Finance and HR Manager – National Position

Responsible to:- Country Director – Sudan

Place: Nairobi with regular travel to Sudan upon VISA approval

Starting date: As soon as possible.

Contract Period: 6 Months

Closing date for applications: December 27th (Due to the urgency of the position applications will be reviewed on a rolling basis)

THE ORGANIZATION

“Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity”

Handicap International Federation’s operating name is Humanity & Inclusion (HI). HI, Humanity & Inclusion is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict, and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions, and promote respect for their dignity and fundamental rights. HI is celebrating its 40th year of serving people with disabilities. Currently, the organization is in 60 countries, 22 are in the African continent with over 200 projects globally.

For further information about the association: www.hi.org.

JOB CONTEXT:

Humanity & Inclusion (HI), together with a local NGO will start a project in Sudan. Due to the administrative constraints to obtain visas in Sudan, the HI team will be based in Nairobi, providing remote support to the local partners. Depending on VISA approval, HI teams will have the possibility to travel to Sudan for field and monitoring visits. The project includes physical and functional rehabilitation, MHPSS, Protection and Inclusive Humanitarian Action.

Under the management of the Program Director, the Finance and HR Manager is responsible for ensuring that the finance and human resources management is consistent with Hi’s policies and standards and with local regulations. S/he advises managers in his/her geographical area on all the HR processes they roll out and is responsible for the financial steering and operational financial management and also maintaining the social environment in his/her country.

S/he will also support the local implementing partner in the financial and human resources aspects including but not limited to

YOUR PROGRAM:

Mission 1: Ensures the program’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 (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.
• Carry out physical checks of safes and cash boxes and ensure control rules are being applied.
• Supervise drawing up cash-flow forecasts and ensure the optimal management of cash-flow

Mission 2: Carry out management of budget and donor funding contracts

Objective: Ensure the proper use of donor funds in respect of donor-specific guidelines

Benchmark: compliance with the organizational procedures defined by the organization; 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 regulations, quality of donor reports, anticipation of amendments

Activities:

• Ensure realistic budgeting, proper codification of expenses and good budget steering
• Ensure the respect of Financial Calendar as defined each year in line with HQ deadlines, partnership agreements and regional internal financial monitoring process
• Draw up an annual budget (IN/R1/R2/R3/pre-closing) in respect of HI budget framework and analyses the impact on the financial plan.
• Identify analytical corrections and proceed to necessary adjustments on Navision
• Analyze HI and the partner budget follow-up every month and ensure necessary feedback is given to budget managers and the local partner.
• Elaborate and follow up on allocation tables of the program.
• Ensure that funding utilization is optimized and share ideas to improve the use of HI/donor funds when appropriate.
• Alert, when necessary, but early enough on financial risks in the program
• Realize & analyze the donor budget monitoring.
• Anticipate and prepare cost or no-cost extension of donor contracts or budget amendments.
• Keep up to date with the procedures of institutional donors providing funding for the program and ensure compliance with these procedures.
• Ensure proper follow-up of donor deadlines as per the funding database and draw up the financial reports.
• Ensure proper filing of donor documentation (contracts, amendments, diverse communication etc.)
• Train budget holders on budget management

Mission 3: Ensure the implementation of the program’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 program
• Ensure adequate staff briefing / induction is provided for new staff based on relevant HI policies and guidelines
• Manage the remuneration system and employment policies at program level in coordination with the HQ
• Ensure a performance appraisal system is in place and is completed, monitored and evaluated across the program. Assist managers and staff in understanding and using HI’s appraisal tool.
• Implement and follow up the program staff training plan.
• Ensure the formalities required by government bodies are completed in time, ensure proactive follow-up of legal matters and inform management accordingly.
• Analyze and monitor changes in employment law and other NGOs’ practices at regional and local levels. Take part in the activity of networks on legal and HR aspects.

Mission 4: Guarantee international and national personnel administration at program level.

Objective: Guarantee that staff files are complete and staff information is followed up

Benchmark: Quality of employment contract management, quality of the roll-out of pay, quality of management charts monitoring,

Activities:

• Define and ensure the application of internal regulations and national personnel employment terms and conditions at the program level and monitor the application of general and specific terms and conditions for expatriates.
• Ensure proper calculation and remittance of the Sudan program’s monthly payrolls.
• Ensure appropriate filling of all HI staff information in the program: personal data, contractual documents (Job description, signed TCE and IR, IAP, contracts, disciplinary actions, appraisals…)
• If applicable, be directly responsible for the administrative follow-up of all expatriate staff in the program and registration with local authorities. Supervise the day-to-day management of international staff and transmit the information to the head office.
• Check that variable data for expatriate advances has been sent on time to head office and information is updated.
• Manage national personnel disciplinary procedures and support managers in these procedures with the support of the head office

Confidentiality is required in all these responsibilities.

YOUR PROFILE:

Educational background and experience

• You have a relevant degree in the field of finance, administration or HR
• Proven experience of at least 5 years in the following sectors: Logistics, Finance and HR
• 5 years of experience in coordination position
• Proven training and local capacity-building experience
• Previous experience with Handicap International would be an asset

Skills required:

• Analyze and guide on Planning/Purchasing/Procurement/ Recruitment/ budgeting/donor reporting.
• Ability to review professional procedures and improve them.
• Ability to advise and train on safety procedures and issues in all contexts.

Skills preferable:

• Global supply chain strategy, taking into account projects and structure and by sizing and organizing the supply chain workload
• Ability to advise and train on objectives and context-related adaptations concerning the movement of people and goods.
• Ability to define the internal safety guidelines

Cross-sector skills

• Frameworks and references
• Office and collaborative tools
• Stress management
• Collaborating in a global organization

Language skills

• English

Personal Qualities

• Strong level of analysis
• Strong level of autonomy and initiative
• Strong organizational and reporting skills
• Strong interpersonal and intercultural skills
• Ability to work under high pressure.
• Diplomatic, able to work collaboratively in a team.
• High level of motivation and proactivity
• Ability to deal with rapidly changing context and plans.