Finance and HR Manager
الوصف ومتطلبات الوظيفة
THE ORGANIZATION:
Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html
OBJECTIVE OF THE POSITION:
Ensure the mission financial, administrative and human resources management in compliance with the country's legal framework and HI’s procedures
RESPONSIBILITIES:
Responsibility 1 : Ensures the management of the mission's accountancy and cash flow management.
Objective: Ensure the accountancy is in line with legal obligations and internal procedures and ensure the availability of funds for implementing planned activities.
Benchmark: quality of accounting deliverables, respect of deadlines for sending accounts and cash flow request to regional office, quality of period-end closing operations; quality of forecasts and respect for deadlines; quality of management and control of cash-flow.
Activities:
Manage the monthly accountancy closure process.
Carry out the necessary accounting controls & ensure the eligibility of expenditures (validity of vouchers, quality of the accounting transactions, etc.)
Carry out the necessary controls of payable and receivable account management
Ensure the management of bank accounts, safes and cash boxes and appropriate security system in collaboration with the regional office
Carry out physical checks of safes and cash-boxes and ensure control rules are being applied then send it to CM for validation
Consolidate the draw up of cash-flow forecasts and ensure the optimal management of cash flow
Ensure that HI-ME process for commitment of expenditure is respected by HI staff operating within the Jordan mission
Authorize the commitment of expenses related to Jordan mission support costs in accordance with HI procedures, the budget and financial framework
Responsibility 2 : Carry out management of assigned mission’s budget and donor funding contracts.
Objective: Ensure the smooth-running of the mission and the proper use of donor funds in respect of donor specific guidelines.
Benchmark: compliance with the organisational procedures defined by the organisation; quality of budget
monitoring; quality of the budgets drawn up, Actual knowledge of donor guidelines, proper filing of donor documentation, compliance with donor financial rules and regulation, quality of donor reports, anticipation of amendments.
Activities:
Internally ( on mission level)
Ensure & elaborate realistic budgeting, proper codification of expenses and good budget steering
Ensure the respect of Regional Financial Calendar as defined each year in line with HQ deadlines and regional internal financial monitoring process.
Draw up & forecast the mission’s budget monitoring tools and annual budget (IN/R1/R2/R3/pre closing) in the respect of HI budget framework and analyse the impact on the financial plan.
Identify analytical corrections in collaboration with budget holders and proceed to necessary adjustments & corrections on Navision.
Analyse mission’s budget follow-up on monthly basis and ensure necessary feedback is given to budget manager.
Elaborate and follow-up of allocation tables of the mission.
Ensure that funding utilization is optimized and share ideas to improve the use of HI/donor funds with RFC and HoM when appropriate
Coordinate trainings the budget holders in understanding the budget cycle process and tools in HI (PBM/IN/R1/R2/R3 and pre closing), in linking budget and proposals and in analytic codification
Prepare & participate In project quarterly reviews sessions
Alert financial risks in the mission to the PMs/CM
Externally ( donors & external parties )
Realise & analyse the donor budget monitoring in collaboration with PMs/CM.
Anticipate and prepare donor contracts or budget amendments.
Keep up-to-date with the procedures of institutional donors providing funding for the mission and ensure. compliance with these procedures.
Ensure proper follow-up of donor deadlines as per funding database, and draw up the financial reports.
Ensure proper filing of donor documentation (contracts, amendments, diverse communication etc.).
Prepare the relevant documents for the audit phases requested by the donors or the national authorities.
Draw up donor proposals in collaboration with PMs/CM on Project Development tool.
Responsibility 3: Ensure appropriate support and follow-up of project partners.
Objective: Ensure the follow-up of functional management of partnerships.
Benchmark: Proper and complete compiling of partners’ files, effectiveness and quality of support provided to the project staff dealing with their partners
Activities:
Participate to partner assessment, ensure a proper accounting training has been given before the beginning of the collaboration.
Validate the financial aspect of partnership agreement (financial instalment and reporting etc.).
Support the mission’s Officer in the accountancy follow up and management of the partner.
Ensure the completion, the compiling and archiving all the partnership’s contractual documents.
Ensure the partners’ expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and adapted training if required.
Ensure that cash transfers to partners are properly done and on time, justified by correct documents.
Ensure that regular financial reports are written by partners .
Responsibility 4 : Ensure the implementation of the mission’s HR processes (recruitment, remuneration, social and healthcare coverage, evaluation, training) and compliance with local legal framework
Objective: Ensure that HI’s HR processes are understood and applied effectively, fairly and cost efficiently
Benchmark: Quality of HR processes and tools defined, compliance with HR processes, quality of the legal oversight
Activities:
Ensure high quality and transparent recruitment processes are in place within the mission.
Ensure adequate induction is provided for new staff based on relevant HI policies and guidelines.
Manage the remuneration system and employment policies at mission level in coordination with the regional office.
Implement the social and medical policy framework for the mission.
Ensure performance appraisal system is in place, and is completed, monitored and evaluated across the mission. Assist managers and staff in understanding and using HI’s appraisal tool.
Implement and follow up the mission staff training plan .
Ensure the formalities required by government bodies are completed in time, ensure pro-active follow up of legal matters and inform management accordingly .
Analyse and monitor changes in employment law and other NGOs’ practices at regional and local level. Take part in the activity of networks on legal and HR aspects.
Responsibility 5 : Guarantee international and national personnel administration at mission level
Objective: Ensure that staff files are complete and staff information is followed-up
Benchmark: adherence to deadlines, quality of the payroll, quality of management charts monitoring,
Activities:
Define and ensure the application of internal regulations and national personnel employment terms and conditions at mission level and monitor the application of general and specific terms and conditions for expatriates .
Ensure proper calculation and remittance of mission’s monthly payrolls .
Ensure appropriate filling of all HI staff information in the mission: personal data, contractual documents (Job description, signed TCE and IR, IAP, contracts, disciplinary actions, appraisals…).
Ensure that all formalities required by government bodies are completed in time, ensure pro-active follow up of legal matters and inform management accordingly.
Be responsible for the administrative follow up of all expatriates staff in the mission and registration with local authorities. Supervise the day to day management of international staff and transmit the information to the regional office.
Check that variable data for expatriate salaries has been sent on time to regional office and information is updated.
Manage national personnel disciplinary procedures and support managers in these procedures with support of the regional office.
Responsibility 6: Manage the mission HR & Finance team
THE SUCCESSFUL CANDIDATE will have:
Master’s degree in finance, accounting or business management / Bachelor degree in finance, accounting or business management with equivalent years of experience.
Minimum 2-year experience as Administrative Manager ( HR & Finance).
Previous work experience with I/NGO.
Proven experience in team management and structuring.
Knowledge and experience of international donors procedures.
Demonstrated ability and motivation to build capacity and/or train others.
Fluent in Arabic and English (French a plus).
Good organizational skills.
Good oral, written communication and presentation skills.
Excellent diplomatic, presentation, interpersonal communication skills.
Ability to support & train.
The initial contract will be for a 1 year and the position is based in Amman.
Basic salary range for the position: 1192 JOD-1744JOD
Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities
Closing date: 07/09/2017
Only shortlisted candidates will be contacted. The application should include CV and motivation letter.
Incomplete motivation letters and applications received after the deadline will be disregarded.
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