PROCESSES AND RESOURCES FIN/HR MANAGER (PORTFOLIO LATIN AMERICA & NIGERIA – BASED IN BOGOTÁ)

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around five operational directorates supported by MSF’s 21 sections, 24 associations and other offices together worldwide. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens and decentralised in Nairobi, Dakar, Amman and the most recent one, Bogotá. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations.

GENERAL OBJECTIVE AND JOB ENVIRONMENT

The Process and Resource Manager is an Operations Department partner who contributes to achieve the operational challenges in cell 4 portfolio from the HR function analysing and proposing actions to guarantee that the field teams have the right people in the right structures performing well towards clear objectives and under the frame of MSF policies and principles.

The Process and Resource Manager will be in charge of following up and giving technical support to finance related issues and management within the projects run by his/her corresponding Operational Cell (OC). S/he will be responsible for applying and promoting the policies and regulations established by the Finance Department of OCBA and for guaranteeing the quality of the programs. He/she will also have to ensure that the MSF humanitarian principles and finance ethics throughout all implementing stages within the projects are respected.

S/he is part of the Operational Cell4 (OC) and the Operational Department, contributing to its objectives under the direction of Operations Manager for Cell4. S/he is hierarchically accountable to the Head of Operational Cell4 (RECO) and functionally to the Head of the Human Resources Management Unit and to the Head of the Operational Finance management Unit.

MAIN RESPONSABILITIES AND TASKS

IN THE AREA OF FINANCE:

Assure the Principles of the Financial Policy of OCBA and its financial operational strategy plan.

• To ensure respect for the Organization’s principles and financial policy guidelines.
• To support the team in the field when defining project proposals together with the other OC members (proposals, which will be finally validated by the Project Committee made up of the heads of the different services and departments).
• To justify the financial strategy of the projects in the Committee.
• Supervises and consolidates the field budgets of as well as the annual planning budget.
• Prepares the financing plan of the projects, together with the field team, the operational cell and the responsible of the FINOP service.

Follow up the Projects

• To create the communication channels with the Fincos (Financial Coordinator) in the field and / or the rest of the team within the Financial Department of OCBA, thus ensuring its correct functioning in coordination with the person in charge of the Operational Cell and his team.
• To provide the feedback, within a previously established timeframe, on financial issues to the teams in the field (backed up, if needed, by the rest of the team within the FINOP Service), with the agreement of the corresponding responsible of the Operational Cell (so as to guarantee a coherent message shared with all the members of his/her corresponding OC).
• To provide within the OC Financial Analysis.
• Makes periodical follow-up visits to the countries of his cell.
• Carries out the administrative duties related to his job position.

Ensure the Quality of the financial standards

• Supervises the budgetary follow-up and forecast (BFUF) of the project and controls its authorized limits.
• Coordinates the corresponding budgetary reviews and the budget forecast.
• Controls the levels of treasury on the field.
• Coordinates the preparation process of proposals and reports to the fund providers, ensuring the defined quality level.
• Carries out the follow-up of financing contracts (implementation levels, reporting schedules…).
• Carries out internal audits of the projects he/she is in charge of (from headquarters “in situ”/in the field).
• Collaborates in the annual accounting close-up.

Ensure Technical Training

• He/she will be responsible for coaching the Fincos in the field.
• He/she will ensure that the Fincos and Administrators receive technical training and basic methodology by means of PPD, briefings, debriefings, specific sessions, Fincos’ weeks, and information sessions.

IN THE AREA OF HUMAN RESOURCES:

• S/he is operations partner who contributes to achieve the operational challenges in cell 4 portfolio from the HR function analysing and proposing actions to guarantee that the field teams have the right people in the right structures performing well towards clear objectives and under the frame of MSF policies and principles.
• S/he is the reference person for the Human Resources function in the Operational Cell and is the functional referent of the HRCo (HR Coordinator) in the field to whom s/he provides support and challenges to find field adapted solutions combining a good balance between immediate and long-term needs.
• S/he will disseminate and pursue the implementation of the policies and standards defined by the HR Department in the field promoting the use of HR kit and other specific tools and guidelines.
• S/he monitors the global performance of MSF teams and promotes actions like revision of set-up or individual plans with the HRCo when needed.
• S/he ensures the alignment of the HR Dept. policies and standards with those of other departments represented in Cell, and that result is appropriate with the context of the mission.
• S/he ensures the quality of the programs as well as the respect for legal obligations and MSF humanitarian principles in the missions managed by the cell, through technical supervision, follow-up, and advice.
• S/he feeds the HR department with information that can lead to transversal initiatives or evolution of the current ones.

In particular the role consists of:

• Providing strategic and technical support to field teams in all phases of the project cycle for regular, exploratory, and emergency missions.
• Checking the coherence of the field HR strategy of the projects within portfolio, ensuring it aligned with both Operations and HR Dept’s objectives, providing HR advice when drafting the annual planning of the projects.
• Supervising and giving support in the implementation of HR policies and plans, ensuring that the Organisation’s HR principles, guidelines, and policies are implemented.
• Ensuring compliance of the labour obligation with the local labour legislation, making sure MSF is a Responsible Employer.
• Ensure appropriate monitoring and management of HR in the field.
• Transmitting missions’ HR requirements to the HR Department, making sure they are pertinent, and coherent with local capacity in the field, to ensure appropriate procurement of resources, by Recruitment and Pool Management Unit, to missions.
• Follow up key field staff (departure and return, integration to the missions and projects, identification of potentials, follow-up and evaluation, development, potential expatriation of national staff, etc.) together with the HRCO.
• Together with the MCT and other cell members promoting, and leading initiatives oriented to improve the Team Performance in the field. This might include the follow-up of individual development plans for key staff.
• Monitoring, supervising and promoting initiatives towards good people management in the mission of the whole portfolio.
• Following up Behaviour Issues and support conflict resolution.
• Participating as a member in the critical incident team when required.
• Following up the HR management in the projects through field visits and technical reports.
• Following up the projects and giving support to the HR field team ensuring timely and accurate HR reporting.
• Monitoring, guiding and supporting the HRCo in the implementation of HR work plans at mission level.
• Participating in Human Resources processes and training, collaborating with the rest of the Cell and HR (defining Job Profiles, field positions assignment, HRCOs development, Briefing/Debriefing, courses/information sessions, etc.).
• Participating as facilitator to different courses related to the HR function depending on the needs.

SELECTION CRITERIA

• Degree from University or Higher Institute in Business Administration, Human Resources or similar is mandatory.
• Minimum two years of field experience with MSF or other NGOs within the humanitarian field in coordination positions, ideally as HR Coordinator (main) or Finances Coordinator (second).
• Postgraduate courses in HR management will be an asset.
• Consolidated experience in HR management is requested.
• A person with an international experience and a clear operational focus.
• Coaching skills.
• Expertise in the use of basic HR management tools (job profiles, evaluations…).
• Fluent in English and Spanish, French would be an asset.
• Advanced knowledge of Windows setting as a user (mainly Word and Excel).
• Availability to travel frequently and on short notice.
• Flexibility with working hours.

CONDITIONS

• Position based in Bogotá, Colombia.
• Full-time job.
• International travel: around 25%.
• Minimum commitment with the position of 3 years.
• Salary conditions and Secondary Benefits will be subject to MSF-OCBA Rewards Policy in Colombia.
• Starting date: ASAP.