Deputy Finance Coordinator at Premiere Urgence Internationale (PUI)

Role and Responsibilities

• Financial, budgetary and accounting management: He/she will manage under the supervision of the Finance Coordinator all aspects of financial, budgetary and accounting management of the mission.
• Coordination: under the supervision of the Finance Coordinator he/she centralizes and diffuses information within the mission for financial aspects of the mission, and consolidates the internal and external reporting for this domain.
• Technical supervision: He/she will provide technical support and supervision to the Finance team within the mission.
• Administration and Legal management: In line with HR policy, he/she supervises the administrative records and guarantee that the status and functioning of the mission are in accordance with the legislation and requirement of the country of mission.

Specific Objectives and Linked Activities
Accounting:

• To check all spending commitments and any purchase of the coordination before forwarding it to the Finance Coordinator for validation.
• To follow up all transactions posted in the accounting saga by the cashbook officers.
• To make recommendations for the update of financial policy & procedures.
• To be responsible for documentation(i.e. update written procedures) and dissemination among the relevant staff(training), in collaboration with Finance Coordinator
• Ensure that existing financial procedures are followed in mission.
• Under Finance Coordinators supervision, He/she ensures that all resources of the mission are allocated on the projects.
• Accountable for the mission financial documentation sending to HQ.
• To prepare monthly accounting and sending to HQ.

Finance:

• He/she will manage the monthly budget follow-up process at mission level, under the supervision of the FC.
• He/she will ensure that all Managers manage their budgets correctly, that the budget forecasts are up-to-date and donor rules respected.
• He/she will participate at the monthly FFU update on the field and at coordination and give support to the Finance team.
• He/she will provide advice and technical assistance in cost analysis and budget preparation.
• Based on the analysis he/she will suggest adjustments to the budgets as needed.
• He/she will review project budgets developed by the bases within the framework for proposed operations and ensure that they follow the procedures of each donor and implementation partner.
• He/She will ensure throughout each project that funds are allocated correctly and in respect of the contractual framework as regards rules of eligibility (date, purchasing procedures, etc.).
• He/she will prepare the external financial reports which he/she sends for validation to the Finance Coordinator.
• He/ She will be in charge of updating the monthly allocation table for Coordination and of reviewing the one related to each base.
• He/She will be in charge of the financial follow-up of the purchase file under the supervision of the FC and of the update of the planned follow-up in the FFU.

Cash Flow:

• He/She establishes the provisional cash flow with the teams and transmits the requests to the FC
• He/She ensures that the amount of cash flow for the mission is sufficient for the requirements in the field over the period, taking into account possible donor payments carried out locally in these transfer requests to headquarters.

Coordination:

• He/She ensures an efficient circulation of information to field and capital teams.
• He/She drafts or participates in the drafting of internal activity reports for everything dealing with financial, budgetary, issues for the mission.
• He/She ensures the finance coordination at mission level by regular visits to the bases, controls, monitoring, training, etc

Training Capacity Building & team Management:

• He/she will carry out training for the finance departments.
• Coaching for the finance and program departments on budget.
• Coaching for the finance and program departments on OFU
• Capacity building of finance team on FFU update.
• Follow up and ensure FFU meeting is done every month at field level.
• Training and coaching of finance team if budget management issues.
• Review and formalize mission-specific finance procedures.
• Administration and Legal management
• Under supervision of Deputy Head of Mission Support, ensure that PUI is registered in the Country and the various state services (Tax authorities, migrant workers authorities, national social offices, government planning department etc.) with regard to administrative procedures and current fiscal and legal obligations.
• With the support of the HR Coordinator and in collaboration with Finance Coordinator, organize legal protection for the mission from Abuja level, mainly through identifying one or more local partner able to provide necessary advice (e.g. Law Firm).
• With the help of Deputy Head of Mission Support and in collaboration with the Finance and HR Coordinator take part in monitoring the administrative and legal aspects of project.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.