Head of Finance and Administration

Help – Hilfe zur Selbsthilfe e.V. is a non-profit, independent organization, which was founded on the occasion of the war in Afghanistan in 1981 and is now active worldwide. With an annual project volume of 25-30 million Euro, Help provides rapid assistance in the event of disasters and sustainable reconstruction for and with people in need, especially in Africa, Asia and Europe. As a globally operating humanitarian aid organization, Help receives funding and the highest recognition from national and international donors and is committed to the national and international standards of humanitarian aid as well as the transparent use of funds and impact monitoring.

Scope of position: Full-time (39h/week)

Place of work: Bamako, Mali

Contract duration: Initially limited to 12 months extendable

Reporting to: Country Director

To strengthen our team, we are looking for a

Head of Finance and Administration

at the earliest possible date.

Would you like to take on a responsible task with sense?

Then support us in the following areas:

1. Financial Management & Coordination

• Assist the CD with the proper implementation of HELP’s finance field systems to ensure that timely and accurate financial reporting is sent to the HQ as required as well as to oversee adequate cash flow and regular follow up on budget planning and expenditures.
• Oversee and ensure that accounting systems are maintained to provide the information required for planning, monitoring and reporting for program operations, for safeguarding assets, discharging liabilities and legal responsibilities.
• Ensure that the policies and procedures of Help-Hilfe zur Selbsthilfe Finance Manual and WINPACCS accounting software are understood and fully adhered to.
• Supervise timely preparation of all mandatory monthly/quarterly and yearly accounts including the monthly finance and management reports for the CD/SMT of the country program in South Sudan and HQ office in Bonn.
• In collaboration with the CD and HQ PC, be the lead for ensuring the financial, HR and Administration integrity of program.
• With support from Senior Account, lead in accounting for all grants and in accordance with the grant agreement(s).
• Ensure good quality finance and administration systems (as per the standard HELP guidelines) are set up and functioning in program level.
• Communicate with different departments to oversee that program departments, including logistics, submit monthly budget forecasts and, on the basis of these, prepare monthly planned expenditures through Funds Request, to be sent electronically to HQ.
• On the basis of in-country cash available and planned expenditure, and in consultations with CD; timely send approved regular Fund Requests to HQ.
• With support by Finance/Admin Officer, prepare monthly/quarterly paper and electronic (via WINPACCS) reports on expenditures against the project budget(s) and timely send these together with copies of all hardcopy receipts and other expenditure-related paperwork to HQ.
• Prepare various monthly payrolls with the Finance/Admin, verified by CD and send electronic as well as paper versions to HQ.
• Assist and provide on-going inductions to all relevant staff on the Financial Procedures and ensure that all members of the HELP country team are trained and respect the Finance, Administration and HR guidelines.
• Oversee in-country payments of all national team members and suppliers/vendors.
• Oversee in-country allowances and personal payments to international team members as well as reimbursement of approved expenses.
• Maintain all HELP bank accounts in-country and set-up new accounts according to program needs.
• Ensure legible monthly bank statements are obtained and submitted with monthly/quarterly financial documentation for audit.

1. Administration

• Oversee with the CD that standard Help administrative procedures and policies are adhered to and used for regular administrative matters including provision of legal documents as requested by relevant official authorities.
• Follow up on all rental agreements including the HELP house(s), office(s), and vehicles, etc. to ensure timely renewal of such agreements when necessary.
• Together with CD, jointly follow-up on HELP’s renewal of registration in country with the Ministry of Foreign Affairs and RRC.
• Help the CD to ensure compliance with all local government taxation and labor regulations concerning employment contracts.
• Assist the management and team with any other administrative tasks as required.
• Supervise the relation between Help-Hilfe Zur Selbsthilfe Mali and legal adviser

4. Human Resources

• Directly oversee the implementation of policies and best practices in the newly launched national HR staff handbook.
• In collaboration with the CD, responsible for all administrative aspects of the staff HR management systems. Ensuring systems are implemented properly (in line with country labor laws) to ensure transparent recruitment procedures, set up of internal rules and regulations, performance reviews, complaints systems, salary scale, local payroll.
• Implement (as needed) local staff policy in line with national labor law.
• Coordinate actions related to the administration of human resources activities ensuring consistency in the application of HELP’s rules and procedures in reference to national/local labor law.
• In collaboration with SMT, review and amend the Internal Rules & Regulations for HELP’s national staff in accordance with national labor law.
• In collaboration with the CD, ensure that standard salary scale and per diem polices are in place and timely updated, upon validation from HQ.
• In collaboration with the CD, ensure that national staff adhere to HELP’s contractual obligations, policies and given internal rules.
• The above includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews etc.
• In collaboration with the CD, ensure the effective planning and implementation of national staff performance reviews in a timely manner in coordination with respective line-managers.
• In collaboration with the CD, ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility and direct line-management.

5. Program Support

• 20% time of travel to all sites within program to monitor compliance with policies and procedures, review operational support related tasks and work closely with field staff to enhance the operations aspect of program.
• With consultations with the Country Director, may provide direct HR/finance/Admin support during field missions in areas considered with gaps.

6. Communication

Internal:

• Maintain regular communication, collaboration/support with the Technical and Field Coordinators to enhance project delivery.
• When need be, initiate specific team meetings as well as operational support meetings for clarity and planning.
• As requested, work with HELP’s PC at HQ to share best practice across the organization.
• Possibility of conducting short administrative/finance trainings in multiple field-sites.
• Take part in report on the overall accomplishments, challenges and general analysis of the ongoing activities and set indicators in relation to the program achievement.

External:

• Support the SMT/technical coordinators in assessment missions when required.
• Assist the SMT with Finance/Admin related information for external reports and/or donor proposals and in the creation of viable new proposals and budgets for future grants.
• Represent HELP at State/National level meetings with the key stakeholders to help inform and support a coordinated approach to WASH/NUT responses in in the country.
• Participate in transparent exchange of relevant data, context reports etc. with relevant stakeholders.

Convince us by:

• A university degree in a finance related field and Professional accreditation such as ACCA, CMA, CPA or equivalent is preferred
• At least 5 years’ experience in a similar level/position as an expat mainly focusing on Financial Management with INGO/UN Agency or relevant private entity
• Significant working experience at management level in humanitarian assistance or development-oriented programs within an international environment, preferably West Africa and surrounding Region.
• Knowledge of the donor reporting requirements, such as German Foreign Office, UNICEF, UNWFP, UNHCR, ECHO, USAID, or other institutional funding agencies.
• Strong leadership, conceptual & analytical skills combined demonstrated organizational, management and supervisory skills.
• Team-oriented, flexible and excellent communication skills.
• Advanced computer skills, especially Excel and accounting programs (preferably WINPACCS/ or SAGE)
• Training, Coaching and mentoring skills.
• Able to work in unstable, rapidly changing and insecure environment with basic living conditions.
• Experience and knowledge of South Sudan context gained from international organizations would be an added advantage.

Language Skills

French: advanced verbal and written is essential

English: advanced verbal and written is essential

We offer:

• a demanding and meaningful activity with responsibility and creative scope;
• an international working environment characterized by a high level of commitment and team spirit;
• flat hierarchies and flexible working hours;
• performance-related, attractive remuneration;
• 30 days of annual leave.