Position: Finance & Administration Manager (consultancy, 100%)
Duty station/Country: Palu, Sulawesi
Reporting line: Country Coordinator
BACKGROUND INFORMATION
The two Swiss NGOs HEKS and Solidar Suisse have formed a consortium and
partnered up with the Indonesian Organisation Muhammadiyah Disaster
Management Centre (MDMC) to respond to the devastating earthquake and
tsunami in Sulawesi, Indonesia.
For the recovery phase, a comprehensive humanitarian project in the
sectors livelihoods, shelter and WASH will be implemented to support
affected people mainly in rural areas in Central Sulawesi.
To monitor and guide the implementation, a highly qualified team is
currently established. For this purpose, we are seeking a motivated,
skilled and experienced person for the position of Finance &
Administration Manager.
PURPOSE OF MISSION
Under the direct supervision of the Country Coordinator, the Finance
& Administration Manager is entrusted to support the consortium and
the local partner and to ensure compliance with existing rules and
regulations. He/she advises and supports the Country Coordinator in all
organizational, administrative and financial matters of office
management.
The Finance & Administration Manager is in charge of finance, human
resource management, administrative and logistic matters of the
coordination office. He/she will provide guidance and assistance to
project staff and staff of the local partner organization. He/she
ensures effective implementation of the financial policies and
procedures according to the HEKS File Financial and Administrative
Guidelines (FFAG) and in compliance with donors’ requirements, local
rules and regulations.
As a key member of the team, the Finance & Administration Manager
will liaise closely with the consortium’s HQ, mainly the finance
department.
MAIN TASKS AND RESPONSIBILITIES
The Finance & Administration Manager is entrusted with the following tasks:
Finance
- Manages HEKS/EPER and Solidar’s day-to-day accounting functions including regular cash verification, bank balance sheets, accounts reconciliation, monthly closing, monthly cash projection and timely submission of financial reports and fund requests to the respective authority;
- Supports the Finance Officers and operational departments in developing and following up on project budgets and establishes financial forecasts inclusive relevant financial analysis;
- Responsible for recording of bills, advances, invoices and payments in accurate time, cash reconciliation;
- Ensures adherence to the national laws for income tax and VAT, and ensures applicable payments are made in time;
- Conducts orientations, guides and advises partners on correct finance procedures and proper documentation;
- Control partner’s financial report, consolidate and prepare all finance reports required for the program;
- Supports any audit by external entities and audit partner’s financial management and procedures monthly.
Administration & Human Resources
- Provide support and advise to the Country Coordinator on questions related to local labor law;
- Manage and follow-up all contractual office issues and ensure timely payment of all office related bills and fees;
- Manage leave schedules of all consultants;
- Ensure financial, HR and administrative records and filing are comprehensive, accurate, secure and up-to-date. This includes, but is not limited to all financial plans, budgets, contracts, agreements and key correspondence;
- Support and guide Finance Officers in all administration and HR related issues and check compliance with internal and external rules and regulations (e.g. staff policy, payroll, labor law).
Logistics & procurement
- Prepare contracts engaged by the consortium with third parties;
- Ensure all necessary documentation for procurements are complete, in line with FFAG and filed;
- Participate in procurement processes carried out by the partner organization and ensure compliance with applicable procurement policies;
- Provide administrative support to the mission team, including organizing travel arrangements, meetings and other events;
- Any other task assigned by the Country Coordinator.
Required profile and experience
- Master in accounting, finance or related field with at least 5 years of experience;
- Demonstrated experience working in administrative, HR and logistical matters;
- Work experience in an emergency context is an advantage;
- Experience in setting up financial and administrative systems within a short time frame;
- Excellent computer skills (incl. accounting software);
- Fluent in English (written, spoken and reading);
- Strong attitude to take initiative, work autonomously and achieve results effectively;
-
Able to work flexible, cope with stress and respect deadlines.
Duration and starting date
We look for a candidate who is able to start as soon as possible, with
contract duration of 6 months, and the possibility of extension (of
another 8 months).
If you are interested in this assignment and meet the requirements, please send your application including detailed CV, and contact details of 3 referees by e-mail with
Subject “Finance & Administration Manager” to
bewerbungen@solidar.ch.
Due to the urgency, the position will be filled
on a rolling basis.
Only shortlisted candidates will be contacted.
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