Mankind’s Activities for Development Accreditation Movement (MADAM) is recruiting to fill the following positions:

1.) Project Manager
2.) Finance/Administrative Officer
3.) Monitoring, Evaluation, Accountability and Learning (MEAL) Officer

 

Mankind’s Activities for Development Accreditation Movement (MADAM) is a National Non- Governmental Organization registered and operating in Sierra Leone since 1991. The objective of its establishment was and still is to help alleviate people out of poverty, reduce youth unemployment through promotion of market driven vocational and technical skills training and support to sustainable agricultural practices and systems. MADAM is committed to improving the livelihood security among rural communities focussing on women, youth and children. The organisation is driven by the belief that sustainability can only be achieved if people are empowered to take the lead in their own development aspirations through capacity building, advocacy and partnerships.

MADAM has received funds from the German Ministry of Economic Cooperation and Development (BMZ) through Deutsche Welthungerhilfe (WHH) for the implementation of the project title: “Promoting sustainable Food and Nutrition Security (ProFoNS) through organic farming in Falaba District, Northern Sierra Leone. The Project proposed to contribute to the improvement of the livelihoods of youths and women in Falaba District, North Eastern Sierra Leone. The purpose of the ProFoNS Project is to contribute to improving the Food and Nutrition security in Falaba District by ensuring that nutritionally vulnerable populations including children, pregnant and lactating women and adolescent girls have improved nutritional status in line with national targets through improved sustainable agricultural production systems, diversified nutrition, safe drinking water and rural financial services.

 

See job details and how to apply below.

 

1.) Project Manager

 

Job Purpose: The Project Manager (PM) is the central figure and provides overall directional leadership in ensuring that the ProFoNS project’s activities are implemented in an effective and |efficient manner to achieve the desired impacts. S/he will work closely with the Programme Manager, Deputy Director, the Director and team members to uphold organizational mission, values and standards. S/he is a member of the middle level management team and will be supervising, the Field supervisor, Monitoring, Evaluation, Accountability and Learning (MEAL) Officer.

The Project Manager (PM) will work as part of the projects’ management team and will report to the Programme Manager. The Project Manager (PM) will collaborate and participate in MADAM’s overall programme development.  S/he will work closely with and support MADAM’s programmes and shall have overall responsibility for the preparation and submission of donor report for the ProFoNS Project. The Project Manager (PM) will also work and liaise with the Finance/ Administrative Manager.

This position is based in Kabala Town and will require travel to communities of projects’ operation (maximum 30%)

 

Reports to: The Programme Manager

Location: Kabala Town

Main Responsibilities

 

1. Provide Overall Project Management

• Ensure strong leadership in the management of the ProFoNS Project

• Ensure that project activities are continuously monitored, and evaluated as appropriate, including data collection according to agreed M&E plan and use of Programme learning to improve programming

• Prepare and implement projects’ activity plans that correspond to the approved donor proposal and budgets and update these on a timely basis.

• Prepare and share procurement plans with Administrative Officer, and update these on a timely basis.

• Provide strong management and technical support to staff including engaging them in mentoring sessions, giving and receiving feedback on the programme

• Identify training needs of staff and conduct capacity build training sessions.

• Ensure high quality consolidated monthly and donor reports for the project activities for internal management purposes and for donors etc.

• Ensure the projects contribute effectively to MADAM’s goal and that implementation is coordinated and integrated with other projects within MADAM’s two major Programmes: (I) Agriculture and Community Livelihood (ACoL) and (II) Youth Empowerment and Enterprise Development (YEED) programmes.

• Work with MADAM Programme Manager to prepare and complete accurate and realistic budgets for donor approval

• Ensure all expenditures are authorized and in accordance with MADAM and donor procedures.

• S/he shall be the lead person in the development of the “MADAM’s Centre of Excellence” in the production of green fertilizer.

• Ensure the allocated budget is utilized effectively and any necessary adjustments are requested in a timely manner.

• Ensure all aspects of the project activities adhere to programme quality standards and policies (Transparency and accountability)

   

2. Liaison and Networking

• Strengthen linkages and liaise closely with other partners, local authorities and relevant government line ministries and agencies (Ministry of Agriculture and Food Security, Ministry of the Environment, District Councils, regarding project activities to ensure and promote a coordinated approach to projects implementation

• Attend technical working and coordination meetings of the Agriculture sector in Falaba Districtic and, Freetown as the case maybe

3. Human Resources

• Line manages all staff of the projects and contribute to their capacity building and career development through technical support and on-the-job training and coaching.

• Ensure that the staff are executing their job as per the agreed job descriptions and through ensuring that interim and annual Performance Development Reviews/Appraisals are done in accordance with MADAM’s guidelines.

• Ensure that all project staff are aware of and comply with all of MADAM’s and WWW/BMZ policies and procedures.

• Monitor and review performance of all staff, support and hold them accountable for meeting their success indicators/criteria; give corrective feedback where required and take appropriate action in the case of poor performance.

• Ensure that work within the team is planned and organised in a way which will meet the projects’ needs in the most cost-effective manner possible; ensuring that team members are given appropriate workloads

 

4. Programme Development

• Actively participates in fund raising through programme/project proposal development processes

• Support in programme quality review and implementation

• Proactively track funding opportunities

• Any other task assigned by supervisor

Qualification and Experience

A Master’s Degree in any of the Social Sciences discipline and/or Agriculture plus 5 years’ experience OR a Bachelor’s Degree + 10 years’ experience in a similar position with a similar organization

Skills and Competencies

• Planning and Coordination skills,

• Knowledge of Agro-Ecology and Organic Farming systems in Sierra Leone.

• Strong Project management experience.

• Highly experienced in writing donor reports

• Highly experienced in writing funding proposals

• Experience supporting complex, multi-programme initiatives will be a value.

• Strong track record in fostering effective working relationships with Agriculture sector stakeholders at various levels.

• Knowledge in Project budget management with a clear understanding of the ‘Concept of Value for money”

• High level of all aspects of managerial experience, experience in complex decision making under difficult circumstances.

• Very strong interpersonal and communications skills.

• Professional writing and facilitation skills.

• Commitment to the core values and vision of MADAM, WHH and BMZ

 

Women are strongly advised to apply.

 

Applications together with the recent CVs and photocopies of relevant certificates should be sent to: The Administrative Officer, MADAM, 250 Magburaka Highway, Makambo, Makeni or by Email:

recruitment4madam@gmail.com

Closing Date: 22nd October, 2021at 4.00 PM local time

 

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2.) Finance/Administrative Officer

 

Job Purpose: Manage the project’s/program’s accounting and Control financial transactions and overall financial situation. He/she should also assist in MADAM/ project’s financial management.  He/she is charged with the overall responsibility for the day-to-day and long-term project support functions. He/she is responsible for running the project office administration, inventories, human resources and procurement. He/she works with the Project Manager to ensure smooth and effective operations of the project support activities in compliance with generally accepted practices of general administrative and human resources policies and procedures of MADAM. Must be familiar with the MADAM’s vehicle, inventory, administrative and HR reporting system. He/she will also ensure high quality, cost efficient and effective and timely services to the project in accordance with MADAM policies and procedures.

 

Reports to: Finance & Administrative Managers

Location:  Kabala town, Koinadugu District

 

Main Responsibilities

1. Manage the project’s/program’s accounting

• Maintain accounting related data on the basis of Quick Books accounting software

• Prepare monthly, quarterly, half-yearly, and yearly financial reports for submission to donors and for periodic audit

• Prepare account monthly bank reconciliation

• Fill up the check-book form as required per deadline

• Prepare vouchers for book-keeping and indicate their cost classification

• Verify correctness of vouchers, including supporting documents

• Check receipts and balance from    the field offices’ cash sheets

• Prepare and control the monthly project journal/balance sheet and present to supervisor

• Handle petty cash (cash box)

• Execute cash payments, collect and prepare proper receipts

• Follow up on and arrange for a/c receivables and payables settlement (e.g. payment of utilities)

 

2. Control financial transactions and overall situation

• Monitor the cash-flow situation

• Prepare monthly and annual budgets and tracking variances

• Verify the correctness of the cash book (petty cash and bank transactions) and report results

• Verify the numerical correctness of contracts and execute payments

•  Control the annual budget of project components

• Monitor time allocated to project components

• Provide necessary documents and reports for internal controlling

 

3. Assist in the project’s/program’s financial management

• Prepare monthly payment sheets for staff (salaries) with all deductions

• Calculate daily allowances and overtime payments

• Process claims for travel expenses

• Provide necessary documents for the project’s/program’s financial planning

• Maintain the office inventory list

• Immediately reports all problems involving finance and regulations

• File all important documents regarding the project’s/program’s accounting and finances

 

4.  General administrative services and logistical activities

Key Tasks:

• Management of day-to-day office requirements as appropriate and effective for office administrative system

• Deal with all utilities services, e.g VHF, water, light, etc.

• Protect MADAM/Project properties, negotiation due to miscellaneous problems, accident and theft case.

• Oversee security arrangements at office to ensure the safety and security of MADAM/Project personnel and property.

• Development and management of appropriate coordination mechanisms to ensure that all units are interacting well with each other, with program teams and across different geographical areas.

5. Provide overall administrative support in relation to human resource and fleet

Key Tasks:

• Provide daily support to management/project team. This includes ensuring that all HR related documentation is completed, filed and up-to-date at all times:

• Create and maintain personnel files

• Regularly update staff contact and performance assessment (mid and end year) `information in files and then update organization staff emergency tree and circulate to teams.

•  Track staff movements in the office including processing of annual leave, prolonged sick leave, maternity leave, unauthorized absence, prepare and submit monthly leave reports by 10th of the following month etc.

• To support in the recruitment process including receiving application forms, preparation for interviews, contacting candidates, preparing information for appointment letters, etc.

• Ensure proper induction and clearance of all staff and consultant are done

 

6. Procurement of Goods/Services

Key Tasks:

1. Ensure that procurement of materials, equipment and services for the office are in accordance with MADAM’s policies and procedures. Ensure the integrity and transparency of the processes, seeking authority as required.

2. Support the preparations for and conduction of the internal and external audits.

3. Ensure that goods and services are procured based on information supplied by support/other projects staff and ensure that charging information is correctly entered.

4. Check /review procurement request/Store requisition in compliance with the approved budget for all kinds of procurement. Collect quotations, prepare bid analysis (BA), contract purchase order (CPO) and work order as and when necessary according to MADAM procurement policies and procedures

 

7. Ensure that office/project property & assets records are accurately maintained and updated all the time.

Key Tasks:

• Prepare and maintain office/project inventory records to include all existing items and ensure receipt of updated reports on the added items. Ensure that the office universal coding system for the furniture fixture and equipment items (FF&E) is followed.

• Periodically audit FF&E items to ensure accountability and ensure the preparation of monthly report and Yearly inventory report for project materials accurately and submit to the project Coordinator/Director

• Establish and maintain the organization guidelines for property & assets items movement among various locations.

• Establish and regularly update a computerized FF&E lists of office items, conduct physical count of FF&E items of the organization for specific period as and when required and provide the necessary feedback to the Project Coordinator/ Director for necessary action.

• Monitor that the inventory number affix for all items (newly procured) are kept updated. Ensure that the room-wise FF&E items of office are correctly prepared and updated as needed

 

8. Vehicle and workshop Management

Key Tasks:

• Manage operation, use, and maintenance of office/project vehicles including motorcycles. Complete and/or obtain all necessary governmental vehicle documentation concerning vehicle licence, driving licence, insurance, and other documentation. Also, ensure that such documents/copies are properly filed and kept updated.

• With the assistance from the mechanic staff ensure repair and maintenance of office vehicles is accurately done in a timely and cost-effective manner. Review all   repair requests and determine urgency of each request.

• Review and verify the fuel voucher expenses each month for submission to Director. Oversees vehicle expenditures (fuel, maintenance, repairs, etc.) and enter into the vehicle control program and prepare monthly reports on vehicle.

• Ensure that third party insurance coverage for all organization/project vehicles including motorcycles are obtained and renewed each year.

• Deal with all administrative reports including accident or loss reports as and when required.

• Monitor vehicle use to determine if negligence or misuse of MADAM/project vehicles has occurred. In such event, inform to supervisor immediately. Manage the maintenance and use of organization vehicles and ensure compliance with vehicle policy including use of logbooks. Supervise all drivers and make sure that they are maintaining vehicle properly, driving safely, and that vehicles are used effectively and efficiently.

• Ensure that venue, food, stationary, and other logistics arrangement are in place before the start of workshop.

 

Skills and Competences

• Some experience in ToT experience

• Interpersonal and communications skills

• Professional writing and facilitation skills

• Commitment to the core values and vision of MADAM

• Ability to take initiative and work independently

• Good written and oral communication skills

• Creative, flexible and capable of working in a fast-moving environment

• Team player, able to work in a multi-cultural environment

• Team player, able to work in a multi-cultural environment

 

Qualification and Experience

Applicant must possess a university degree in Accounting and Business Management or any related courses in finance and administration with 5 years of relevant professional work experience in an NGO setting with proven experience in office management, administration, human resources management, finance or in a relevant field of discipline in a similar position with a similar organisation.  Fluency in English.  Knowledge of the local working language of the duty station is an asset.

Computer Skills: Advanced PC skills; Word and Excel a MUST.

 

Women are strongly advised to apply.

 

Applications together with the recent CVs and photocopies of relevant certificates should be sent to: The Administrative Officer, MADAM, 250 Magburaka Highway, Makambo, Makeni or by Email:

recruitment4madam@gmail.com

Closing Date: 22nd October, 2021at 4.00 PM local time

 

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3.) Monitoring, Evaluation, Accountability and Learning (MEAL) Officer

 

Job Purpose: The MEAL Officer is in charge of establishing M&E systems, processes, tools and procedures throughout the implementation of the ProFoNS project. The MEAL Officer will lead on the implementation of the MEAL plan, systems and processes including accountability and feedback mechanisms, and all learning, review and evaluation activities in the operational district. The MEAL Officer manages information and reporting processes and products to ensure professional, high-quality communication about the ProFoNS projects.

Reports to: Project Manager

Location: Kabala Town- Koinadugu District

Main Responsibilities

• Ensure that effective and participatory MEAL systems for the above projects are established by developing the overall framework for project MEAL, for example, annual project reviews, participatory impact assessments, process monitoring, operations monitoring lessons learnt and workshops.

• Design and maintenance of a Relational Database as a source for the project Information System

• Create data Collect formats/tools for field and training session, monitoring and organize field staff teams for data collection to increase the monitoring efficiency.

• Performs and documents procedures for data preparation including data cleaning, standardization and analysis.

• Develops data collection and evaluation methodologies, including format design, project criteria and requirements, data compilation, relevance and usage.

• Determines data needed to be collected and the appropriate data resources for the project. Formulates, implements, and enforces proper data collection policies and procedures. Establishes data quality standards and ensures standards are met.

• Training of staff (Field officers and marketing officer) on data collection tools, and processes (documents, equipment, etc).

• Coordinate the development of MEAL plan and system by seeking stakeholder inputs in order to produce these plans.

• Prepare reports on MEAL findings, working closely with Finance officer, Project staff and stakeholders.

• Develop and implement field monitoring and reporting tools for field officers

• Create a beneficiary registration data base that incorporates all beneficiaries with clear identification data of each beneficiary. Ensure linkage with similar databases for project actors like SPs and Trainers etc.

• Design questionnaires and data processing tools for data analysis.

• Regular reporting on MEAL and data analysis results and consecutive findings and recommendations.

• Ensure easy public access to MEAL reports and data and make sure they are widely distributed (design and maintenance of a Blog, Facebook profile, Instagram, etc).

• Help develop/revise the project log frame matrix, particularly in the areas of the monitoring mechanism.

• Undertake regular visits to operational communities in Falaba to support implementation of MEAL and to identify where adaptations might be needed.

• Prepares and submit quarterly technical narrative report of project implementation.

• Performs any other tasks assigned by supervisor

Qualification and Experience

A Degree in Social Sciences or Research, Monitoring and Evaluation with a minimum of 6 years sound MEAL experience in development cooperation

Skills and Competencies

• Extensive experience in designing and implementing standard MEAL tools for agriculture projects and designing relational databases (MsAcces or similar, it is a must).

• Extensive experience in designing and maintenance profiles in social networks (Facebook, Instagram, Blogs, etc –it is a must).

• Can think analytically. (identify key issues and patterns in complex situations, plan independently)

• Can think flexibly. (adapt to situations, consolidate different views and adjust approaches)

• Can manage resources. (make decisions aimed at improving processes and performance)

• Can work in and with teams. (foster a collaborative environment and drive (a) team(s) in one direction)

• Is diplomatic. (understand other people and display cross-cultural sensitivity)

• Can align with organizational standards. (show integrity and act in compliance with organizational needs, and priorities)

• Interpersonal and communications skills.

• Professional writing and facilitation skills.

• Experience riding motorcycles (Motor Driver’s License available).

Computer Skills: Advanced knowledge of basic office programmes (i.e. OpenOffice, MS Office, Access, Excel, Power Point and Word, Blog Design, SPSS).

Excellent knowledge of modern communication technology (i.e. Email, Skype, Chat).

 

Women are strongly advised to apply.

 

Applications together with the recent CVs and photocopies of relevant certificates should be sent to: The Administrative Officer, MADAM, 250 Magburaka Highway, Makambo, Makeni or by Email:

recruitment4madam@gmail.com

Closing Date: 22nd October, 2021at 4.00 PM local time

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