Action Against Hunger
Finance Administration Coordinator
Field - Multiple Locations – Multiple Countries – Contracted
To manage the financial and administrative (inclusive HR) departments of the mission. To ensure a sound financial status and accountability of the mission with timely reporting to both HQ and donors. To ensure clear management and guidelines for all administrative and HR related issues.
Finance: (Accountancy, Treasury, and Grant Management)
Responsible to assure the correct accountancy (accurate, reliable, and timely) for all bases, and according to ACF requirements.
Train finance team on how to manage the input, maintenance, and output of the entire accounting data according to ACF standards procedures.
Responsible for ensuring the proper entry and filing of records related to other missions and other HQs transactions.
Responsible to assure the cash management: Bank Accounts and Cash Books supervision and the corresponding monthly reconciliations.
Responsible for cash distribution from/to all bases.
In charge of financial planning and analysis (yearly financial analysis, monthly cash forecast, Cash TRF requests, planning of expenditures, etc.).
In coordination with HQ, responsible for ensuring the cash availability for the entire mission.
In coordination with CD, other Coordinators and HQ, work in preparing budget proposals and reports according to donors guidelines.
Continue the double filing (donors filing) for the current grant.
Human Resources (National Staff):
Ensuring an appropriate and applicable salary scale, in coordination with the CD and Human Resources in NY, according to financial possibilities, Staff Representative input, other NGO salary scales and cost of living.
Implementing a training policy (defining the needs, searching for options and follow-up),
Responsible for Admin trainings in the mission for Admin staff and other departments’ staff.
Keeping all the internal regulations and administrative procedures of the mission updated in accordance with the local Labor Laws & ACF Staff regulations,
Management and supervision (including staff reviews) of the administrative staff (Admin/finance Assistant, Capital HR Officer, Base Admin, Cleaners, Housekeepers,),
To follow up on legal issues, as per delegation by the CD
Human Resources (Expatriate Staff):
Administrative and financial briefing to incoming expatriates,
Responsible for expatriate’s administrative file: work permit/visa with immigration, registration with respective embassy, break, annual leave, tickets flights, vaccination, local insurance, taxation, timesheet, fiche retour..
Responsible for ensuring that ACF mission is complying with contractual obligations for expatriate’s living conditions: organization and running supplies of guest house, perdiem…
Liaison with NY on all the relevant information about expatriates,
Keeping proper updates concerning immigration requirements and changes.
In coordination with Coordination Team and HQ, responsible for annual review of the long-term administration strategy.
In coordination with logistic department, make sure that all procedures regarding to purchases, reports, and filing are properly followed.
Responsible for assisting and responding during internal and external audits.
Perform weekly meetings with the admin and logistics team to co-ordinate objectives
Responsible for annual review of a framework for evaluating the progress of the Admin department.
Responsible for assuring that all documents related to suppliers, service providers, and any contractor (invoices, contracts, agreements, etc) are properly collected and filed.
In coordination with logistic department control and monitor the security for the entire mission.
Responsible for reviewing program and log/admin reports for potential action by the Admin department
To supervise admin/finance/HR team:
Supervision of the admin/finance/HR team: induction, follow up, evaluation, and promotion of positive team dynamics and motivation
Overseeing the work of finance and HR managers in order to ensure good compliance of activities within the objectives of the mission and of proposals
Evaluation of finance and HR managers as per the defined schedule and make recommendations to CD for their career path. Contribute to the evaluation of base admins and HoBs via their relevant line managers
Develop/revise HR structure and plan for ACF admin department, in collaboration with CD and according to evolving program needs
To ensure external coordination and representation:
To actively participate in external coordination meetings for finance, admin or HR that exist in the country
To attend meetings on behalf of the Country Director when he/she is not available to attend.
To represent ACF with local authorities in the tax and social insurance bodies as well as the Ministry of Labor and other relevant Ministries
To contribute to representation and technical discussion needed for donors
To ensure proper reporting:
Reporting on attended meetings or training to share with coordination team and NY as necessary
Monthly HR report to be sent to CD and NY Technical Advisor (finance & HR)
Preparing inputs for the mission monthly sitrep
Budgetary input for donor proposals and reports including budget narratives.
Prepare handover report as necessary to replacement
End of mission report to be sent to HQ.
Education / specific degree / special skills:
Min. master’s degree in Finance, Business Administration, HR or related field
At least 5 years of experience in humanitarian work
Excellent communication skills
Excellent writing and analytical skills.
Good management and representation competencies.
Excellent influencing and negotiation skills
Experience in developing world context.
Familiarity with ACF and acceptance of ACF’s principles.
Familiarity with donors and donor procedures helpful.
Prior experience in conducting and delivering training for national staff whose educational level is low
Humanitarian field experience requested: Yes
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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