Regional Finance Controller & HR Coordinator

Duration: 12 months minimum

Position base: Nairobi

Start date: 20th June 2014

Goal/purpose:

The Regional Finance Controller & HR Coordinator will direct and coordinate all Human Resources, accounting, financial services and audit procedures associated with the mission.

He/she will take part in defining SOLIDARITES INTERNATIONAL (SI) human resources policy, and ensure that it is followed.

As coordinator, he/she is responsible for the mission’s financial balance and for the financial internal control.

He/she will monitor adherence to SOLIDARITES INTERNATIONAL accounting/financial/administrative procedures and donor procedures as well as to the laws of the country in which intervention is taking place.

He/she is the point of reference for the mission, and the link between headquarters and the mission for all financial and HR matters.

Specific objectives of the position:

 Ensure the smooth running of the finance/HR department through the good implementation and use finance/HR tools with the team.

 Support in trainings the future log/admin manager in North Horr;

 Provide support to admin managers team through workshop;

 Implement the training policies that have been written/ the grievances policies/ the external HR survey for salary grid benchmark.

Finance/ HR contexts:

The current Coordinator worked on empowering capacities of the finance management team. She trained and spread knowledge among field team and coordination team. She also worked on reinforcing the team at coordination level by recruiting a finance manager.

The coordination is based in Nairobi and manages two different missions: Kenya and Somalia. Somalia mission is a specific context as operations are managed in remote. Due to extreme risks of kidnapping of expatriates, access is restricted to Kenyan-Somalis and Somali staff.

One of the tasks of the Coordinator will be to support the new Log/Admin manager. Regular field visits are highly required.

ORG CHART POSITION (reporting and functional relationships)

Line manager: Country Director

Line report(s) on base: immediate assistants

Functional manager: Desk finance officer, headquarters HR and Financial director, HQ internal control Director

Functional report(s): the entire mission (excluding HoM) for finance/HR/administrative matters

Context of the position:

SOLIDARITES INTERNATIONAL work in the country:

The Kenya/ Somalia mission does not follow a classic set up. There are two different missions followed by the same coordination team. Kenya and Somalia contexts are different: even though security can be volatile in some part of Kenya, access is still possible whereas it is restricted in Somalia.

Kenya

In Kenya, SI is implementing a water facility project funded by EuropeAid until May 2014. SI is currently developing a resilience/DRR project until March 2016 funded by DFID. Both projects are implemented in Marsabit County in a semi-arid and pastoralist context.

SI is currently seeking to pursue a DRR project in Mandera County (in remote management due to high level of insecurity).

Somalia

SI has been implementing projects in Southern Somalia since 2007. SI’s programme in Somalia focuses on resilience building and emergency response in the sectors of WASH, food security and livelihoods.

SI is present in Galgaduud, Gedo and Lower Juba regions. Due to insecurity, Somalia is not accessible for expatriates and all the programmes are managed through a remote management set-up.

Organization of the mission:

The Kenya/Somalia mission opened in March 2007 and currently includes the following intervention areas:

Kenya:

 Marsabit programme (arid lands/pastoral context)

 Mandera programme (arid lands/pastoral context- insecure area: suspended due to funding issues)

Somalia:

 Gedo programme (arid lands/riverine/pastoral context- conflict zone)

 Lower Juba programme (arid lands/pastoral context- conflict zone: currently suspended due to funding issues)

 Galgaduud programme (arid lands/pastoral context- conflict zone)

Number of Expatriates: 7

Number of National staff: 136

Funding/Donor Partners:

- Somalia: ECHO, OFDA, French Cooperation, UNICEF, UN-CHF

- Kenya: EuropeAid, DFID

Specific context of the area in which the Coordinator will be working:

Main working location: Nairobi with travel to field sites in Kenya and in Somalia (field bases or safe meeting places). Nairobi is relatively safe, although precautions must be taken, especially at night time. Main risks are from vehicle accidents, mugging, and hijackings. The threat of acts of terrorism is currently high.

Current field visit locations and their security context: The Coordinator is expected to undertake at least 1 visit outside Nairobi every 4 weeks, with a usual duration of 3-4 days.

 Marsabit: Security risks in Marsabit are generally low, but the risk from vehicles accident is higher than in Nairobi. There is also a moderate risk of banditry on some routes in Marsabit. Clashes between Kenyan tribes have recently occurred but have not affected our areas of intervention.

 Mandera town and Takaba town support bases located in Mandera County (Kenya): High risk of abduction compared to the rest of Kenya. In case of a field trip in the area, strict procedures are followed and security clearance must be provided before planning a field trip.

 Dadaab (Kenya) support base (supporting Lower Juba programme): High risk of abduction compared to the rest of Kenya, but SI’s office/accommodation is located in the main UNHCR compound, which is considered very secure. Security clearance must be given in order to access the area.

 Meeting points inside Somalia: Ad hoc visits to conduct workshop and training for the Somalia based team could be conducted in secured locations. Assessments will be soon implemented. The admin coordinator is expected to go to these meeting points.

List of main tasks:

Analysis of the socio-economic context

 Identify administrative partners

 Follow the development of exchange rates, prices and salary levels

Financial, accounting and budgetary management

 Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle

 Supervise the consolidation of the mission’s monthly closing accounts (SAGA)

 Consolidate and check the Allocation boards

 Prepare, monitor and revise the mission’s financial programming

 Supervise the preparation and monitor the yearly audit for the NGO Board

 Complete the consolidation of monthly budget follow up and ensure that the mission remains financially stable

 Connect budgetary consumption with activity progress. Propose changes if necessary

 Monitor the mission’s operating costs

 Train the mission’s senior staff in how to use the budget follow up tools and to Excel software

 Prepare and consolidate the financial sections of proposals

 Integrate the new donor contracts into the financial management of a mission’s projects, adhering to SI procedures

 Be the focal point for donors’ financial/HR matters

 Co-lead monthly meeting on project follow-up with coordination and program team

Internal control – Audits

 Supervise the preparation on audits or inspections done on the mission

 Ensure the link and be the focal point for HQ internal control department

 Conduct regularly audits at field level

Cash management

 Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies

 Ensure that the cash box and safe are well kept and that funds are secure in all the bases

 Compile and monitor cash flow forecasts and forward them to headquarters

 Be the regional focal point for cash flow (South Sudan)

HR management of expatriates and nationals

 Participate in welcoming and administrative briefing of expatriate and national personnel

 Supervise that recruitment and hiring procedures are respected: verify mission recruitment needs, post profiles and contracts

 Supervise the archiving, handling and security of SI personnel files

 Inform the coordination teamsregarding the methodology, objective and purpose of performance reviews and ensure that they are set up

 Drive the implementation and improvement of SI training policy and monitor staff development (career plan)

 Ensure that disciplinary procedures are respected and confirm eventual sanctions

 Supervise that salaries get confirm before payment

 Ensure that statements and payments are issued to the relevant organizations

 In conjunction with headquarters and HoM, take part in defining SI salary and social policies and ensure they are implemented. Evaluate risks linked to changes in compensation and social policies

 Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts

 Conduct meetings and communication with personnel

 Ensure the update of the mission organization chart

 Update the rules of procedure and the HR manual to follow the developing legal framework or any changes in the understanding of this framework

 Participate in abuse and risk prevention

 Ensure that any litigation is administratively monitored and represent SI before administrative and legal authorities if required

 Supervise the administrative management of expatriate human resources

Team management

 Work with HR manager to define HR/Finance personnel needs for the mission and recruit according to allocated resources and to Solidarités International’s operational strategy

 Coordinate, plan and supervise the activities of the HR/Finance team

 Train and appraise the HR/Finance team

 Lead HR/Finance team meetings

Administrative management of the mission

 Negotiate and draw up partnership contracts with local partners and ensure that they are followed and respected

 Supervise paper and digital filing, as well as ensuring the security of administrative documents

 Supervise the quarterly mailing of administrative archives to headquarters after internal inspection

 Select and contract a lawyer who will examine legal issues and limit any legal risks

Reporting/communication

 Ensure regular financial, HR and administrative reporting to headquarters, on a schedule defined in the administrative calendar

 Consolidate and publish financial reports, following financial donors ‘procedures

 Establish and maintain relationships with the administrative authorities at a national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentation

 Organize and run information and coordination meetings

 Ensure that Solidarités International’s in-country registration is followed up

 Take part in meetings relating to financial aspects, represent Solidarités International when asked/delegated to do so

 Act as a link between headquarters and the field for all matters relating to finance/HR

Profile

Education:

Bachelor degree in finance, accounting, administration, or related field

Experience:

 2 to 5 years of experience within an International NGO;

 Minimum of 2 years of experience in a similar position, at coordination level in an international context;

 Minimum of 2 years of experience in managing institutional donors contracts and budgets (budget construction rules, reporting , administrative/financial negotiations, etc.) especially the French cooperation (CIAA, CDC), the UN agencies (UNICEF, UNHCR, CHF) and the European Commission’s institutions (ECHO and EuropeAid);

 Experience in managing audits and internal control;

 Experience in team management, trainings, and planning;

 Previous experience of remote management context is an advantage.

Technical skills and knowledge:

 Good knowledge of financial guidelines of the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);

 Good knowledge of financial and HR reporting to the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);

 Good knowledge of SAGA and Homere;

 Good knowledge of Excel (PTT, formulas, etc.);

 Good interpersonal skills when dealing with auditor firms

Languages:

 Fluent in English (written, spoken, read). French is an asset.

Other desirable qualities:

 Rigorous;

 Calm and diplomatic;

 Capacity to propose new ideas and put them into action;

 Good communication and training skills;

 Ability to connect with other stakeholders and team members;

 Strong capacity to work independently and with initiative;

 Ability to manage heavy workload, delegate tasks/responsibilities and to constantly reassess priorities;

 Ability to work in a multicultural team;

 Ability to meet deadlines.

How to apply:

Please apply online to the following link: https://emea3.recruitmentplatform.com/syndicated/private/syd_apply.cfm?ID=PULFK026203F3VBQB6G8N8NX4&nPostingTargetID=14620

Incase of any difficulties during application, you may send a cover letter and CV to jobapplication@solidarites-kenya-som.org. Please indicate the job title and location in the email subject line. Deadline for applications: 31st May 2014. Please note that only shortlisted applicants will be contacted for interview.

SOLIDARITÉS INTERNATIONAL is an equal opportunity employer