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Administrative & Financial Officer

Mnemonic is looking for an Administrative & Financial Officer to support the organizational development of its operations.

Mnemonic works globally to help human rights defenders effectively use digital documentation of human rights violations and international crimes to support advocacy, justice and accountability.

Main responsibilities:

The consultant will support the Mnemonic team in achieving the tasks mentioned below and make sure that those requirements are matching with the project’s overall objectives and outcome.

Budget and Reporting

  • Assisting in the compliance of project’s requirements and in the development/review of financial procedures and guidelines;
  • Supporting the preparation of performance reports for internal and external stakeholders;
  • Develop budgets for project proposals in coordination with the relevant project manager.
  • Monitoring and updating budgets for specific projects;
  • Improving and creating new financial tools to monitor and plan organizational costs and grants;
  • Financial controlling and reviewing incoming invoices, incoming payments, and bank reconciliation;
  • Archiving and filing administrative documents related to financial activities.
  • Monitor the expenditures per project per donor;
  • Ensure donor procurement guidelines are applied;
  • Prepare donor financial reports, in coordination with the Finance team.

Administration

  • Support the Project Manager in organizing conferences, workshops, and expert meetings;
  • Handle all travel arrangements (including flights, visas, accommodation, and insurance) if required, in accordance with the Mnemonic policies.
  • Provide logistics cost estimates for budgetary purposes on projects.
  • Perform other related duties, as required.

Qualifications:

  • Bachelor’s degree in Business Administration, Accounting, or Finance;
  • Minimum 3 years of relevant work experience in business administration or finance;
  • Excellent writing and analytical skills;
  • Strong interpersonal skills are required to work collaboratively with the Mnemonic team and its partners;
  • Demonstrated ability to work effectively both as a team member and independently is required.
  • Fluency in oral and written English and German;
  • Knowledge of Ukrainian and/or Russian (both oral and written) is highly desirable.

Duration:

The assignment is expected to take place in the time period from 1 August 2022 until 1 April 2023 for a part-time position with a possibility of extension upon successful performance and availability of funds.

How to apply:

Please send your CV along with a cover letter to hr@mnemonic.org before the 29th of July 2022, mentioning in the subject line of the email “Administrative & Financial Officer”.

Open-Source Investigator (TOR) - Ukraine Archive

INTRODUCTION

Mnemonic is an international non-profit organisation promoting human rights and accountability through the preservation and verification of open-source digital information.

We are human rights defenders, lawyers, archivists, technologists, and open-source investigators dedicated to preserving, memorialising, and adding value to publicly available information related to human rights violations. We use our unique position as a cross-sectorial, cross-disciplinary organisation to help human rights defenders hold power to account.

We are an equal opportunity and inclusive employer and encourage applicants of all backgrounds to apply. We do not and will not discriminate on the basis of age, race, nationality or citizenship, gender expression or identity, religion, economic background, disability, or sexual orientation.

PROJECT OVERVIEW

Mnemonic is setting up the Ukrainian Archive project to preserve at-risk open-source materials related to the ongoing armed conflict in Ukraine, to contribute to the verification and tagging of archived content, to conduct investigations of the international crimes and human rights violations committed in Ukraine as well as to consolidate open-source materials in order to support independent and fair criminal investigations and criminal proceedings at both national and international level. This work will include building the capacity of Ukrainian journalists, human rights defenders, and lawyers to contribute to the Ukrainian Archive.

OBJECTIVES

Project activities include: collecting and preserving open source and closed source materials, verifying open-source materials; cataloguing and processing open-source materials through Mnemonic’s Elfehrest annotation platform; consolidating evidence for accountability purposes. In the context of this work, the Ukrainian Archive team including the investigator will collaborate closely with Ukrainian and international journalists, human rights organisations, advocacy groups, and accountability institutions internationally and in Ukraine.

The open-source investigator of the Ukrainian Archive project will contribute to the monitoring, archiving, verifying, tagging, and investigating of incidents of human rights violations in Ukraine.

TASKS AND DELIVERABLES

The open-source investigator will support the Ukrainian Archive team in performing the tasks mentioned below and make sure that the activities align with the project’s overall objectives and expected outcome.

  • Monitor the ongoing crisis in Ukraine in collaboration with Ukrainian and International organisations;
  • Collect and Archive at risk closed and open-source records and prepare content for verification and analysis;
  • Assist the project manager in connecting with Ukrainian institutions, partners and individuals for the collection of relevant content that documents human rights violations;
  • Verify records to contribute to open-source investigations on allegations of violations of human rights, international humanitarian, and criminal law;
  • Process and tag audio-visual content using Mnemonic’s Elfehrest annotation platform and protocols;
  • Analyse archived relevant audio-visual materials, and build an incident database;
  • Conduct weekly research on developments in Ukraine and update the News Point;
  • Monitor and update the sources received for archiving;
  • Perform other related duties, as required.

LEVEL OF EFFORT and DURATION

The assignment is expected to take place from 1 August 2022 until 1 April 2023 for a full-time position. In consideration of these specifications, the candidate is free to choose the place and time of his/her activity for Mnemonic.

REPORTING

The open-source investigator will report to the Ukrainian Archive Project Manager.

TERMS OF PAYMENTS

Payment will be made monthly, upon submission of the approved timesheet and satisfactory report.

QUALIFICATIONS

  • Bachelor’s degree, or equivalent, in Journalism, Law, Media and Communication, Political Science or related discipline and at least 3 years of relevant work experience;
  • Experience in conducting open-source investigations;
  • Experience in using digital verification tools;
  • Fluency in oral and written English, Ukrainian and Russian;
  • Excellent writing and editing skills for investigative reports;
  • Strong knowledge of the Ukrainian context;
  • Professional experience from the Ukrainian or international human rights organisation is highly desirable;
  • Strong interpersonal skills are required to work collaboratively with the Ukrainian Archive’s team and its partners;
  • Demonstrated ability to work effectively both as a team member and independently is required.

How to apply

Please send your CV along with a cover letter to hr@mnemonic.org before the 29th of July 2022, mentioning in the subject line of the email “Ukrainian Archive”- Open-Source Investigator application.

Project Manager - Sudanese Archive

Location: Berlin or Remote

About us

Mnemonic, a non-profit organisation of human rights advocates, archivists, lawyers, technologists, and open source investigators dedicated to preserving, memorialising and adding value to publicly available information related to human rights violations.

About the Opportunity

We are looking for a Project Manager for the Sudanese Archive Project who will ensure a day-to-day management of project activities in coordination with the Executive Director and Project team, liaising with International and Sudanese organisations and providing the project team and stakeholders with the appropriate technical and managerial support as needed.

The Project Manager is responsible for planning the projects and coordinating key tasks, in detail with key milestones and performance measurements to ensure successful delivery and desired impact.

We are an equal opportunity and inclusive employer and encourage applicants of all backgrounds to apply. We do not and will not discriminate on the basis of age, race, nationality or citizenship, gender expression or identity, religion, economic background, disability, or sexual orientation.

Description of responsibilities

Project Management

  • Implementing the current project activities and developing the project strategy of the Sudanese Archive to formalize and expand its current partnerships and allies.
  • Coordinating project activities with the Sudanese Archive team members and Mnemonics senior staff members, in detail with key milestones and performance measurements to ensure successful delivery and desired impact;
  • Applying and integrating Mnemonic’ Standard Operating Procedures into project implementation;
  • Reporting to the Executive Director on project’s update and achievements.
  • Managing internal and external relations related to the project implementation, including colleagues within his team and other departments supporting the project, and third party actors such as donors, local authorities, and technical service providers respectively

Project Activities

  • Coordinating the research and capacity building activities of the Sudanese Archive project;
  • Support legal and advocacy interventions;
  • Coordinating, networking and establishing collaborations with Sudanese and International partners, including local and international media outlets, CSOs and HROs;
  • Participating in public events to represent and promote the Sudanese Archive achievements and results.
  • Ensure technical requirements and project’s goals are met.

Program management, quality and project design

  • Coordinating with the M&E Team and Senior Management Team to ensure that the project is led by a clear vision toward achieving an impact;
  • Upon request, participate in fundraising and networking actions and meetings;
  • Provide inputs to the Country Program’s strategy development and planning related to the technical area of work.

Your profile

  • Solid project and grant management experience, as well as an independent, hands-on, reliable, and quality-oriented way of working;
  • Excellent organisational and time-management skills;
  • At least three years experience working in project management;
  • Degree in human rights, law, public administration, or a related field, or 3 years equivalent experience.
  • Public speaking skills (ability to represent the project to funders, stakeholders, partners), as well as good writing skills.
  • Highly developed interpersonal and communication skills including influencing, negotiation and coaching
  • Fluency in oral and written English and Arabic;

We offer:

  • A part-time or full-time position for a limited term, 12-month contract, starting June 2022. Possibility to extend this position, depending on available funds, organisational needs and performance;
  • Highly motivated, growing, diverse team;
  • Competitive compensation;
  • Training opportunities;
  • Possibility to work remotely.

Please send your CV along with a cover letter to hr [at] mnemonic.org before the 08th of July 2022, mentioning in the subject line “Sudanese Archive - Project Manager”.


Consultancy for the Provision of Annual Statutory Financial Audit and Ad hoc Project Audits for Mnemonic 2021 (For Individual Consultants or Firms)

About us

Mnemonic is a non-profit organisation made up of human rights advocates, archivists, technologists, and open-source investigators dedicated to preserving, memorialising and adding value to publicly available information related to human rights violations. We use our unique position as a cross-sectorial, cross-disciplinary organisation to help human rights defenders hold power to account.

Mnemonic is uniquely suited to conduct investigative journalism work in the Middle East and North Africa and to understand the needs of emerging independent media, balanced with lack of resources and myriad challenges in their operating environments.

Objectives of consultancy

The objectives of the Statutory Audit are to enable the Auditor to express an opinion on whether the financial statements present fairly, in all material respects, the actual expenditure incurred in the Headquarter office in Berlin for the period from 01 January 2021 to 31 December 2021.

To confirm that the Financial Statements agree with the books of account which provide the basis for preparation of the Financial Statements and are established to reflect the financial transactions as maintained by Mnemonic and the partners.

Audit scope of work

The audit should be conducted in accordance with International Standards on Auditing and will include such tests and controls as the auditor considers necessary under the circumstances.

As part of the comprehensive audit report, the auditor must report on the following aspects: i. Compliance with applicable legislation: Verify that the transactions comply in all material respects with any applicable legislation;

ii. Reconciliation of General ledger: Review of the general and project ledgers to determine whether costs incurred were properly recorded ensuring that the costs charged to the grant reconcile to the projects and general ledgers.

iii. Grant expenditures: Funds received were spent in conformity with the approved budget and work plan existing at the time of the expenditure and in line with provisions of the Grant Agreement, including any applicable grant conditions (as amended by any Implementation Letters), and only for the purposes for which the funds were provided. The auditor should also pay attention to the shared costs especially on the allocation mechanism and review these costs for accuracy, completeness and reasonableness;

iv. Eligible costs: Review of the costs charged to the grant identifying and quantifying any ineligible costs as well as agreeing expenditure to supporting documents on a sample basis. Compare actual expenditure with the budget, and obtain explanations for variances obtained (unapproved material budget variations should be included in the ineligible expenditure schedule)

v. System of internal controls: Assess Mnemonic and key risky internal controls.

vi. Safeguarding of assets: Verify that Mnemonic and its partner have put in place mechanisms for the tracking and safeguarding of assets purchased with grant funds and that they are being used for the intended purposes. Verify that Program’s fixed assets register exists, is maintained in accordance with the Grant Agreement; that property rights or related beneficiaries’ rights are established in accordance with the Grant standard terms and conditions;

vii. Data retention and supporting documentation: Necessary supporting documents, records, and accounts have been retained in compliance with provisions of the Grant Agreement. Procedures exist for security and management of electronic data (backup systems and procedures, etc.);

viii. Goods and services - have been procured transparently, competitively and in accordance with the Grant Agreement and relevant procurement Guidelines approved by Mnemonic; ix. Human Resource costs - Review of direct salary charges to determine that salary rates are reasonable for that position.

x. Travel and related costs - Review of travel and transportation charges to determine whether they are adequately supported and approved.

Tasks and deliverables

The auditor will arrange for an opening meeting with Mnemonic to discuss and explain the planning, fieldwork and reporting. The auditor will explain the nature, objectives and scope of the audit. For each grant, the auditor should plan the audit so that it is performed in an effective and efficient manner. Adequate planning involves ensuring that appropriate attention is devoted to important areas of the audit, that potential problems are identified and resolved on a timely basis and that the audit is properly organised and managed within the due dates.

The auditor should have audit work programs that detail and document the audit tests and procedures. The auditor will draft a Debriefing Memo for the closing meeting which will provide the main findings for discussion. Mnemonic should provide justification to the findings.

The auditor should submit the Draft Report to Mnemonic by 15th of May 2022 . Mnemonic would provide comments on the auditor’s draft report within 10 calendar days from receipt of the draft report. The auditor should submit an updated draft report which takes into account the comments to Mnemonic within five calendar days from receipt of the comments.

Mnemonic would provide feedback to the auditor on the updated draft report within five calendar days. Once the Auditor receives the final comments from Mnemonic, the final report is expected to be issued within the next five calendar days.

The auditor should submit one original hard copy and one electronic copy of the final report to Mnemonic. The auditor should submit the Draft Annual Statutory Financial Audit to Mnemonic by 15th of May 2022. Mnemonic would provide comments on the auditor’s draft report within 10 calendar days from receipt of the draft report.

The auditor should submit an updated draft report which takes into account the comments to Mnemonic within five calendar days from receipt of the comments. Mnemonic would provide feedback to the auditor on the updated draft report within five calendar days.

Once the Auditor receives the final comments from Mnemonic, the final report is expected to be issued within the next five calendar days. The auditor should submit one original hard copy and one electronic copy of the final report to Mnemonic.

Level of effort and duration

The expert is expected to be committed to the project from May 2022 till July 2022, upon a schedule that will be agreed during the Opening Meeting.

Terms of payments

Payment will be made in 2 instalments: 1st instalment covering 30% of the total sum approved at the signature of the contract. 2nd instalment covering 70% of the total sum approved submission of approved Annual Statutory Financial Audit Report and Specific Projects’ Financial Audit Report.

Confidentiality and record of right

All materials, reports and other documents produced by the consultant under this consultancy will be the sole property of Mnemonic. The consultant will maintain a high level of confidentiality with external actors/stakeholders, with regards to all the materials and reports produced under the consultancy. For any use of the produced materials/reports/documents, other than for the purpose of the projects and Mnemonic program, the consultant must receive consent from Mnemonic in writing.

Consultant qualitifcations and evaluation criteria

A. Mandatory Requirements

  • Provide a certified copy of business registration(company/organisation)
  • Provide a certified copy of tax registration
  • Provide information on ownership structure - name of directors/owners of the company(company/organisation)
  • Must have a valid professional and legal registration certifying eligibility to practice as an external auditor and express audit opinions pursuant to the laws, rules and other requirements of the country.
  • Must be included in the list of accredited auditors of a recognised donor (World Bank, EBRD, USAID, EC (Court of Auditors)
  • Must be professionally competent with a minimum five years’ experience in planning and conducting audits of this nature

B. Qualifications The consultant must have proven expertise and experience in Auditing with special focus. Proof of these is to be provided by submitting, together with the application:

  • An overview of relevant works
  • Contact details for references
  • The proposed team’s CVs

C. Proposal Contents Proposals from Consultants should include the following information (at a minimum)

  • Technical Proposal with clear methodology on how to conduct the audit
  • CVs of key consultant(s) attached to the technical proposal
  • Proposed timeline/Work plan

D. Financial Evaluation A financial proposal with a detailed breakdown of costs quoted in EUR. Applicable tax amount must be clearly stipulated and separated from the base costs.

How to apply

All interested Consultants are requested to submit their proposal in English and by email to hr [at] mnemonic.org on or before 29th April 2022. Email Subject should contain: - Annual Statutory Financial Audit and Project Audits for Mnemonic 2021

Monitoring and Evaluation Trainer

Location: Berlin or remote

About us

Mnemonic, a non-profit organisation of human rights advocates, archivists, technologists, and open-source investigators dedicated to preserving, memorialising and adding value to publicly available information related to human rights violations. We use our unique position as a cross-sectorial, cross-disciplinary organisation to help human rights defenders hold power to account.

About the Opportunity

We are looking for an Monitoring and Evaluation trainer to be part of Mnemonic’s team in the launch of a pilot project. The project aims to enhance public voice in the Global South through open-access verification technology and digital media literacy; prototyping integration between open source technologies used for human rights advocacy and anti-misinformation Interventions; and improving the capacities of human rights defenders, civil society, independent media, activists and archivists to counter the rise of mis-information, provide credible information and hold public figures to account.

We are an equal opportunity and inclusive employer and encourage applicants of all backgrounds to apply. We do not and will not discriminate on the basis of age, race, nationality or citizenship, gender expression or identity, religion, economic background, disability, or sexual orientation.

Description of responsibilities

The expert will be responsible for:

  • Training staff members on developing monitoring and evaluation framework for use in project reporting;
  • Reviewing current project indicators and tools for data collection;
  • Improving existing monitoring tools to meet project’s goals and objectives;
  • Coordinating between project managers and senior management to identify activities and develop KPIs for use in organisational sustainability and strategic planning;
  • Participate in data collection and data management with project managers and communicate this to management team;
  • Assisting project team to ensure adequate understanding of monitoring processes during the implementation phase and coaching the team on how to evaluate monitoring results to readdress/foster/improve project activities;
  • Drafting monitoring and evaluation framework for use in project reporting and impact assessment
  • Defining M&E strategy and guidelines that could be applied in the next project phase, including developing project documents.

Your profile

  • Preferred experience of 3-5 years within non-profit fundraising or monitoring and evaluation activities, including hands-on experience with defining and collecting quantitative and qualitative research indicators.
  • Outstanding written communication and presentation skills.
  • Strong experience preparing reports.
  • Friendly, enthusiastic and positive attitude.
  • Detail-orientated with the ability to manage multiple projects at a time.
  • Proactive with strong communication skills and great attention to detail
  • Experience managing different tasks at the same time.
  • Fluency in both English and Arabic

We offer:

  • Highly motivated, growing, diverse team
  • Competitive compensation
  • Flexible working hours
  • Berlin based office, with option for remote work or WFH, currently standard until further notice

Please send your CV to hr [at] mnemonic.org

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Mnemonic is an NGO dedicated to archiving, investigating and memorialising digital information documenting human rights violations and international crimes. Mnemonic also provides trainings, conducts research, engages in content moderation advocacy, and develops tools to support advocacy, justice and accountability.

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