AMNESTY INTERNATIONAL INTERNATIONAL SECRETARIAT (AIIS)

Transcription

1 JOB DESCRIPTION AMNESTY INTERNATIONAL INTERNATIONAL SECRETARIAT (AIIS) JOB TITLE: Finance and Office Manager, European Institutions Office (EIO) DIRECTORATE: Organisational Services PROGRAMME: Europe and Central Asia- Sub Regional Office: European Institutions Office REPORTING TO: EU Advocacy Director/ Head of Office and with a matrix reporting line into Regional Director ECA (London based) GRADE: TBD JOB PURPOSE: To lead the organizational (finance, human resources, facilities, legal, IT and administration) services in supporting the effective operation of Amnesty International s European Institutions office DEPARTMENT PURPOSE: To provide comprehensive organizational support services to staff based in the Amnesty EIO which enables the efficient operation of the office s human rights work programme. WORKING RELATIONSHIPS: Reporting to Head of the European Institutions Office and the Regional Director for ECA on finance related issues. Posts that this job manages: EIO Office Assistant Other key relationships: Office staff, International Secretariat (IS) Organizational Services staff (Finance, Legal, IT and Facilities) and external professional advisers and office support service providers. LOCATION: Brussels MAIN RESPONSIBILITIES: Finance Ensure the financial control of the EIO s activities through ensuring implementation of strong finance policies, systems, processes (all in line with IS policies), and review of monthly balance sheet reconciliations; Ensure the management reporting requirements of the office are met, including accurate and timely monthly management accounts forecasts and budgets; Ensure the statutory and regulatory reporting requirements of the office are met, including preparation of the annual statutory accounts (if applicable) in a timely manner, management of the audit process, compliance with tax regulations and compliance

2 with any other local financial reporting requirements., Support the Regional Director and Head of EI Office (in relation to their respective budgets) to ensure the resources of the office are allocated according to strategic priorities and do not exceed the allocated funds for the office, via the management of the budget setting process and delivery of agreed budgets; Respecting the values and mission of the organisation, ensure value for money is achieved by producing financial analysis to support the organization in determining resource allocation decisions including through adequate procurement practices; Ensure the cash flow of the office is managed to ensure sufficient liquid reserves and minimal exchange rate risk, in conjunction with the IS London Finance team; Manage the payroll of the office, via outsourced payroll providers where relevant, to ensure timely and accurate payments to staff. Ensure capability to report on restricted funding as required. Facilities Ensure maintenance of office infrastructure including facility management, power management, equipment maintenance and asset management; Ensure proper security of the premises and other assets of the organization throughout sourced security arrangements and maintenance of current approved security plan; Implement administrative and operational policies and procedures including Amnesty International health and safety standards in order to ensure that the Regional Office is run efficiently and effectively and staff are working in a safe and secure environment. Legal Assist the EU Advocacy Director/ Head of Office Director to ensure compliance with all laws and regulations that pertain to the running of the AI operation, including legal registration and administration, employment and immigration law and including the filing of submissions to the relevant authorities, using appropriate professional advisers and liaising with IS Legal Counsel as required. Human Resource Management Work with the Organizational Development and Human Resources Directorate to ensure the effective use of people management policies and procedures, as appropriate; Provide process support in relation to core people management issues, such as absence and well-being, conduct and capability, performance management and the full range of employment and employee relations matters; Lead on the provision of best practice professional support and advice to people management cases, escalating to or commissioning support from other ODHR colleagues as required; support the shift in responsibility of people management to the line, with expert coaching, support and guidance provided by the ODHR function. Under guidance of the the Head of the EI Office (and where relevant the Regional Director), commission training and coaching for managers and employees to improve their awareness of and effective application of people management policies and practices;

3 IT Oversee and authorise the preparation and issue of appropriate contractual documentation in relation to terminations and variations of employment, including accurate and timely notification to relevant parties; Facilitate recruitment and induction of new staff and volunteers to the regional office; lead on recruitment and induction of new staff and volunteers to the Finance function; Ensure staff in location (current and new joiners) are supported by providing liaison management in- country. This could include providing support on matters such as immigration agency liaison, etc. The postholder should ensure that they maintain an active network relevant to such support needs. Ensure maintenance of quality-controlled IT and Information Management with support from the IS IT team, in order to provide a complete and useful instrument to adequately support the operations of Amnesty. Staff Management Manage the staff assigned or direct reports, ensuring compliance with all areas of Staff Terms and Conditions of Employment and related policies and procedures, including those relating to cultural diversity; equal opportunities; recruitment; health and safety; training; supervision and performance assessment. Note: This is not meant to be an exhaustive list of duties. Flexibility is required and the post holder is expected to carry out any other related duties that are within the employee s skills and abilities whenever reasonably instructed. WHAT DOES SUCCESS LOOK LIKE IN THIS JOB? Strong financial controls and reporting mechanisms are in place and all local financial requirements are adhered to; Maintain effective operations across finance, human resources, IT, legal and facilities areas; The EIO is compliant with local law requirements in all aspects of its operations including legal registration, employment, tax, national insurance/ deductions and payroll. SKILLS AND EXPERIENCE: Qualified accountant essential; Experience in the management and support of staff; Experience in setting up and managing organizational systems and processes in finance, administration, IT, legal and HR. Start-up experience preferred;

4 Experience of preparing and monitoring budgets and an ability to identify budget problems and solve them; Experience of the day- to-day management of an office, including excellent multi-tasking and time management skills; Extensive experience in providing human resources expertise and support to management and staff; ideally with experience of working in a regional office within an international organization framework Excellent communication skills, including experience in drafting and correspondence; Fluent in written and spoken English and similar fluency in French or Dutch; Experience in establishing, organizing and maintaining comprehensive information systems; Experience of dealing with suppliers and external contacts, including the ability to pre-empt and troubleshoot issues, negotiate contracts and provide advice based upon some understanding of local contract law. Must have relevant local network within areas such as tax, immigration, office support service contractors etc. Other relevant management qualifications advantageous. HOW YOU WORK: The IS Behaviour Framework focuses on how we work rather than what our job is designed to do. It articulates the behaviours that are expected from a group of professionals who are working effectively together. Delivering results Working with others Developing oneself and others Contributing to a dynamic and effective IS Making decisions Taking the initiative Communicating and influencing EQUALITY STATEMENT Equality and diversity is at the core of our values and staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected. CONFLICT OF INTEREST Public or other activity, affiliation to or support for any group or organization, personal association or other factor which may generate a real or perceived conflict of interest with Amnesty International s principles (specifically independence and impartiality), or raise a security concern, or otherwise prevent the candidate from carrying out key functions of the specific post and would therefore disqualify the candidate from being appointed. Written by: Date agreed: XXX

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