Salary Commensurate with pay-grade of the position (Grade 7)

Transcription

1 JOB DESCRIPTION FORM Job Title Responsible to Location Finance & Administration Manager Country Director N Djamena, with travel to field sites in Eastern and Southern Chad Key internal relationships Global Finance Team (UK-based) Chad Programme Coordinator Project Managers Global Programme Manager Starting period ASAP Contract Type Full-time, 1 year contract (possibility for renewal) Status Unaccompanied Salary Commensurate with pay-grade of the position (Grade 7) Job Context Cord is an international organisation working to build lasting peace in partnership with people living and working in conflict, or post-conflict situations. Currently, Cord s programmes focus on two main geographical areas within Chad. In Eastern Chad, Cord works with refugees from Darfur within 4 camps, primarily mainstreaming conflict sensitivity in Cord s education programme through intercommunity dialogue, peace education and local self-reliance for Sudanese refugees and Chadian host communities. In Southern Chad, Cord has an emerging programme working with Returnees who have been displaced from the Central African Republic. This programme focused on social cohesion, is currently undergoing an in-depth analysis phase to better understand the longer-term peacebuilding needs that are arising from the emerging humanitarian crisis. Recent strategic planning and a full context analysis has shown that there is need to increase our work in other sectors with local communities throughout Chad, focusing more comprehensively on peacebuilding and women and girl s empowerment at the same time as strengthening local civil society capacities throughout all the programmes. The Finance and Administration Manager based in N Djamena, the Chadian capital city, contributes to the attainment of Cord s vision and mission in Chad through ensuring effective financial, logistics and human resource management systems based upon the approved plans, budgets and Cord standards as well as donors requirements. Job Purpose The Finance and Administration Manager supports the Cord Chad Country Programme by ensuring that operations are implemented within the approved plans and budgets as well as the agreed policies and systems. S/he will ensure that staff members adhere to 1

2 and comply with Cord s agreed policies and standards as well as local law requirements. The major areas of responsibility for the Finance and Administration Manager include budgeting, internal control, compliance to policies, systems and standards, reporting in accordance with the donor requirements, logistics and effective human resources management Scope and Limits of Authority The Finance and Administration Manager reports and is accountable primarily to the Country Director of Chad office. The UK Finance director will undertake oversight of this role in relation to professional competency and, where necessary, performance assessment. Regarding the financial approval level, the Finance and Administration Manager can approve general office management expenses up to 2,000. Areas of Responsibility The Finance and Administration Manager oversees the work of two Finance Officers and the Logistics officer based in N Djamena. S/he has a dotted line relationship with the field-based Finance and Administration Assistants located in three operational field offices in Eastern Chad. The following are his/her areas of responsibility: 1. Finance Ensure appropriate financial controls, accurate accounting and timely financial reporting of programme and administrative transactions. Ensure that financial obligations entered into by all staff and especially Programme Managers and Logisticians, conform to agreed budgetary provisions and resource availability, and are in accordance with Cord s internal financial procedures and donor requirements. Forecast and anticipate future cash flow needs through close liaison with programme/project managers and head office finance. Identify financial risks and make the Country Director aware of these. Also utilise head office finance unit support in deploying systems to mitigate and eliminate them. Ensure the continuity of Chad office finance function s operations by covering for staff shortages & emergency workloads. Major Tasks Supervise the Finance Officers to ensure that all accounts are accurately maintained and reconciled and that all accounting procedures are carried out in a correct and timely manner. Carry out weekly cash counts with the Finance Officer based in N Djamena. Ensure that all bank accounts are accurately maintained and reconciled. 2

3 Ensure timely and accurate compilation of financial reports being sent to Cord UK and/or Donors. Ensure cash books be completed and sent to the UK as per timetable. Provide project financial management support to all project staff. Preparation of donor reports with UK finance unit s support. Ensure donor financial reports are finalized upon receiving final UK Finance approval. Support project staff in interpreting, reviewing and submitting donor financial reports to donors. Management of the purchase ledger. Management of in-country Donor audits. Together with the GPM, PMs and CD, prepare budget proposals according to donor requirements. Ensure all assets are properly managed and safeguarded, with detailed records maintained. 2. Human Resource and Administration Management Responsible for HR management, including recruitment, capacity building and development of National Staff in coordination with the Country Director and Programme Managers. Ensure that HR procedures and practices conform to Chadian labour law and are in line with Cord s policies. Ensure the national staff payroll is correct and submission of social taxes is made in time. Responsible for building the capacity of the Finance and Administration team. Ensure proper maintenance of personnel and administrative files, timely preparation of salary demands, contract renewals, periodical reviews, disciplinary documentation, etc. Liaise with the Cord HR manager concerning HR support for International staff working in Chad. Supervise the expatriate guest house staff. 3. Logistics Management Responsible for supervising and building the capacity of the logistics officer. Support the logistics officer by setting annual objectives, job plans & to-do lists. Ensure that the logistics officer plans and manages the running & maintenance of all generators and vehicles. Ensure that the logistics officer maintains a detailed & robust fixed asset inventory. Ensures a stock count is done every 3 months and is kept up to date. Ensures that the logistics officer effectively manages all construction/ service contracts and respects all clauses especially those related to retention fees. Ensure appropriate purchasing systems are followed & policies are adhered to with the support of the logistics officer. 3

4 Ensure the logistics officer completes a quarterly updated price list of office supplies. PERSON SPECIFICATION Core Competencies 1. Supporting and motivating others 2. Eliciting information through questioning 3. Organisational skills 4. Flexibility and adaptability Knowledge & Experience A relevant qualification or equivalent experience in Finance and Administration Knowledge of good practice in Finance, Accounting, Logistics, Procurement Administration Systems, and People Management Understanding of policies and reporting requirements of institutional donors and government agencies including the UN Bodies Knowledge of the international humanitarian and development organisations and their operations Understanding of the Chadian and Sahel context political, social and economic Management experience in financial, logistics and human resources roles Previous experience in international emergency relief and/or development organisations Experience in recruitment, training and development Experience of managing diverse and multicultural teams Skills/Abilities Proven ability in developing budgets and accounts systems Proven ability to use financial software including Excel Good communication with fluency in French and English (both verbal and written) Ability to work well under pressure without day to day supervision Ability to capacity build/enhance and coach staff in cross-cultural context Ability to develop, and follow through systems with staff Ability to collate and understand information in relation to labour and employment law Ability to work in a complex, diverse and insecure environment Fully computer literate (Microsoft Office) 4

5 Personal Qualities A strong commitment to Cord s values and operating principles, which are informed by our Christian background: We value our resources (human, natural and material), stewarding them to maximise the effectiveness of our work. We work together, fostering partnerships, networks and movements for peaceful development. We encourage creativity, inspire confidence and courage. We are committed, supportive and honest with our partners and each other. We learn together valuing the lessons of our mistakes and listening for the wisdom in one another. We encourage diversity as a source of creativity and sign of peace. We celebrate success and build on strengths. Willingness to live and work as part of a multi-cultural team with limited facilities. Concern for the needs of vulnerable and disadvantaged people Proactive and emotionally mature individual with the ability to adapt to varying situations. Creative and participative approach to problem solving. Updated by: Global Finance Director and Programme Director, February