Regional Finance Controller & HR Coordinator

Solidarités International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programs followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programs are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti.

In Kenya and Somalia, Solidarités international is implementing a WASH and Food Security/Livelihood  assistance program to support populations in south central Somalia and north Kenya), , and drought and conflict affected population in central and south Somalia. The projects are managed from the field offices with the support of the coordination office in Nairobi.

We are seeking internationally qualified persons to fill the following position:
Regional Finance Controller & HR Coordinator (1 position)

Position Objective
The Finance & HR coordinator will direct and coordinate all administrative, Human Resources, accounting and financial services associated with the mission. He/she will take part in defining Solidarités International’s 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 Solidarités administrative/accounting/financial 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 matters.

Location:Nairobi (for Kenya and Somalia) and on request Juba (South Sudan) and DRC
Start date: 1st July 2013
Duration: 12 months

Hierarchy
Report to: Head of Mission
Technical links with: Field Teams and Head Quarters
Supervisor to: Administrative/HR and Financial staff in Nairobi base

Key responsibilities:
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
 Consolidate the mission’s monthly closing accounts (SAGA)
 Verify the accounts before they are sent to headquarters
 Consolidate and check the Allocation boards
 Prepare, monitor and revise the mission’s financial programming
 Prepare, 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 Solidarités procedures
 Be the focal point for donors’ financial/HR matters


Internal control – Audits
 Prepare and lead all potential audits or inspections
 Ensure the link and be the focal point for HQ internal control department
 Develop internal control tools to ensure that the money is spent accordingly to SI and donors’ standard and that there is no embezzlement
 Conduct regularly audits at the 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 coffers are well kept and that funds are secure at all bases
 Compile and monitor cash flow forecasts and forward them to headquarters
 Be the regional focal point for cash flow

HR management of expatriates and nationals
 Participate in welcoming and administrative briefing of expatriate personnel
 Ensure that recruitment and hiring procedures are respected: verify mission recruitment needs, post profiles and contracts
 Supervise the archiving, handling and security of Solidarités International personnel files
 Inform the members of the various coordination teams regarding the methodology, objective and purpose of performance reviews and ensure that they are set up
 Drive the implementation and improvement of Solidarités International’s training policy and monitor staff development
 Ensure that disciplinary procedures are respected and confirm eventual sanctions
 Confirm salaries before payment
 Ensure that statements and payments are issued to the relevant organizations
 In conjunction with headquarters and HoM, take part in defining Solidarités International salary and social policies and ensure they are implemented. Evaluate risks linked to changes in compensation and social olicies
 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
 Consolidate and update 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 Solidarités International before administrative and legal authorities if required
 Supervise the administrative management of expatriate human resources

Team management
 Work with HR officers 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:
 Master in Finance & Accounting, HR, and project management.

Experience
 2 to 5 years of experience within an International NGO;
 Minimum 2 years of experience in a similar position, at the country Head office (coordination) in an international context (i.e. as an expatriate from your country of origin);
 Minimum 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 contexts is an advantage;

Transferable skills
 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);
 Perfect knowledge of SAGA and Homere;
 Perfect knowledge of Excel (PTT, formulas, macro, etc.);
 Excellent knowledge of French chart of accounts;
 Good knowledge when dealing with auditor firms such as UNs’;
 Capacity to propose new ideas and put them into action;
 Good communication and training skills;
 Natural ability to connect with other stakeholders and team members;
 Strong capacity to work independently and with initiative ;
 Good multi-tasking skills;
 Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities;
 Ability to work effectively in a multicultural team;
 Ability to meet deadlines;

Languages
 A good level of written and spoken English is mandatory
 Speaking French is a strong advantage for interaction with SI HQ and French donors

Other desirable qualities
 Patience
 Rigorous
 Diplomatic

STATUS
Salaried post: According to experience from 1700 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 700 USD. Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.
 Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
 Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).




How to apply:
Send a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org

Please indicate the job title and location in the email subject line

Deadline for applications: 31st May 2013. Please note that only shortlisted applicants will be contacted for interview.
SOLIDARITES INTERNATIONAL is an equal opportunities employer