HELASIA Finance/Admin Manager – Readvertized 48 views

DURATION: Until December 31, 2022

FLUENCY IN FRENCH LANGUAGE IS MANDATORY

PLEASE CLEARLY SPECIFY YOU SPEAK FRENCH IN YOUR APPLICATION AND CV

OBJECTIVES OF THE POSITION

Under the direct line management of the HELASIA Regional Project Manager, the HELASIA Finance/Admin Manager is part of the regional coordination team based in Addis Ababa for the “HELASIA” project implemented in 3 countries.

The position holder has overall responsibility on the finance management : budget and financial planning, close monitoring (of the regional component and each of the 3 countries) and reporting (in coordination with in-country teams). S/he also ensures respect and dissemination of donor guidelines at field level and is in charge of the administrative management of the regional component of the project.

While the position is located in Addis Ababa (Ethiopia), it might require missions to each of the 2 additional countries where the project is implemented.

Responsibility 1: Ensure a sound financial management in line with HI internal procedures and donor’s rules

With the support of the HQ Financial Controller:

BUDGET AND FINANCIAL MANAGEMENT

–          With the HELASIA Project Manager and the HELASIA Technical Advisor, draw up the coordination’s annual budget based on the annual plan of activities

–          Ensure the implementation of expenditure commitment procedures, and control the allocation of expenses; ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly

–          Ensure coordination with the program teams for drawing up and monitoring of the donor budget and for compliance with the donor requirements

–          Monitor progress on the project financial execution and ensure it corresponds to the programme’s financial and budget monitoring (reporting and alert role)

–          Analyse variances between the forecast and the realized annual HI budget on a quarterly basis; propose relevant adjustments and, where necessary, prepare the modification request for submission to the donor

–          Design/update the budget set-up in Navision (software)

–          Design the required internal monitoring boards/reports

–          Support countries and Regional Project Manager to draw up a co-funding strategy for the grant and actively help countries finding co-funding opportunities.

REPORTING

–          Oversee respect of internal and donor deadlines for financial reports

–          Control and compile the financial reports for the donor both at the coordination component level and at the project level and prepare the final report

–          Prepare and submit a report to the Agency for Civil Society Organizations about the Regional Office’s implementation of the signed MoU or financial reports as required

TREASURY

–          Forecast the annual treasury plan for the coordination activities performed in the 3 implementing countries

–          Prepare the monthly treasury forecast for the regional office and share it to the Ethiopia Finance Manager

Responsibility 2: Ensure administration of the regional component of the project

COORDINATION / REPRESENTATION

–          Ensure close coordination with the aim to maintain accurate and updated information for the 3 HELASIA HI countries and the Regional office of HELASIA in link with HQ Focal Points;

–          Relay all issues faced by HI regarding financial matters to the consortium leader: be proactive for suggesting solutions and/or negotiating alternatives;

–          Share the necessary information with the line manager and HQ technical advisor

–          Manage implementation of coordination activities on the administrative and logistic aspects in coordination with Support Services teams in the countries of intervention

–          Organizing regional/international travels for the regional team with the other concerned countries

–          Support the in-country meetings and conferences activities (in particular the procurement process, travel allowances, participant lists)

–          Liaise and follow up privileges issued to the regional office (duty free privileges, import, disposal of goods imported free of duty etc.)

–          Follow up on the regional office license with Ethiopian authorities

–          Follow up the bank account for the Regional Office (if decided to have one at some point).

–          Guarantee proper archiving of the organisation’s documents (compile and organize archives of operational and financial data for the regional component)

HR

–          Organize the arrival and departure of the regional office staff

–          Ensure the administrative management of the regional office staff

–          Process the different permits (work, residence, driving license, etc.) of the regional office staff

–          Prepare the monthly per diem forms for HELASIA coordination expatriate staff

–          Prepare the monthly attendance sheet and also time sheets for the regional office staff

–          Submit the monthly HR reports due on the 20^th of each month to HQ

LOGISTICS

–          Establish Procurement Purchase and Service Requests (PSR), Travel and Reimbursement of Expenses Forms (TAR), Sworn statements and Commitment of Expenditures Authorization Forms (CA) for the Regional Team

–          Follow up of procurement of the regional office with the country Logistics team

–          Prepare the monthly transportation plan of the Regional Team and communicate it to Logistics

Responsibility 3 – Compliance

–          Ensure compliance of the project on the above listed aspects with donor rules

–          Ensure compliance with legal requirements (HR, log, administrative, financial, etc.), calling on local expertise if required (lawyers, etc.)

–          Ensure the monitoring of partnership contracts and their compliance with internal rules and donor obligations

–          Follow up on internal control procedures for the accounts, cash-flow, finance and logistics

–          Ensure control of partners’ financial, administrative and logistics management

–          Write and disseminate memos when necessary to ease the understanding

Responsibility 4 – Support/Capacity building

–          Be the focal point for each country of implementation in the aim to share all necessary information and address all issues;

–          Support to financial teams in countries of implementation and to local partners on the program’s administrative and finance management, organization of trainings when necessary

–          Make field visit upon request