Administrative and Financial Coordinator
Action Against Hunger Spain
 Internal relations: Country Director, Coordination Team, HQ Manager, Desk, GGM
 External relations: Auditors, HAC, donors, other NGOs, lawyers, authorities
 Section/Unit: Finance
 Duration: 12 Months
 Closing Date: 17 Feb 2019

  1. POSITION LOCATION AND RELATIONSHIPS

 

 
   

Area/department:

Finance

Based in:

Mission

Internal relations:

Country Director, Coordination Team, HQ Manager, Desk, GGM

External relations:

Auditors, HAC, donors, other NGOs, lawyers, authorities

The position is new?

Yes

Position length:

12

Allocation:

 

     

    2. AREA/DEPARTMENT GENERAL OBJECTIVES

  • To assure financial transparency and the optimized management of the financial resources of the missions, fulfilling at all time with ACH internal procedures.
  • To control and mitigate the financial risks of the Organization.
  • To support and develop the staff of the Finance department in the mission or order to achieve an optimal management of the project cycle from a financial point of view, with a strict respect to the donor guidelines.
  • To assure fully trained and motivated teams.

 

  1. PROFILE REQUIRED

     3.1 Competences

 

CORE: competences every profile should have (Deontology, teamwork and motivation) 

Required: needed for the position (Choose 6 more)  KEY: 2 out of the 8 required and Core

Required (choose 6  competences)

Key

(choose 2 out of 8 competence)

Motivation

X

 

Team work

X

 

Organization and Planning

 

X

Problems solving

 

X

Adaptability and Flexibility

X

 

Stress resistance

X

 

Results focused

X

 

Effective communication

 

 

Innovation and creativity

 

 

Negotiation

 

 

Inspirational leadership

 

 

Strategic vision

 

 

Analytical analysis

X

 

 

 

3.2 KNOWLEDGE AND EXPERIENCE REQUIRED:

 

Training:

Finance /Accounting

Technical specific knowledge:

  • Higher education in management, finance, economics or any related field.
  • Profound knowledge of donor guidelines including UN, ECHO, OFDA, SIDA, EU and DIFD.

Previous experience (years):

  • Minimum 5 years previous experience in financial management and at least 3 year in the humanitarian sector with an International INGO or \UN.
  • Experience in the preparation of budgets, financial reports, financial project follow up and audit reports.
  • HR managerial skills

Humanitarian sector knowledge:

National experience. Demonstrated capacity to work in multicultural environments.

Good communication skills.

Proved team-work experience and of coordination of staff under its supervision.

Organization knowledge:

Highly desirable

Languages:

English / Arabic

IT systems:

MS Office very strong command. Advanced level of Excel. Experience with accounting programs like SAGA, Agresso or others.

Mobility (national/ international)

Yes

 

 

  1.  PROFILE CONCLUSIONS:

Please highlight below the 4 main knowledge/abilities this position requires. Specify any particular issue you may think it’s important to remark. You can choose either between competences, knowledge or experience (that is, the information provided in 3.1 and 3.2 sections):

 

Capacity to organize, coordinate and plan

High analytical capacity

Experience with and knowledge of donor guidelines

Excel command

 

  1. POSITION DESCRIPTION

 

  1.  POSITION GENERAL OBJECTIVE

Financial and administrative management of the mission, coordinating and leading the mission Admin team in the capital and the bases. In charge of assuring the administrative and financial procedures of the mission according to ACH rules and the local law.

 

  1. POSITON SPECIFIC OBJECTIVES AND TASKS.

Objective 1:  Administration

  • Ensure that all ACH staff has applied and obtained on time entry or exit Sudan visas, stay, travel or working permits/Residency in the mission according to needs
  • Stays updated and informed about any change in the procedures to follow in order to obtain any visa, stay, travel permit or working permits.
  • Maintain the coordination on ongoing processes, specific situations or changes in the procedures
  • Ensures that ACH is in compliance to all the requirements of HAC federal and states.
  • Control and supervision of the respect of any rule regarding the quality and archiving of all administrative and financial documentation according to ACH and donor guidelines.
  • Assure the respect of the administrative procedures established by ACH.

 

Objective 2: Human resources management

  • Ensures the mission implements comprehensive HR policies and procedures, and remains compliant with local labour laws
  • Ensures that ACH is in compliance to all the requirements of labor office Federal and States 
  • Ensures HR administration is accurately maintained as per ACH and local regulations; personnel files, employment contracts and organograms
  • Responsible of the Payroll and Benefits Administration for the mission
  • Supports the mission’s recruitment of national staff

 

Objective 3: Financial management

  • Update and monitor the CO Budget - including allocation costs incoordination with CD, and HOB and identifying funding gaps.
  • Ensure effective cash flows, preparing forecast of expenditures and submitting monthly cash requests.
  • Ensure timely payments to vendors, consultants, etc.; in accordance with ACH's financial procedures and contract policies
  • Ensure that financial supporting documentation meet ACH and donor rules and regulations.
  • Responsible for the month-end closing and preparation of the Balance Reconciliation and BFU within the stipulated period, with close coordination with Finance manager at HQ.
  • Provide up-to-date analysis and regular reports of the Country financial status, including monthly Budget vs Actual reports to be shared with Area management.
  • Assist on Internal, donor and/or External Audits preparations.
  • Training of line managers and newly hired staff with financial responsibilities.
  • Ensure that bookkeeping is done daily; utilizing the ACH Agresso accounting system
  • Train partners on ACH accounting and financial procedures.
  • Consolidate financial reports sent by partners.
  • Follow up of any treasury request by any partner.
  • Assure the respect of the financial procedures established by ACH and the donors.

 

Objective 4: Reporting

  • Provide monthly report on current month’s admin activities and plans for coming month to his/her line manager
  • Consolidate and the submission monthly and yearly reports to HAC online reporting.

 

Objective 5: Additional responsibility:

  • Ensure team spirit and motivation within ACH team
  • Travel in a regular basis to the different mission bases
  • Any other administrative duties assigned by the CD.
  • Fulfil any duties that are inherent to the position and requested according to mission needs and context.

 

5.   KEY INTERNAL DOCUMENTS FOR THE POSITION PROPER PERFORMANCE

 
   
  • PEN ACH (National Strategic Plan) and ISP ACH (International Strategic Plan).
  • Mission strategy
  • Values and principle chart
  • Deontology Code and Ethic Committee.
  • Kit Admin

 

 

HOW TO APPLY

  • apply physically through the HAC (Humanitarian Aid Commission office)
  • Application letter
  • CV
  • Copy of academic qualifications
  • National military service certificate
  • Copy of birth certificate
  • Copy of experience certificates
  • Deadline to receive applications 17/02/2019
  • And Send a copy of all documents mentioned above to the email: recruitment.sd@accioncontraelhambre.org




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