Job Information FINANCE AND HR MANAGER NGO Information Job Information
Contract Duration
Governorate Nineveh
Job Shift
Nationality National
Working Hours Full Time
Posted 2020-05-21
Requirements
Minimum Education Bachelor Degree
Degree Title Bachelor/Master in Financial/Accounting
Minimum Experience 1 Year
Required Travel
Job Status
No Of Jobs 1
Published Date 2020-05-21
Deadline Date 2020-06-04
Location
[Mosul,Iraq ]
Description

 

General information

 

The organisation

 

Première Urgence Internationale is a non-governmental, non-profit, non-political and non-religious international aid organisation. Our teams are committed to supporting civilian victims of marginalisation and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. Première Urgence Internationale relies on 30 years of field experience in 50 countries in crisis, as well as on the complementarity of its medical and non-medical expertise, to adapt its programs to each context and to the real needs of the most vulnerable populations.


The association leads in average 180 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. Première Urgence Internationale is providing assistance to around 4 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe, Caucasus and France.

 

 

 

Job Description

 

Overall objective

 

The Mosul Administrative Manager is responsible for the management of Mosul administration department under the direct supervision of the North Field Coordinator and with the technical support of the Administrative (Finance and HR) Coordinator. S/he is responsible for the proper functioning of the administrative services of both bases, in compliance with the procedures of PUI and PUI’s donors. S/he contributes to the sound financial management, accounting/budgeting and Human Resources management in the base

 

Tasks and responsibilities

 

  •    Human Resources: S/he supervises the on-site activities related to human resource management and implement the relevant procedures.
  •   Administrative and financial support: S/he oversees administrative and financial functions at the site, and ensures compliance with relevant procedures, with substantive support from the mission’s Administrative (HR and Finance) Coordinator.

 

Specific objectives and linked activities

 

1.          ENSURE HUMAN RESOURCES MANAGEMENT OF THE BASE

  •   S/he works in collaboration with the HR coordinator to set up Human resources (HR) procedures and management tools in compliance with the labour regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in Mosul.
  •    S/he implements HR rules, procedures and tools in Mosul base: new HR regulations, local staff contracts, and procedures of recruitment, payroll operations and implementation of appropriate working conditions, HR records electronic and physical records.
  •   S/he ensures the administrative management of national staff, in particular, payroll operations, monitoring absences/leaves, creating, updating and archiving personnel files.
  •   S/he assumes or delegates responsibility for the induction and integration of any new employees at the site, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood and the induction form signed by the staff after receiving the induction
  •    S/he suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organisation.
  •   S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
  •  S/he ensures the organisation of recruitment (provisional planning, advertisement, applications, and interviews) for all departments after obtaining the properly validated Recruitment Request Form
  •    S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
  •    S/her establishes and keeps the recruitment follow up tool updated and circulates internally to the heads of departments on regular monthly basis
  •   S/he ensures compliance with PUI’s internal rules of procedure at the site.
  •   S/he ensures that all national staff are subject to a written evaluation at least once per year with a preferably mid-term performance review in between.
  •   S/he coordinates with the managers to identify and compile training needs at the beginning of each calendar year, updates as per the performance appraisals and facilitates any training programmes for the national staff (administrative aspects, logistical regarding procedures) according to the needs. S/he keeps the training tracker/database updated accordingly.
  •  S/he handles the management of interpersonal conflicts that arise on his/her site informing and keeping the Field Coordinator updated, and refers the matter to the field coordinator, in the event that s/he is not able to resolve dispute.
  •    S/he ensures a follow up of employees careers for the national staff, in collaboration with the managers and Field Coordinator
  •   S/he is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behaviour consistent with the values upheld by the organization, and with full respect for the local culture
  •  S/he is responsible of archiving the HR files at the base level and their regular transmission at the coordination

 

 

2.          ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE

  •    S/he works in collaboration with the Finance Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements in Mosul.
  •    S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in Mosul: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.
  •    S/he contributes in cost optimisation; and uses budget tracking to achieve this; s/he ensures adequate financial resources for the running of the site.
  •   As regards with budgetary monitoring, s/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the field coordinator and to the Finance Coordinator.
  •   S/he ensures that accounting entries are completed in compliance with internal rules, and communicated to the Finance Coordinator according to the agreed calendar, after endorsement by the field coordinator.
  •    Together with the Finance Coordinator and the field coordinator, s/he tracks the cash flow for his/her site, and oversees disbursements.
  •    Together with the Finance Coordinator and the field coordinator, s/he ensures that a system of internal oversight is in place at the site. S/he ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
  •   S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts (if applicable) are absolutely and permanently backed up by appropriate accounting documents.
  •    S/he organises and provides training to the administrative national staff in Mosul on these tools and procedures
  •    S/he makes sure that these tools and procedures are understood and applied by the national staff.
  •  S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
  •   S/he ensures regular bank assessments are conducted and the right banks are identified for bank transfers, strong relation is established and maintained
  •    S/he provides a technical support to Mosul regarding financial tools.
  •   S/he organises the preparation of audits at base level, under supervision of the Finance Coordinator.
  •    S/he contributes to the preparation of proposals and drafts the budgets for the base.
  •   S/he is responsible of archiving of accounting documents at the base level and their regular transmission at the coordination

 

3.          ENSURE REPORTING AND DISSEMINATION OF INFORMATION

  •   S/he ensures efficient flow of information to his/her line manager, technical supervisors as well as field teams
  •   S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his/her field of action in financial, budgetary, accounting and HR management of the mission.
  •    S/he supports the heads of departments and/or base manager(s) in the performance of their administrative activities, in a functional, not hierarchical, relationship (if applicable).
  •    S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (accountancy/ returns on budgetary monitoring / cash flow estimates).
  •   S/he attends internal base meetings, and participates actively providing key updates.
  •   If necessary, s/he represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.

 

4.          ENSURE THE MANAGEMENT OF THE ADMINISRATIVE DEPARTMENT

  •    S/he ensures the direct supervision and management of his/her team and indirect supervision of the cook and cleaners.
  •    S/he ensures the setting of objectives for the administrative department staff and tracks their realization, and leads the mid-term and final staff appraisal.
  •    S/he prepares the job profiles of local staff under his/her immediate supervision.

 

Focus on 3 priority activities related to the context of the mission

  •   Follow-up of the FFUs/Budget review and appropriation of all budget holders
  •    Strengthening the integration and the sense of belonging of the staff as well as the spread of HR procedures and internal guidelines
  •   Ensure provision of continous capacity building and on the job/training to the admin department staff on their tasks and new responsibilities

Team Management

  • Number of staff to manage and their position (expatriate / national staff)
  •    Direct management: 3 Team members (1 admin Officer, 1 Finance assistant and 1 HR assistant)
  •    Indirect management: 3 Team members (1 cook and 2 cleaners

This position is managed by:

  •   Line management: North Field coordinator
  •   Additional Functional Management: Administrative Coordinator

 

Qualifications & Preferred Skills

Required Profile

Required knowledge and skills

 

required

desirable

training

  •  Bachelor/Master in Financial/accounting management or related field

 

  • Project management
  • Human resources management

professional experience

  •  Humanitarian
  •   Technical
  •    Min. 1 year in a similar position with an INGO
  •   Experience in team management

 

 

 

knowledge and skills

 

  •  Team management
  •  Administrative and management skills
  •  Staff Training/Capacity Building Skills
  •  Remote Management Skills

 

  •  Knowledge of PUI procedures
  •  Knowledge of institutional donors’ procedures (UE, OFDA, ECHO, AAP, UN agencies …)
  •  Prior knowledge of the country/region an asset.
  •  Knowledge of Project Management methodology and cycle

languages

  •  Excellent command in speaking and writing in English and in Arabic

 

 

software

  •   Pack Office
  •    Other (to be specified)

 

  •  Microsoft Office Pack (Excel proficiency is compulsory)

 

 

 

  •  SAGA

 

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

  •   A strong commitment to humanitarian principles and the will to make sure beneficiaries’ needs are covered as best as the resources available allow.
  •   Capacity to delegate and to supervise the work of a multidisciplinary team;
  •   Strong commitment and skills to support/develop capacity of national staff and developing second layer of leadership;
  •   Proactive approach to making proposals, problem solving and identifying solutions
  •   Proven management ability and inter-personal skills, ability to work professionally and maturely – team player;
  •   Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;
  •   Proven capacity for analysing and synthesizing comprehensive information and data;
  •   Ability to guarantee effective and timely outputs; remote management skills
  •   Self-motivated, flexible and adaptable to the needs of the team and organization;
  •   General ability to resist stress;
  •   Strong organization and rigor skills and ability to manage priorities.
How To Apply

To apply for this position, please visit the link below:

https://goo.gl/forms/XFAAHEBeOLopEXN62

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