Posted on: 13/04/16
Desired start date: 01/06/2016
Duration of the mission: Until December 2016
Location: Nairobi with 20% travel to Somalia/Kenya project locations
Desired start date: 01/06/2016
Duration of the mission: Until December 2016
Location: Nairobi with 20% travel to Somalia/Kenya project locations
About the mission
Solidarites International (SI) joint Kenya / Somalia mission was opened started in march 2007. SI main areas of intervention are WASH and Food Security. In Kenya, SI has field base in North Horr. Resilience and WASH project are implemented in Marsabit County, with funding from EU and DFID. In Somalia, SI has field bases in 2 regions in Somalia (Lower Juba and Hiraan). Projects are focusing on WASH and food security.
The Kenya/ Somalia mission does not follow a classic set up. There are two different missions followed by the same coordination team. Kenya and Somalia contexts are different: even though security can be volatile in some part of Kenya, access is still possible whereas it is restricted in Somalia.
About the job:
The Finance/HR Coordinator in close cooperation with the Head of Mission (HoM) provides a leadership, decision-making and coordinating role on Finance, Administration and Human Resources of Solidarités International in Kenya and Somalia.
As a senior member of the country management team (CMT), the Finance/HR Coordinator leads on the development of strategies and implementation of support departments in both countries.
The Finance/HR Coordinator line manages four staff members (Finance Manager, Finance Assistant and 2 cleaners). The Finance/HR Coordinator reports to the Country Director.
The main challenges of the position are:
- The Finance and HR coordinator will direct and coordinate all administrative, accounting and financial services associated with the mission.
- He/she will take part in defining SI’s human resources policy, and ensure that it is followed.
- As coordinator, he is responsible for the mission’s financial balance.
- He/she will monitor adherence to SI’sadministrative procedures and donor procedures as well as to the laws of the country in which intervention is taking place.
- He/she is the point of reference for the mission, and the link between headquarters and the mission for all administrative matters.
Responsibilities
Analysis of the socio-economic context
- Identify administrative partners
- Follow the development of exchange rates, prices and salary levels
HR management of expatriates and nationals
- In conjunction with headquarters and HoM, take part in defining SI salary and social policies and ensure they are implemented
- Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts
- Ensure that recruitment and hiring procedures are respected
- Supervise the archiving, handling and security of SI personnel files
- Drive the implementation and improvement of SI’s training policy and monitor staff development
- Ensure that disciplinary procedures are respected and confirm eventual sanctions
- Ensure that statements and payments are issued to the relevant organizations
- Supervise the administrative management of expatriate human resources
Team Management
- Work with administrators to define administrative personnel needs for the mission and recruit according to allocated resources and to SI’s operational strategy
- Coordinate, plan and supervise the activities of the administrative team
- Train and appraise the administrative team
Financial, accounting and budgetary management
- Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
- Consolidate the mission’s monthly closing accounts
- Verify the accounts before they are sent to headquarters
- Prepare, monitor and revise the mission’s financial programming
- Complete the consolidation of monthly budget follow up and ensure that the mission remains financially stable
- Connect budgetary consumption with activity progress. Propose changes if necessary
- Monitor the mission’s operating costs
- Prepare and consolidate the financial sections of proposals
Cash Management
- Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies
- Ensure that the cash box and coffers are well kept and that funds are secure at all bases
- Compile and monitor cash flow forecasts and forward them to headquarters
Administrative management of the mission
- Negotiate and draw up partnership contracts with local partners and ensure that they are followed and respected
- Supervise paper and digital filing, as well as ensuring the security of administrative documents
- Supervise the quarterly mailing of administrative archives to headquarters after internal inspection
- Select and contract a lawyer who will examine legal issues and limit any legal risks
Reporting/communication
- Ensure regular financial and administrative reporting to headquarters, on a schedule defined in the administrative calendar
- Establish and maintain relationships with the administrative authorities at a national level
- Carry out constant judicial monitoring
- Ensure that SI’s in-country registration is followed up
- Act as a link between headquarters and the field for all matters relating to administration
Your profile
Education:
Bachelor degree in finance, accounting, administration, or related field
Experience:
- 2 to 5 years of experience within an International NGO;
- Minimum of 2 years of experience in a similar position, at coordination level in an international context;
- Minimum of 2 years of experience in managing institutional donors contracts and budgets (budget construction rules, reporting , administrative/financial negotiations, etc.) especially the French cooperation (CIAA, CDC), the UN agencies (UNICEF, UNHCR, CHF) and the European Commission’s institutions (ECHO and EuropeAid);
- Experience in managing audits and internal control;
- Experience in team management, trainings, and planning;
- Previous experience of remote management context is an advantage.
Technical skills and knowledge:
- Good knowledge of financial guidelines of the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
- Good knowledge of financial and HR reporting to the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
- Good knowledge of SAGA and Homere;
- Good knowledge of Excel (PTT, formulas, etc.);
- Good interpersonal skills when dealing with auditor firms
Languages:
- Fluent in English (written, spoken, read). French is an asset. Rigorous;
- Speaking French is a strong advantage for interaction with SI HQ and French donors;
Other desirable qualities:
- Rigorous;
- Calm and diplomatic;
- Capacity to propose new ideas and put them into action;
- Good communication and training skills;
- Ability to connect with other stakeholders and team members;
- Strong capacity to work independently and with initiative;
- Ability to manage heavy workload, delegate tasks/responsibilities and to constantly reassess priorities;
- Ability to work in a multicultural team;
- Ability to meet deadlines.
We offer
SI will offer you:
Solidarités International will offer you:
A salaried post: according to experience from 2000 euros gross per month, plus 10% annual leave allowance paid monthly.
For further information about Solidarités International, please consult our website: http://www.solidarites.org/en/
Contact : Marie-Sophie Olivera, HR Manager
HOW TO APPLY:
Application process
Does this description fit you? Please send us your CV and Cover letter in English. CV only applications will not be considered.
NB: The vacancy may close before the deadline. Thank you for your comprehension
