Job Description
SOLIDARITES INTERNATIONAL launches the internal /and external recruitment of a Deputy Finance Coordinator
BASE: Aden
POSITION: Deputy Finance Coordinator
(Qualified females are strongly encouraged to apply)
PRESENTATION OF THE ORGANIZATION
SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.
Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.
Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.
DESCRIPTION OF THE POSITION
MISSION / OBJECTIVES
The Deputy Finance Coordinator supports the Finance Coordinator in processing accounting transactions, financial management, and administrative requirements of the mission.
He/she monitors and overviews the implementation of the financial process, assists the finance coordinator to define and implement financial policies at mission level and supports the base in the implementation of the process.
He/she is the focal point at coordination level for relationships with administrative stakeholders.
Main Responsibilities:
Accounting management
- · Consolidate and control the mission accountancy.
- · Ensure that all vouchers are checked and in line with Solidarités International standards.
- · Supervise the sending of archives on due time from base to coordination and from coordination to HQ.
Cash management
- · Manage cash-flows and cash transfer for the mission at local levels with the base and donors and at international level with HQ.
- · Ensure the relationships with banks by supervising the liaison at mission level.
- · Monitor the cash supply system and cash security at mission level and propose improvement to be validated by the Finance Coordinator.
- · Support Fin Coo in regular update of the Standard Operating Procedures (SoP) Cash from the bases.
HR Administrative Follow up
- · Ensure that payment of taxes and charges are made to relevant organizations.
- · Evaluate the financial risks linked to changes in social policy, participate in the revision of the HR policies.
Team management
- ·Supervise the activities of the Finance team in Aden and follow-up the daily tasks of the finance coordination.
- · Provide technical support to the finance teams at base level and conduct regular field visits to make sure all procedures and standards are followed and applied.
- · Participate in welcoming and Finance briefing of new employees.
- · Represent the Finance department in the Coordination meetings if necessary.
Reporting/communication
- · Report on a weekly basis to the Finance coordinator, compile internal reporting at mission level for the administrative department and participate in the monthly reporting of the mission.
- · Establish and maintain relationships with the administrative stakeholders at national level (NGO & INGO, administrative local authorities…)
- · On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the Finance coordinator.
Analysis of the socio-economic context
- · Follow the development of exchange rates, prices and salary levels.
Financial and budgetary management
- Support the Finance Coordinator in preparing the monthly budget follow up documents and prepare financial formats of the mission.
- Update the monthly format with updated SAGA extraction and exchange rate and send it for base update.
- In line with new projects approval, prepare formats of financial follow up BFU) for Finance Coordinator validation.
- .Support the Finance Coordinator in prepare monthly projects budget follow ups and an analysis for validation of the Finance Coordinator
- Lead BFU meetings with coordination budget holders and train the mission’s senior staff in how to use the budget follow-up tools.
- Consolidate the monthly mission budget follow up and allocation board.
- Cross check information recorded by the base and request information to justify any variation month to month.
- Prepare the monthly BFU synthesis and annex 1.
- Prepare financial reporting requested by the donor and compile budget proposals to donors to be validated by the Finance Coordinator
- Monitor the mission’s operating costs.
- Prepare financial reporting requested by authorities (government, ministries) to be validated by the Finance Coordinator ·
- Prepare budget proposals when requested to be validated by the Finance coordinator.
- Support Fin Coo in preparing audits, managing relations with auditors and follow-up audit recommendations. .Investigate and follow-up on VAT exemption procedure, collection & reimbursement.
Finance department development.
Support Fin Coo and provide backup to:
- Propose, participate in the preparation and implementation of the annual strategy.
- Monitor the implementation and update of financial rules and procedures. Make sure they are harmonized at mission level.
- Ensure that the financial aspects of any change of policy are financially taken into consideration and appearing in the budgets.
- Ensure completion of paper and digital filing, as well as securing administrative documents on all bases. Supervise the back up of all files at coordination level on a regular basis and ensure the filling of these documents.
ORG CHART POSITION (reporting and functional relationships)
Line manager: Finance Coordinator
Line report(s) in COO: - Finance Supervisor
Functional manager: - N/A
Functional report(s): N/A
PROFILE FORSAKEN
- Diploma in finance, accountancy, economics
- At least 3 years experience in a similar position
- Prior NGO/INGO experience
- Excellent knowledge of excel
- Knowledge of software SAGA would be an asset
- English Mandatory (written and spoken)
- Experience in team management
- Knowledge of the local humanitarian context
- Good understanding of the security context
- Proactive and motivated