Jobs at Premiere Urgence Internationale (PUI)

General Objective

• Under the supervision of the Area Field Coordinator or Field Coordinator, the Area Human Resources Manager is responsible for managing national staff at the base level through the implementation of the mission’s Internal Staff Regulations (ISR), as well as internal rules, guidelines, and tools.
• S/he supports the Human Resources Coordinator in defining and implementing the rollout of the HR framework, ensures legal and administrative support to managers on all human resources-related matters, and actively contributes to the implementation of training and staff development programs.
• S/he also plays a key role in workforce planning and recruitment to meet human resource needs at the base level.

Role and Responsibilities

• Human Resource (HR) Guidelines: S/he participates in the interpretation of the ISR and related guidelines and tools and is responsible for their proper application at the base level, in compliance with the legal framework of the country of operation in this regard.
• Administrative Oversight and Career Tracking: S/he is responsible for the administrative management of national teams at base level in close collaboration with the Field Coordinator and the HR Coordinator (recruitment, hiring, remuneration, follow-up, performance appraisals, training, and disciplinary process and sanctions).
• Work Organization: S/he makes recommendations and participates in the rationalization and optimization of the Human Resources of the base.
• Risk Analysis: S/he analyzes risks in relation to HR questions, and issues alerts / recommendations, if necessary.
• Internal coordination: S/he centralizes and disseminates information within the base, in close collaboration with the Field Coordinator and the HR Coordinator and consolidates activities’ internal reporting in that regard.

Specific Objectives and linked activities
Participate in the implementation of HR guidelines, tools and regulation at base level:

• Ensure the dissemination and respect of the HR guidelines and procedures within the base
• In coordination with the HR Coordinator and the Field Coordinator, organize internal training sessions on HR policies
• Participate in defining and monitoring the implementation of the HR guidelines and regulations.
• S/he proposes possible adjustments to HR guidelines in relation to rules, procedures and tools regarding recruitment, remuneration, administrative management, disciplinary measures and individual career development within the organization. S/he works closely with the HR Coordinator on this matter.
• If requested, participate in reviewing the Salary Grid (benchmark...)
• In direct link with the Field Coordinator and the HR Coordinator, continually ensure coherence between PUI HR guidelines, regulations and national laws

Ensure administrative management and promote career development of national staff:

• S/he is in charge of the several step of the HR cycle management on the base
• Lead the recruitment process, onboarding, administrative and disciplinary process.
• Ensure appropriateness and coherence between PUI or mission HR policy and process and the context/reality.
• S/he guarantees that the recruitment procedures are respected and actively contributes to the recruitment (Advertisement, applications, and interviews) of all national staff at base level in total transparency.
• S/he ensures that administrative files of national personnel are duly constituted and verifies that the documents of salaried employees are in line with work requirements of PUI in the country of operation.
• S/he supervises the drafting of the employment contracts of national staff.
• S/he organizes the induction for international and national staff at base level and facilitates the integration of new salaried employees.
• S/he oversees payroll for the base staff, and ensures the update of the Allocation table in the Financial Follow Up
• She/he ensures that statements and payments are made to the organization concerned
• She/he check updates of databases with personnel related information
• S/he ensures the monitoring of leaves, attendance and overtime.
• S/he ensures the proper functioning of the staff appraisal process for all national employees of the base.
• S/he identifies training needs and participates in the process of concretely creating training programs.
• S/he supports the Field Coordinator on all HR relative topics and update the monthly dashboard or reports.

Ensure the proper work organization of the base:

• S/he participates in the preparation of organizational charts, pays attention to achieving coherence in the composition of teams, as regards distribution of tasks and responsibilities, definition of hierarchical and functional relationships, job titles.
• S/he is involved in identifying Human Resource needs in the context of drafting project proposals and eventually amendments to those proposals
• With the support of HR Coordinator and Field Coordinator, s/he proposes improvements to employees’ working conditions, proper team sizing and internal organization.
• S/he ensures the consistency between the organization of the different departments at base level.

Analyze and anticipate risks related to national human resources:

• S/he strives to anticipate and prevent social and inter-personal conflicts, and participates in crisis management if necessary, with support of the Field Coordinator and the HR Coordinator.
• S/he is attentive to the risk of abuse of power (whether this arises among national employees or on the part of an expatriate in relation to national employees, and regardless of the form it takes) and reports any inappropriate behaviour to his/her direct supervisor.
• S/he is responsible for confidentiality and record-keeping of all personnel files (whether staff is onsite or not), for updating of information, and for hardcopy and electronic filing.
• S/he is proactive in the identification of cultural sensitive topics and ensure the respect of all cultural values at base level
• S/he ensures the management of the disciplinary issues at base level, and reports all disciplinary cases to Field Coordinator and HR Coordinator.

Ensure dissemination of information, coordination, and representation on HR matters: 

• S/he ensures effective dissemination of information to the base teams.
• S/he compiles the monthly HR report and submits to the Field Coordinator and the HR Coordinator on a monthly basis
• At base level, S/he is PUI’s representative before the employees for all matters related to Human Resources, with support of the HR Coordinator; in this regard, S/he makes sure to notify national teams and base managers of any decisions or changes in rules or procedures, and ensures that all necessary explanations are provided, so as to facilitate adoption of these changes.
• Externally, s/he represents PUI before legal, tax, and administrative authorities (Labor Inspectorate, Tax Office, Collection agencies…) by delegation of the Field Coordinator. S/he also develops and maintains relationships with partnership institutions on matters related to administration, donors and Human Resources, notably in the context of the NGO coordination forum.
• S/he ensures efficient flow of information to the HR Coordinator, Field Coordinator; to the Program and Support teams. S/he attends internal meetings whenever required at base level and participates actively to them.

Manage the base HR team:

• S/he participates in the design of the base HR team set-up and size according to the support needs of the base.
• S/he supervises and manages his/her team. S/he guides the work of the HR team, tracks the realization of their objectives, and ensures the realization of the mid-term and final appraisals of the HR team
• S/he assumes the induction of new members of his team, ensuring the project and base context, the relevant PUI tools and policies are well understood.
• S/he ensures and/or supervises continuous training for his/her team.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the department:

• Full compliance with PUI Internal Staff Regulations (ISR), internal policies, and national labor laws
• Strengthen recruitment processes to ensure timely and quality staffing at base level
• Improve staff retention through effective HR management and staff engagement initiatives
• Support capacity building through training, performance management, and career development
• Ensure proper HR administration, including contracts, payroll follow-up, and staff records management
• Promote a positive work environment and reinforce internal communication and team cohesion
• Provide HR support to managers in handling staff issues, including conflict resolution and disciplinary processes
• Contribute to workforce planning to meet operational needs efficiently

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General Objective

• The Finance Manager (FM) works with the Filed Coordinator & Finance Coordinator to ensure the effective financial management of the Base, in compliance with the PUI policies & procedures, donors procedures and applicable National and local regulations.

Role and Responsibilities
Team management:

• Participate in the recruitment process of the staffs under his/her direct supervision.
• Support the staff under his/her direct management in the fulfilment of their duties
• Provide training to the Finance staff and build their capacities
• Ensure that the staff under supervision respect the PUI’s Internal Staff Regulation
• Solve team conflicts, if any occurs among the bases team
• Ensure team building among his/her team
• Conduct appraisals every six months for the staffs under his/her supervision
• Plan and organize the workload of the finance team to ensure timely and quality delivery of tasks.
• Monitor staff performance and provide regular feedback and coaching.
• Identify training and development needs and support professional growth of team members.
• Ensure effective communication and coordination within the base finance team and with other departments.
• Promote a positive, respectful, and collaborative working environment.
• Ensure compliance with PUI policies, procedures, and code of conduct within the team.
• Manage leave planning and attendance of staff under direct supervision.

Financial Management:

• Ensure the proper implementation and use of financial, accounting, and budget management tools and procedures, including accounting records, SAGA, budget follow-up (FFU), OFU, LFU, budget projections, cash forecasts, cash management, and cash security.
• Provide technical support and guidance to base finance team on financial procedures and tools.
• In collaboration with the Finance Coordinator, develop and improve financial management tools and reporting mechanisms.
• In coordination with the HR department, verify the accuracy of payroll-related financial data and ensure timely payroll Payment processing.
• Ensure proper follow-up of vendor payments and disbursements and participate in vendor account reconciliation in coordination with the logistics and relevant departments.
• Review financial documents and transactions to ensure compliance with PUI procedures and donor requirements.
• Conduct regular financial checks and controls to identify and mitigate financial risks.
• Support the implementation of donor financial compliance requirements and recommendations from audits.

Budget Management:

• Providing base level budget follow-up, monitoring, and analysis to Field Coordinator.
• Contribute to cost optimization initiatives through effective budget tracking and expenditure analysis.
• Participate in monthly budget monitoring meetings by identifying variances, highlighting risks, and proposing corrective actions to the Field Coordinator and the budget holders at each base.
• Ensure accurate forecasting of expenditures in coordination with Programme Managers and support departments in the OFU & LFU for the base.
• Ensure timely updating of field commitments in the Financial Follow-Up (FFU) based on approved purchase requests and purchase orders.
• Ensure the allocation table is updated regularly in collaboration with the HR and Logistics departments.
• Monitor budget consumption rates and alert management to potential over- or under-spending.
• Support the preparation and revision of budget forecasts when ever needed for a budget amendment.
• Verify the correct allocation of expenses to projects, budget lines, and cost centres or accounting codes.
• Participate in grant closure processes by ensuring all financial commitments and expenditures are accurately reflected.
• Provide budget-related guidance and support to programme and support teams in the base.

Accounting Management:

• Ensure that financial and accounting archives are maintained in compliance with PUI procedures and donor requirements.
• Ensure that accounting entries are recorded accurately and in compliance with internal rules and procedures and submitted to the Deputy Finance Coordinator according to the agreed schedule.
• Be responsible for the reconciliation of all cashbooks of his/her base and ensure discrepancies are investigated and resolved promptly.
• Supervise the Base Finance Officer in maintaining and updating cashbooks of base.
• Supervise bookkeeping activities of the base and ensure that cash balances and bank accounts are fully supported by appropriate documentation at all times.
• Ensure that all accounting documents are complete, properly authorized, archived and filed in accordance with PUI procedures.
• Perform regular reconciliations of bank accounts, cash balances, advances.
• Review on weekly bases the accounting entries for accuracy, completeness, and proper budget allocation before validation the base accountancy.
• Ensure monthly accounting closures are completed within established deadlines.
• Monitor outstanding advances and ensure timely justification and clearance.
• Support the preparation of accounting documents and schedules required and be Base focal person for internal and external audits.
• Ensure compliance with PUI accounting procedures, donor regulations, and local statutory requirements.
• Identify accounting discrepancies and propose corrective actions to the Deputy Finance Coordinator.

Cash Management:

• Provide the Finance Coordinator with bi-weekly cash forecasts based on budget forecasts, procurement plans, and operational needs.
• Coordinate with Finance Coordinator in monitoring cash flow, fund transfers, and disbursements to base.
• Supervise and verify weekly and monthly cash counts, ensuring proper documentation and reconciliation.
• Ensure the security and proper safeguarding of cash held the base.
• Monitor cash balances to ensure sufficient liquidity for operational requirements.
• Ensure compliance with PUI cash movement and management procedures and internal control requirements.
• Verify that all cash transactions are properly authorized, supported, and recorded.
• Monitor cash advances and ensure timely justification and clearance of outstanding advances.
• Ensure timely reconciliation of cash balances with accounting records and cashbooks.
• Report any cash discrepancies, losses, or irregularities immediately to the Field Coordinator and Finance Coordinator.
• Support the implementation of measures to mitigate cash-related risks and strengthen internal controls.
• Training the non finance colleagues on the proper usage of cash advances and cash management

Archiving Management:

• Ensure that all financial, accounting, payroll, banking, procurement, and contractual documents are properly archived in accordance with PUI procedures and donor requirements.
• Monitor and ensure that the base maintain complete and up-to-date electronic financial archives on the shared drive, conducting regular reviews to verify the timely uploading, accuracy, and completeness of supporting documentation
• Ensure that supporting documents are complete, properly authorized, and filed in a timely manner.
• Supervise the archiving process at base level and provide guidance to finance staff on archiving standards and procedures.
• Ensure the security, confidentiality, and accessibility of archived documents.
• Maintain an updated archive inventory and document tracking system.
• Facilitate the retrieval of archived documents required for audits, donor verifications, management reviews, and external inspections.
• Ensure that archiving practices comply with donor retention requirements and national legal obligations.
• Ensure that monthly accounting packages and supporting documents are archived according to established procedures and deadlines.
• Report any missing, incomplete, or non-compliant documentation to the Field Coordinator and Finance Coordinator and follow up on corrective actions.

Internal Communication:

• Ensure that financial information is communicated effectively between the various departments at base level.
• Promote effective communication and collaboration between the Base Finance Department and other departments.
• Report technical issues, concerns, and operational challenges to the Field Coordinator and Finance Coordinator in a timely manner.
• Participate actively in base coordination and base management meetings to provide financial updates and recommendations.
• Ensure that relevant financial procedures, guidelines, and updates are communicated to concerned staff.
• Provide financial advice and support to programme and support departments when required.
• Facilitate the sharing of financial information necessary for base level decision-making and operational planning.
• Escalate significant financial risks, compliance issues, or irregularities to Field Coordinator and Finance Coordinator.
• Maintain regular communication with base finance team to ensure timely collection and dissemination of financial information.
• Organizing regular weekly meetings with base finance team members.

Requirements

• Candidates should possess a B.Sc / M.Sc Degree with 5 - 10 years experience. 

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General Objective

• Under the direct management of PUI Deputy Country Director for Programs and the joint management of the Consortium Steering Committee (comprised of all consortium partners country representatives), the Consortium Coordinator key objective is to make sure that the consortium project activities are implemented in a coordinated, efficient, effective, timely and qualitative manner.
• She / he is the guarantor of effective and qualitative internal and external information management according to internal consortium agreed guidelines and donor requirements.
• The Consortium is led by PUI, in partnership with one or several partners.
• The Consortium Coordinator will aim to maximize the sectoral and geographical scope of the integrated approach that partners implement separately, as well as to enhance the quality and impact of their humanitarian action by combining resources, complementary expertise and access. Consortium Coordinator will ensure synergy among all partners.

Responsibilities and Tasks
Multi-Agency Team Coordinatio and External Representation:

• Chairs the Steering Committee and performs associated tasks, such as setting the agenda, taking the meeting notes, and disseminating the decisions made to the relevant staff and external stakeholders.
• Lead the management of the partnership between the different parties of the consortium to ensure smooth collaboration and ensure regular and open/transparent communication between consortium partners.
• Transmit the reports, contractual documents and other requested files to the concerned external partners and stakeholders.
• Ensure that PUI & partners Consortium Project teams are effectively playing their roles in terms of project oversight, team management, reporting and activities monitoring and reporting to any issues to the Consortium Steering Committee.
• Ensure that consortium project teams are properly supported in terms of technical aspects from the different partners’ technical coordinators / advisors and report any issues to the Consortium Steering Committee.
• Define the consortium internal communication schemes (including emails, internal meetings, reports…) and the consortium external communication schemes (including emails, external meetings, reports…)
• Organize project kick-off and close-out meetings.
• Make sure that different levels of coordination mechanisms are in place (finance coordination meetings and MEAL/Sector Working Groups as well as ad hoc thematic groups) are scheduled regularly, information shared and follow-up on action points.
• Ensure harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning.
• Visit and coordinate internal/external visits to monitor and supervise the proper implementation of the activities.
• Represent the consortium project teams toward any official external actors, donors, authorities, stakeholders, clusters.
• Lead the definition and implementation of consortium communication plan (specific logo, events, web, etc.);
• Contribute to the collection of context evolution information related to the area of implementation of the project and eventual security related risk

PROGRAM COORDINATION: ENSURE THAT THE ACTIVITIES ARE IMPLEMENTED IN A TIMELY AND QUALITATIVE MANNER BY ALL PARTNERS

Project Planning:

• Lead the definition of project implementation modalities and methodologies (including, but not limited to technical specifications, identification and registration of beneficiaries, distribution and sensitization).
• Ensure harmonization of methodologies and tools among consortium partners
• Together with the consortium project teams, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives.

Project Implementation Follow-up:

• Oversee and monitor the work of the consortium, ensuring that technical quality and standards are considered and respected during project implementation.
• Support consortium project teams in the implementation of all aspects of the project.
• Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner.
• Monitor output achievement and ensure a timely completion of the project.
• Consolidate monthly activity / indicator follow up, analyze them and support the consortium teams in introducing improvements in case of need
• Coordinate the development of all cross-cutting tools related to the consortium project (ToRs for consultants and evaluators, ad hoc reports, capitalization report).

Project Quality Control:

• Ensure, with the support from Consortium MEAL teams, that all MEAL activities are properly designed and effectively implemented and report any issue to the Consortium Steering Committee
• Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification.
• Coordinate and put in place a program learning system.
• Support in harmonization of quality standards in provision of services among the partners.
• Liaise with sectorial technical coordinator/advisors to supervise the quality of implementation of the project

Strategy Definition:

• Support the development and maintenance of a coherent consortium strategy across all partners.
• Anticipate, plan the exit strategy of the project.
• Define with consortium project teams the key messages and advocacy messages.
• Advocate towards various stakeholders: donors, cluster, authorities the defined messages.
• Propose operational development strategies.

Support Coordination:

• Ensure, with consortium finance teams, that all consortium partners finance departments are following consortium agreed procedures and guidelines and that financial information is effectively and timely shared.
• Follow up on cash burn rates, follow up on partners reimbursement, planning is done according to budget.
• Ensure, with consortium logistics teams, that all consortium partners logistics departments are following consortium agreed procedures and guidelines and that logistics information is effectively and timely shared.
• Define, follow up on procurement plan, technical tender analysis and selection of suppliers, stock & equipment management plan.
• Ensure, with consortium HR teams, that all consortium partners HR departments ensure sufficient and competent staff dedicated to the project.

Grants, Compliance & Audit Management:
Grants

• Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management.
• Make sure that an internal and external reporting schedule is designed and that it is agreed and respected by all consortium members.
• Supervise the collection and consolidation of narrative, financial, logistic, technical, etc. reports from consortium members for donor reporting.
• Supervise the preparation of documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners and HQ.

Compliance & Audit:

• Ensure that contractual obligations are met in terms of project deliverables.
• Ensure a proper information and archiving system across all consortium partners.
• Ensure the agreed controls, spot check, and internal consortium audit as agreed in the consortium partnership agreement, based on the due diligence / partner capacity assessment.
• Coordinate and lead at field level the answer to external audit request.

Team Management and Capacity Building:

• In collaboration with the HR department and line manager, participate in the recruitment process(es) of staff under his/her line management at base level by participating in drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews.
• Brief newly recruited personnel on their roles and responsibilities.
• Ensure the adherence of his/her subordinate(s) to all PU-AMI’s policies, rules and regulations.
• Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, training and capacity building, etc.) in collaboration with the Human Resources department and support from the line manager if needed.
• Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals every 6 months) to promote professional development.
• Assist the line manager in defining and implementing the required training(s) to subordinate(s) and other relevant colleagues regarding task to be developed on the framework of the project.
• Ensure good communication, coordination and the information level of concerned members of the field teams during regular coordination meetings (or other when required).
• Solve team conflicts and ensure team building and discipline.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Mandatory Requirements

• Language skills: Strong command in writing and editing documents in English
• Education degree: Master´s degree in project management, political sciences, international development, humanitarian studies, public administration, social science or other relevant areas; or equivalent professional experience
• Work experience: At least 5 years of experience in a similar role and/or areas of multi-sector program coordination.
  Experience in directly supervising and coordinating diverse teams (implementation/quality teams), Experience in coordinating multi-agency teams / interventions, Past work experience and/or knowledge of donor compliance requirements

Knowledge and Skills:

• Strong knowledge of donor requirements (procedures, reporting…)
• Strong experience in writing, reviewing and editing narrative and financial reports and excellent attention to detail.
• Extensive knowledge in Project Cycle Management (including activities, budgets, logistics…)
• Strong experience in negotiation and diplomacy
• Previous experience in managing teams with no direct hierarchy link
• Computer skills: Strong computer skills essential, including ability to operate Microsoft Word, Excel, database management software, statistical packages, GIS.

Others:

• Proven capacity for analyzing and synthetizing comprehensive information and technical data.
• Ability to write and edit reports under deadline pressure.
• Ability to guarantee effective and timely outputs.
• Good communications skills for public presentations.
• Ability to work autonomously and collaboratively as part of a diverse team and manage a varied workload.
• Self-motivated, flexible and adaptable to the needs of the team and organization.
• Proven management ability and inter-personal skills – team player.
• Problem solving and leadership skills.
• Ability to manage conflicting priorities in personal workload.
• A willingness to live and work in an insecure /secluded environment with strong movement restrictions.