Solidarites International
(SI) is an international humanitarian aid organisation which provides
assistance to populations who are victims of armed conflict or natural
disaster. For 30 years, SI has concentrated its action on meeting three vital
needs: water, food and shelter.
In the Horn of Africa, SI
is currently implementing food security, water and sanitation projects in Kenya
and Somalia. We are seeking qualified persons to fill the following positions:
Finance & HR Coordinator
(1 position)
Position objectives;
- The administrative
coordinator will direct and coordinate all administrative, accounting and
financial services associated with the mission.
- He/she will
take part in defining Solidarités International’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 Solidarités administrative 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.
Location: Kenya/Somalia (based in
Nairobi)
Duration: 12 months
Duration: 12 months
Hierarchy;
Report to: Head of Mission
Technical links with: Field Teams and Head Quarters
Supervisor to: Administrative/HR and Financial staff in Nairobi base
Key responsibilities:
- Analysis of
the socio-economic context
- Defining of
HR policy for the mission (cost of living, salary grid, benefits package,
medical coverage, HR manual, career plans, trainings, monitoring staff
development, hiring procedures, administrative management of expatriates,
etc.) and the smooth day-to-day running in HR department (payrolls- Homere
- relationships with relevant organizations, statutory ,etc.);
- Control
procurement cycle, define authorization thresholds;
- Consolidate
the mission closing accounts (SAGA) and ensure that the mission is
financially stable and the yearly audit for the NGO Board;
- Prepare,
monitor and revise the mission’s financial programming;
- Analyze and
connect budgetary consumption with activity progress; monitor the
mission’s operating costs
- Prepare and
lead all potential audits or inspections;
- Prepare and
consolidate financial and HR sections of proposals; integrate the new
donor contracts into the financial management of a mission’s project;
- Cash flow
management (link with HQ, with donors and with the fields, security
aspect);
- Lead the
partnerships and be focal point for consortium project;
- Lead the
internal control process;
- Identify administrative
partners
- Follow the
development of exchange rates, prices and salary levels HR management of
expatriates and nationals
- Participate
in welcoming and administrative briefing of expatriate personnel
- Ensure that
recruitment and hiring procedures are respected: verify mission
recruitment needs, post profiles and contracts
- Supervise
the archiving, handling and security of Solidarités International
personnel files
- Inform the
members of the various coordination teams regarding the methodology,
objective and purpose of performance reviews and ensure that they are set
up
- Drive the
implementation and improvement of Solidarités International’s training
policy and monitor staff development
- Ensure that
disciplinary procedures are respected and confirm eventual sanctions
- Confirm
salaries before payment
- Ensure that
statements and payments are issued to the relevant organizations In
conjunction with headquarters and HoM, take part in defining Solidarités
International salary and social policies and ensure they are
implemented.
- Evaluate
risks linked to changes in compensation and social policies
- Drive the
implementation of legal systems for representing and consulting in-country
personnel and support the management and settlement of conflicts
- Conduct
meetings and communication with personnel
- Consolidate
and update the mission organization chart
- Update the
rules of procedure and the HR manual to follow the developing legal
framework or any changes in the understanding of this framework
- Participate
in abuse and risk prevention
- Ensure that
any litigation is administratively monitored and represent Solidarités
International before administrative and legal authorities if required
- 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 Solidarités
International’s operational strategy
- Coordinate,
plan and supervise the activities of the administrative team
- Train and
appraise the administrative team
- Lead
administrative team meetings 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
- Consolidate
and check the Allocation boards
- 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
- Train the
mission’s senior staff in how to use the budget follow up tools
- Prepare and
assist with possible audits or inspections
- Prepare and
consolidate the financial sections of proposals
- Integrate
the new donor contracts into the financial management of a mission’s
projects, adhering to Solidarités procedures 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
- Consolidate
and publish financial reports, following financial donors’ administrative
procedures
- Establish
and maintain relationships with the administrative authorities at a
national level. Carry out constant judicial monitoring, keep up-to-date
with local employment laws, check information collected with law firms and
insert it into Solidarités International’s documentation
- Organize and
run information and coordination meetings
- Ensure that Solidarités
International’s in-country registration is followed up
- Take part in
meetings relating to administrative aspects, represent Solidarités
International when asked/delegated to do so
- Act as a
link between headquarters and the field for all matters relating to
administration
Education Qualifications and experience:
- Master
Degree Level with Finance & Accounting/ HR/ project management
background.
Experience
- 2 to 5 years
of experience within an International NGO;
- Minimum 2
years of experience in a similar position, at the country Head office
(coordination) in an international context (i.e. as an expatriate from
your country of origin);
- Minimum 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 Europe Aid);
- Experience
in managing Audits;
- Experience
in team management, trainings, and planning;
- Previous
experience of remote management contexts is an advantage; Transferable
skills
- 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);
- Perfect
knowledge of SAGA and Homere;
- Perfect
knowledge of Excel (PTT, formulas, macro, etc.);
- Excellent
knowledge of French chart of accounts;
- Good
knowledge when dealing with auditor firms such as UNs’;
Skills required
- Capacity to
propose new ideas and put them into action;
- Good
communication and training skills;
- Natural
ability to connect with other stakeholders and team members;
- Strong
capacity to work independently and with initiative ;
- Good
multi-tasking skills;
- Ability to
manage a heavy workload, to delegate tasks/responsibilities and to
constantly reassess priorities;
- Ability to
work effectively in a multicultural team;
- Ability to
meet deadlines;
- Patience
- Rigorous
- Diplomatic
Languages
- A good level
of written and spoken English is mandatory
- Speaking
French is a strong advantage for interaction with SI HQ and French donors
Other desirable qualities
Package
Salaried post: from 1700 Euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 dollars.
Social and medical cover:
Expatriates benefit from an
insurance package which reimburses all healthcare expenses (including medical
and surgical expenses, dental care and ophthalmological expenses, repatriation)
and a welfare system including war risks. Essential vaccination and
antimalarial treatment costs are refunded.
Vacation:
During the assignment, a
system of alternation between work and time off is implemented at the rate of
one break every three months.
For a one-year assignment,
the expatriate will have a break during the 3rd and the 9th month (with 500
dollars allocated by Solidarités).
He or she will also be
entitled to go back to his or her home country for a 15-day period after six
months spent on the mission (Solidarités will cover travel costs).
How to apply:
Send a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org
Please indicate the job title and location in the email subject line
Deadline for applications: 22nd August 2012. Please note that only shortlisted applicants will be contacted for interview.
Solidarites International is an equal opportunities employer
