Finance, HR and Administration Manager

I. Background to Organisation

Victim Advocates International (VAI) is a membership organisation for victims of serious international crimes. For too long, victims of serious international crimes, including war crimes, crimes against humanity and genocide, have been passive observers of foreign courts and justice mechanisms. VAI was established to disrupt the way in which victims are viewed in international justice processes. It does this by increasing their influence through collective action, and by providing resources to support victim groups to pursue their vision of obtaining a form of justice that is meaningful for them.

Members of VAI have access to the VAI Secretariat- a resource hub where victim groups can request support to understand how they can interact with judicial mechanisms; access resources on how to develop their own movement; and connect with other victim groups around the globe to build solidarity.

VAI works with both established victim groups but also works with marginalised members of victim communities to create their own groups and develop their own vision for justice.

II. Description of the position

The role “Finance, Human Resources and Administrative Manager” is an all-rounder position that asks the successful candidate to demonstrate leadership and take pride in ensuring VAI’s internal systems are run according to the highest standard. VAI is a new and expanding organisation so we are looking team members interested in being a part of our expansion. The Finance, Human Resource and Administrative Manager is an integral member of the VAI team as the key support person for the organisation across our Africa, Europe, and Asia programming. We are looking for a team player with strong people skills and passion for their work.

III. Work Arrangements

The role is full-time however flexible work arrangements will be considered for qualified candidates. Preference will be given to experienced candidates that are eligible to work in Kenya.

IV. Key responsibilities and results expected

Financial

• Updating and amending the VAI Finance Manual, processes and procedures
• Manages VAI financial records for both Asia and Africa programming, including inputting monthly expenses, collecting receipts, managing advance and its reconciliation and all financial documentation and formulating reports indicating monthly balances and as per the client reporting structure;
• Periodic reporting on the financial position of VAI for both Asia and Africa programming including income statements, statements of financial position, cash flow statement, bank reconciliation statement, budget reports.
• Oversee and co-ordinate purchasing procedures including purchase requisition and procurement for both Asia and Africa programming.
• Ensure proper controls are in place to safeguard the assets of VAI including maintaining the fixed assets register;
• Manage the monthly payroll system, consultant and expense reimbursements or payments for Asia and Africa programming;
• Organises and manages financial records and backup documentation for internal and external audits and provides support to external auditors both Asia and Africa programming;
• Ensure to generate final financial statement report to be compliant with the accounting law in the Netherland and the International Standards of Auditing (ISA). File the financial report with the respective Netherlands Government Department for compliance.
• Manages partners’ fund request management including overseeing project budgets and documentation required for grant applications;
• Donor follow up regarding performance reports.
• Work with project managers to prepare the budget for the new fundings or grant applications.

Administrative

• Prepare for weekly team meeting, take minutes and prepare reports;
• Manage Board Meetings including documents, scheduling, meeting minutes; follow up documents;
• Scheduling and travel arrangements for team members;
• Manages organisation SharePoint cloud to ensure smooth operation, easy access and information sharing;
• Manages relationship with external vendors and organisational service providers;
• Check Info mailbox and re-direct the email to the concerned experts or team members. Revert the important email with the acknowledgement and later with the response from the team members. Key an eye out for critical emails like funding application request, volunteers applications and others.
• Administrative tasks as requested by VAI team.

Human Resources

• Prepares contracts and other human resources tasks as required for both Asia and Africa programming;
• In collaboration with the Executive Director, updates and amends VAI Human Resources Manual
• Implements organisation human resources policy across Asia and Africa programming including information management and employee feedback and review;
• Collects, electronically file human resources files, travel requests, advance requests, and insurance documentation, and send to relevant management staff where necessary.

V. Skills and qualifications required

• Bachelor’s degree or equivalent in finance and/or accounting;
• Minimum 7 years’ experience in accountancy, bookkeeping, accounting, and auditing clerks
• Minimum 5 years experience maintaining accounts, grants and financial reporting for an international NGO;
• Experience managing Microsoft SharePoint, advanced Excel skills and familiarity with Quick Books accounting software;
• Sound knowledge of administrative standards and procedures;
• Ability to follow and, where necessary, develop and amend organisation financial policies.
• Ability to work independently and demonstrate leadership;
• A sharp eye for detail and strong personal organisational skills;
• Strong capacity to work independently and cooperate well with an international team;
• High level of English language skills.

VI. Reporting lines and duration of contract

Reports Executive Director

12 months with an option to extend, subject to a 3-month trial period.