efficiency.

4.External audit

• Prepare and facilitate annual external audits among Consortium members.
• Monitor the implementation of the recommendations provided by the external auditors and/or AFD.

5.Risk Management

• Assess and monitor the consortium?s compliance with the risk limit structure and effective remediation of non-compliance on an ongoing basis, consortium-wide and across agencies involved in the consortium.
• Regularly review the project?s risk register and advise accordingly.

6.Transparency and Accountability

• Periodically review complaints received through the beneficiary CRM (and partners? complaints tracking reports) for indicators of potential fraud
• Promote the zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.
• Periodically review alerts or complaints related to fraud, bribery, facilitation payments or corruption.
• Ensure that specific fraud risks are identifies and adequately monitored. Update the project?s risk register accordingly.

ÿ7.Capacity building and partnership management

• Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of compliance in country by Acted and its partners.
• Train (formal and on-the-job) to build capacities of partners support department staff.
• Support coordination between partners? support and project team members and the logistics team and Project Managers to facilitate effective, efficient, and timely program implementation

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