Name of the post: Finance and Administrative Manager
Location: Republic of South Sudan, based in Juba, with travel to the different field offices
Reporting to: Country Director
Staff Reporting: Finance, Administration and Human Resources-Juba office Functional management of Finance and Administration Officers of the different bases in the country.
Duration of the mission: One year
New post / replacement: Replacement
IO’s humanitarian interventions are based on water and sanitation activities, food security/livelihoods and emergency response, assisting more than 74,000 people, as well as the Supporting development of initiatives to improve livelihood and food security and education system.
Presently, IO has 4 offices: Wau (Western Bahr el Gazal State), Gogrial East and Kuajok (both in Warrap State), with the coordination office based in Juba”.
General • Manage administrative, financial and human resources functions, review management systems and make appropriate improvements • Establish internal financial and administrative procedures compatible with the country's laws and the organization global policies. • Increase the effectiveness and efficiency of the support Services through improvements to each function (Finance, Human Resources and Administration) as well as coordination and communication between functions. • Monitor and maintain compliance with standard Intermón Oxfam procedures and guidelines • Contribute to short and long-term organisational planning and strategy as a member of the management team • Support the Country Director and Head of Programmes with the development of the annual Country Funding Strategy • Maintain a strong working relationship with other Country Management Team members. members and Technical Coordinators • Train local partners in human and financial resources management according to Intermón Oxfam and donors' standards. • Other duties as defined by the Country Director
Financial Management • Elaborate and periodically revise the progammes’ budgets in the country, • Analyse and follow up of the programmes’ budgets, taking into account each donor’s requirements. • Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and IO procedures/ requirements • Prepare timely budgets, cash requests and accounting reports. • Assist/support the Head of Programmes to adjust appropriate budgets to different proposals. • Ensure appropriate documentation of projects for transparency and future donor inspection/ audit • Oversee monthly and quarterly financial reports to donors, ensuring these are in line with donor requirements and programme activities. • Manage grant contracts and donor cash flows. • Manage day-to-day processing of accounts receivable and payable using saga other financial tools, producing reports as requested • Maintain up-to-date accurate accounting system, including computer data entry and paper file system. • Develop long-range forecasts and maintain long-range financial plans. • Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems. • Prepare project, annual audit together with the technical team at BCN and be a liaison with all outside vendors. • Coordinate and manage audits for the different programmes • Ensure the reconciliation of monthly activity, generating year-end reports, and fulfilling tax related requirements. • Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties. • Guarantee that administrative and purchasing procedures are respected and follow the criteria established by IO and donors. • Line manages Finance and Administration Officers in Juba and, functionally manages the Finance and Administration Officers of the different bases of the country.
Human Resources • Oversee all HR processes including the performance management process, learning and development process, succession planning, while providing leadership on overall Employee Relations for the organization. • Coordinate and execute the management of staff administration in accordance with IO policies and national laws. • Manage the recruitment processes delegated by Country Director. • Oversee the administration of payroll and employee benefits and insurance. • Regularly review IO’s employee benefits ensuring that they are fair, current, relevant, and competitive with similar organisations. • Ensure maintenance of monthly reports for all staff detailing sick, vacation or other leave, and holiday hours. • Maintain the internal Personnel Policies; make recommendations to the Country Director for staffing needs or changes relative to operational success. • Manage the recruiting processes for vacancies and new positions. • Identify staff training needs and opportunities on an annual basis. • Support team members professionally and monitor/ support stress management • Maintain good inter-team communications and engender positive team dynamics • Monitor staff welfare in the field bases and ensure appropriate steps are taken to improve living and working conditions where necessary
General Administration Tasks
• Responsible registration and maintenance of legal documentation of the organization • Responsible of the offices and House rental contracts. • Maintain Intermon Oxfam partners and suppliers contracts, MoU and internal agreements • Overall support of field officers administrations and supervise general administration of Juba coordination office.
Essential requirements
• Relevant Financial and Human Resources as administration management qualifications in the relevant fields • At least 5 years experience in Financial and Human Resources Management, with sound understanding of working with an international NGO • Knowledge and experience of international donor funding environment, including financial reporting requirements , trends, procedures and priorities • Experience and flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines • Excellent computer skills and proficient in excel, word, outlook, powerpoint and access.
• Strong experience of working with SAGA (financial system) • Excellent organizational skills, including the ability to plan comprehensively, set priorities, and manage multiple projects/deadlines efficiently • Strong communication skills, with excellent written and spoken English • Proven ability to provide support, guidance and training to financial and nonfinancial managers and colleagues. • Excellent interpersonal skills, ability to work with discretion regarding confidential information, possession of sound judgment and attention to detail • A demonstrated commitment to high professional ethical standards and a diverse workplace
Competencies: • Initiative: availability / learning capacity. • Ability to organise and plan ahead • Ability to prioritize multiple tasks and meet deadlines. • Result orientated and organisational capacity • Ability to look at situations from several points of view • Able to communicate technical issues to non technical colleagues • Willingness and ability to work some weekends, holidays, after hours • Problem solving skills in day to day and crisis situations
Location: Republic of South Sudan, based in Juba, with travel to the different field offices
Reporting to: Country Director
Staff Reporting: Finance, Administration and Human Resources-Juba office Functional management of Finance and Administration Officers of the different bases in the country.
Duration of the mission: One year
New post / replacement: Replacement
Intermon Oxfam South SudanIO’s humanitarian interventions are based on water and sanitation activities, food security/livelihoods and emergency response, assisting more than 74,000 people, as well as the Supporting development of initiatives to improve livelihood and food security and education system.
Presently, IO has 4 offices: Wau (Western Bahr el Gazal State), Gogrial East and Kuajok (both in Warrap State), with the coordination office based in Juba”.
Objective of the PostGeneral • Manage administrative, financial and human resources functions, review management systems and make appropriate improvements • Establish internal financial and administrative procedures compatible with the country's laws and the organization global policies. • Increase the effectiveness and efficiency of the support Services through improvements to each function (Finance, Human Resources and Administration) as well as coordination and communication between functions. • Monitor and maintain compliance with standard Intermón Oxfam procedures and guidelines • Contribute to short and long-term organisational planning and strategy as a member of the management team • Support the Country Director and Head of Programmes with the development of the annual Country Funding Strategy • Maintain a strong working relationship with other Country Management Team members. members and Technical Coordinators • Train local partners in human and financial resources management according to Intermón Oxfam and donors' standards. • Other duties as defined by the Country Director
Financial Management • Elaborate and periodically revise the progammes’ budgets in the country, • Analyse and follow up of the programmes’ budgets, taking into account each donor’s requirements. • Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and IO procedures/ requirements • Prepare timely budgets, cash requests and accounting reports. • Assist/support the Head of Programmes to adjust appropriate budgets to different proposals. • Ensure appropriate documentation of projects for transparency and future donor inspection/ audit • Oversee monthly and quarterly financial reports to donors, ensuring these are in line with donor requirements and programme activities. • Manage grant contracts and donor cash flows. • Manage day-to-day processing of accounts receivable and payable using saga other financial tools, producing reports as requested • Maintain up-to-date accurate accounting system, including computer data entry and paper file system. • Develop long-range forecasts and maintain long-range financial plans. • Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems. • Prepare project, annual audit together with the technical team at BCN and be a liaison with all outside vendors. • Coordinate and manage audits for the different programmes • Ensure the reconciliation of monthly activity, generating year-end reports, and fulfilling tax related requirements. • Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties. • Guarantee that administrative and purchasing procedures are respected and follow the criteria established by IO and donors. • Line manages Finance and Administration Officers in Juba and, functionally manages the Finance and Administration Officers of the different bases of the country.
Human Resources • Oversee all HR processes including the performance management process, learning and development process, succession planning, while providing leadership on overall Employee Relations for the organization. • Coordinate and execute the management of staff administration in accordance with IO policies and national laws. • Manage the recruitment processes delegated by Country Director. • Oversee the administration of payroll and employee benefits and insurance. • Regularly review IO’s employee benefits ensuring that they are fair, current, relevant, and competitive with similar organisations. • Ensure maintenance of monthly reports for all staff detailing sick, vacation or other leave, and holiday hours. • Maintain the internal Personnel Policies; make recommendations to the Country Director for staffing needs or changes relative to operational success. • Manage the recruiting processes for vacancies and new positions. • Identify staff training needs and opportunities on an annual basis. • Support team members professionally and monitor/ support stress management • Maintain good inter-team communications and engender positive team dynamics • Monitor staff welfare in the field bases and ensure appropriate steps are taken to improve living and working conditions where necessary
General Administration Tasks
• Responsible registration and maintenance of legal documentation of the organization • Responsible of the offices and House rental contracts. • Maintain Intermon Oxfam partners and suppliers contracts, MoU and internal agreements • Overall support of field officers administrations and supervise general administration of Juba coordination office.
Essential requirements
• Relevant Financial and Human Resources as administration management qualifications in the relevant fields • At least 5 years experience in Financial and Human Resources Management, with sound understanding of working with an international NGO • Knowledge and experience of international donor funding environment, including financial reporting requirements , trends, procedures and priorities • Experience and flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines • Excellent computer skills and proficient in excel, word, outlook, powerpoint and access.
• Strong experience of working with SAGA (financial system) • Excellent organizational skills, including the ability to plan comprehensively, set priorities, and manage multiple projects/deadlines efficiently • Strong communication skills, with excellent written and spoken English • Proven ability to provide support, guidance and training to financial and nonfinancial managers and colleagues. • Excellent interpersonal skills, ability to work with discretion regarding confidential information, possession of sound judgment and attention to detail • A demonstrated commitment to high professional ethical standards and a diverse workplace
Competencies: • Initiative: availability / learning capacity. • Ability to organise and plan ahead • Ability to prioritize multiple tasks and meet deadlines. • Result orientated and organisational capacity • Ability to look at situations from several points of view • Able to communicate technical issues to non technical colleagues • Willingness and ability to work some weekends, holidays, after hours • Problem solving skills in day to day and crisis situations
How to apply:
If your profile matches with the description, please send your CV to humanitarianstaff@intermonoxfam.org. Only shortlisted candidatures will be contacted.