Closing date: 25 Aug 2009 -- (CLOSED)
Location: Côte d'Ivoire - Bouake
Job Description
Position: Finance and Administration Manager
Programme: Ivory Coast
Location: Bouake with travel to Mankono and Abidjan
Responsible to: Country Director with technical line management to Programmes Finance manager – Head Office
Start date: ASAP
Duration: 11 weeks with possible extension subject to funding
Salary: £18,540 to 20,765 per annum dependant on relevant experience, an annual cost of living allowance of £6016, insurance cover, accommodation and return flights.
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer this post before the closing date.
Please note: this is an unaccompanied position.
Merlin International Profile
Merlin is the only specialist UK charity which responds worldwide with vital health care and medical relief for vulnerable people caught up in natural disasters, conflict, disease and health system collapse. Each year, Merlin helps more than 15 million people in up to 20 countries.
Context and Background
Merlin began supporting access to primary healthcare in western Ivory Coast in January 2003. Initially mobile health teams were used to support access to internally displaced people (IDPs) and third country nationals (TCNs). More recently, with the stabilization of the situation, Merlin developed a rehabilitation/construction programme with EU funding in the south-western area. Merlin now works in the northern region of Ivory Coast, refurbishing clinics and hospitals, restoring and equipping the Bouake district health office, improving waste management at three clinics and renovating a network of 21 schools throughout Korhogo and Bouake. At present Merlin is engaged in building schools in this region, funded by the EC. The current phase of this construction is due to last until autumn 2009.
Merlin is also embarking on a new nutrition programme in Mankono in the North-West of the country to provide medical relief and primary health care to those most vulnerable to food shortages in that region. This project will be for six months and be funded by the Swedish Government with nutrition therapeutic products provided by UNICEF.
At present Merlin is looking into expanding its programme in Ivory Coast and is constantly monitoring the medical, nutritional and security situation. We are engaged with other organisations, UN agencies and the government of Ivory Coast to look into urgent needs and emergencies in the country. The expansion of the programme will depend on securing further funding to continue programming after October 2009. If funding is not secured then programme closure will be necessary at the end of October 2009 which would also be managed by the Country Director with the assistance of the Logistician.
Main purpose of the role
This position is responsible for the overall financial management (planning, budgeting, accounting and reporting) and human resource and administrative management of the country programme. The role will provide leadership and training to the country finance and HR team and manage the financial aspects of programme closure if applicable.
Overall Objectives (scope)
- Accurate accounting of financial transactions
- Bank accounts management on timely basis
- Planning and budgeting on financial aspects of country programme
- Accurate reporting to HQ and donors
- Manage HR function in the country programme
- Overall accountability of country finances and donor compliance
Responsibilities
Financial Accounting
- Ensure that proper financial procedures and systems are operated and maintained at individual sites.
- Responsible for all local accounting of all programmes
- Set up, establish and monitor internal controls at all Merlin sites
- Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes
- Monitor ongoing levels of expenditure on individual programmes as against budget, and provide timely advice of likely over or under-spends.
- Reconcile field cash and project expenditure balances in co-ordination with the programmes Finance Officer.
- Ensure respective programme managers understand variance implications.
- Ensure that contractual commitments (e.g. for the rental of vehicles and/or premises) are expressed in forms appropriate for the circumstances of the programme.
- Supervise the financial and administrative staff.
- Provide support and advice to the individual programme sites (field finance and logistics staff).
- Pay regular visits to Field sites for regular monitoring and supervision purposes
Financial Reporting
- Ensure compliance with the Merlin policies and guidelines and donor requirements.
- Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, FX, taxation and labour laws).
- Provide London with all necessary financial and other information when requested.
- Prepare budgets, amendments and forecasts working with the Country Director and the country management team.
- Prepare donor financial reports in line with donor reporting requirements (London to provide field with all necessary London based information). It is expected that the FAM/FC will provide the majority of the input and preparation to this process and also sign off the report before final submission to London.
- Generally keep under review the financial and reporting systems.
- Conduct internal audits for the field sites every three months
Human Resources
- Develop/Review national HR staff policy
- Ensure that national HR policies and procedures adhere to local labour law and Merlin policy.
- To advise and coach Line Managers and staff on Merlin’s national HR policies and best people management practices including appraisal, staff development, discipline and absence in accordance with Merlin policies and legal requirements
- To co-ordinate and support all aspects of the recruitment and selection process of national staff, in liaison with line managers ensuring that Merlin’s recruitment process and good practice is carried out in all recruitment and selection activity. Specific responsibilities include job description development, recruitment planning, advertising and short-listing, selection interviews and tests, job offers, salary calculations and issuing contracts.
- Ensure all staff personnel records i.e. contracts, leave records etc are properly maintained and regularly updated
- Manage payroll and income tax payments
- Line manage all relevant Financial and Administrative personnel
- Identify a counterpart and through supervision and training, enable him/her to take on a greater role in the management of finance and administration throughout the programme
- Supervising the administrative needs of the expatriate staff including flight bookings, obtaining legal documentation, leave allocation, COLA payment, and Field Staff Return forms etc.
Administration
- Meet with local legal advisors when necessary
- Ensure that all necessary legal requirements are met, e.g. obtain vehicle registration, work permits, import licences etc by liaising with government agencies
- Ensure active participation in Inter agency network by liaising with INGO administrators as required by the Country Director.
- Ensure that the communication flow to London is maintained
- Draw up guidelines as necessary to assist with the standardisation of working procedures and practices in country programme
Security
- Ensure financial field site security guidelines are reviewed on a quarterly basis
- Ensure security of financial assets is maintained at all sites in compliance with Merlin procedures
- Adherence to Merlin security policies
- Dimensions and Limits of Authority
- Director finance to complete/Director HR to review
Person Specification
Essential
Qualifications, experience and competences
- Accounting or finance-related degree and/or fully qualified member of a recognised Accounting Professional Association. (Relevant experience may be considered)
- Substantial demonstrable understanding and experience of finance management within an international NGO
- Substantial post qualification experience
- Good demonstrable strategic understanding and ability to translate this into appropriate action plans and activities
- Experience of financial reporting to institutional bodies
- Familiarity with compliance systems (e.g. project donor requirements (EU, ECHO, DFID, USAID/OFDA)
- Strong demonstrable ability to introduce and manage changes to finance systems, procedures, and practices
- Knowledge and understanding of international HR practices & issues
- Strong experience of providing a broad range of high quality HR and HR policy advice to managers and staff in multi- site operations
- Good experience of managing and undertaking a high quality recruitment process
- Experience of developing and implementing HR policies, procedures, and projects
- Experience of dealing with employee relations issues
- Proven ability to train and capacity building both financial and non-financial professionals
- Previous overseas work experience
- Willingness to live and work in insecure environments
- Strong communication skills, with excellent written and spoken English
- Confident and proficient in the use of MS Office with advanced Excel proficiency
- Experience of establishing strong working relationships with colleagues from different functions and cultures
- Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines
- Experience of proactively identifying and addressing issues
- An understanding of and commitment to Merlin’s mission and values
Desirable
Qualifications, experience and competences
- Familiarity with mid-range accounting systems (e.g. QuickBooks, Sage, PS Financials)
- Previous experience within the country or region
- Experience of implementing financial control systems at field level
- Good knowledge of HR management (If HR functions exists to cover leave)
- Previous experience of programme closure
Reference Code: RW_7TZMH3-38
