Admin and Finance Coordinator at Terre des hommes Foundation (Tdh)

Position Start Date: 1^st of June 2018

Duration: 6 months, more if funding available

Location: Maiduguri - Nigeria

Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled

Contractual conditions:

Expatriate contract under Swiss labour code 3’400 CHF (~2’950 €) < > 4’750 CHF (~4’100 €) net /month according to experience x 13 times, Vacancy: 25 days annual leaves local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

Context:

In line with the 2017 Humanitarian Needs and Requirement Overview for Nigeria, more than 8 Millions of people require humanitarian assistance, especially located in the Northeastern part of Nigeria, Borno, Adamawa, and Yobe. Tdh, present in the South West of Nigeria since 2009 through child protection activities decided to launch an analysis of the situation, with a specific focus on Child Protection, Health and WASH, in the aim to extend its activities to participate to the humanitarian response in the Northeastern part to support the populations affected by the drought, famine and insurgency.

Main responsibilities:

Manages and organizes the administrative, HR and financial department of the delegation and bases (administration, accounting, financial management) in close collaboration with the Country Representative, the HQ. S/he is the direct interface between the delegation and the headquarters and/or field financial partners as regards financial reporting.

In his/her role of Foundation representative, the Coordinator reports to the Country Representative and provides multi-base, multi-sponsor and/or multi-partner supervision and follow-up for the projects. S/he is responsible for the implementation of the strategy and the development and managerial coordination of the Admin, HR and financial teams under his/her responsibility.

S/he is able to make independent decisions and actions in his/her field of activity.

S/he supports and validates the quality of the work done by the teams as regards the Tdh mandate and commitments and international standard

Fonction details:

Manages the programme's financial resources

Aim: To ensure on-going sound financial management that complies with internal procedures and with the guidelines of financial partners

Activities:

• Ensure the spread, adherence and monitoring of Tdh’s procedures
• Define and elaborate the budget proposals
• Provide the programme's global financial monitoring (by Finance Management Tool)
• Guarantee high quality accounting
• Monitor the high quality cash management between the HQ and bases, in accordance with security considerations and program needs
• Ensure compliance with financial rules in the management of the programme's main partnerships
• Ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly
• Manage and facilitate external audits, internal control and fraud prevention

Activities specific to institutional donors:

• Ensure the spread, adherence and monitoring of the donor procedures
• Lead the production of budget forecasts, the implementation and monitoring of the programme's budget and reporting
• Produce correct and timely financial information to complete proposals and financial reports
• Facilitate the establishment of country strategy by making the financial information and analysis available

Implement the programme's HR strategy and ensure implementation of HR processes.

Aim: equitable treatment of staff and efficient HR management in support of the programme

Activities:

• Define the Human Resource’s Policy, including pay, social and training aspects
• Define and implement the corresponding HR processes
• Manage national staff recruitment and assessment processes Participate in welcoming and administrative briefing of expatriate staff
• Ensure that the HR policies are respected
• Ensure the administrative management of programme staff
• Ensure the management of medical evacuations for expatriate staff and the management of accidents and serious incidents

Manage the programme's administrative team

Aim: Develop the team's autonomy and performance

Activities:

• Supervise and lead the finance and HR team, set objectives and carry out assessments of direct reports
• Organize and run information and coordination meetings
• Manage direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validate
• Disciplinary procedures with the country representative
• Oversee the team's career development: define training needs and provide guidance on professional development
• Offer the technical support to Finance Managers in the bases, on day-to-day basis and through field visits

Guarantee compliance with the programme's administrative and legal framework

Aim: TdH presence is secure from a legal standpoint

Activities:

• Guarantee the correct archiving and security of the organization’s documents (paper and digital)
• Ensure compliance with legal requirements (HR, administrative, financial, etc.), referring to local expertise if required (lawyers, employment inspectors, etc.)
• Keep a watch on NGO groups, take part in the activity of networks on legal and HR aspects
• Follow up partnership contracts and ensure they comply with internal rules and donor obligations

Other:

Values:

• In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance
• Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)

Profile:

Competencies:

• Professional diploma or university degree in Accounting, Business Administration, Economics or Audit
• Previous experience with an NGO is mandatory
• At least 3 years of experience in a similar position
• Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
• Knowledge of SAGA

Skills:

• Organized, proactive, autonomous, rigorous, analytical, sense of human relations, diplomacy, communication skills, willingness and motivation to work in an international and intercultural context

Languages:

• Fluent in English (written and spoken)
• Knowledge of French is an asset

Child Safeguarding Policy:

• Raising awareness within the Foundation on violence against children
• Providing guidance to employees and others and defining expectations when it comes to preventing, raising, denouncing and responding to issues of child abuse
• Reducing the risk of child abuse by selectively recruiting employees and others
• Reducing the risk of child abuse by developing a culture of open and informed leadership within the organization and in our work with children