Administration and Finance Coordinator

Administration and Finance Coordinator/12317

• To assure financial transparency and the optimized management of the financial resources of the missions, fulfilling at all time with ACF internal procedures. To control and mitigate the financial risks of the Organization.
• To support and develop the staff of the Finance department in the mission in order to achieve an optimal management of the project cycle from a financial point of view, with a strict respect to the donor guidelines.

Objective 1: Mission Financial Management:

• To assure the financial equilibrium of the mission according to its yearly financial objectives.

• To follow the financial planning of the mission through the standard financial management tool (FMT) and update it on a monthly basis.

• To carry an exhaustive control of the coverage plan (CCP: Cost Coverage Plan) and monitor the cost structure of the mission.

• Assure the monthly delivery of updates of monthly budget follow ups (BFU) to the coordination team, Head of Bases and administrative teams. Ensure the full involvement of all departments

• Elaborate the budget for the proposals or reformulations of the signed contracts, as well as the financial reports of the missions, assuring the delivery on time to HQ for its submission to donors.

• Follow up and analysis of all Mission’s financial risks. -Supervise the control on local partner expenditure (based on their contracts / budgets) in coordination with HoB ,DCD Operations and Area coordinator.

Objective 2: Mission Treasury and Accountancy Supervision:

• Supervise and validate the monthly closing of the accountancy, following the controls defined in the “Contadoc” document of the mission and according to the established deadlines.

• Assure the respect of the administrative and financial procedures established by ACF-E and the donors. Define the treasury flows in the mission Cash Management Policy and supervise its correct implementation. Control the treasury level to the minimum operational.

• Assure the correct and punctual delivery of the fortnightly treasury forecast. Prepare the treasury advance requests for all contract not yet signed . Follow up of all payments received at mission level. Manage relationship with banks.

Objective 3: Administrative management of the mission and control the respect of the expenditure authorization procedure:

• Control and supervision of the respect of any rule regarding the quality and archiving of all administrative and financial documentation according to ACF and donor guidelines. Represent the mission in front of the administrative representatives of other international and national organizations in-country.

• Assure the respect of local law and any tax obligation by the mission. Follow up of ACF’s national framework agreement in-country.

• Initiate and/or develop relationships with local authorities for any financial related matter. Plan and follow up of internal and external audits in coordination with headquarters.

Objective 4: Relationship with counterparts: Train partners on ACF accounting and financial procedures.

• Supervise on a 3-month basis at least the partner’s invoices. Supervise the recording of transactions of partners in Agresso.

• Consolidate financial reports sent by partners. Follow up of any treasury request by any partner.

Objective 5: Management of the mission Administrative and Finance teams: Plan, develop and assure a correct team structure for the Finance department in the mission.

• Assure the motivation, communication and coordination within the Finance team.. Solve any possible interpersonal conflict if needed. Process Evaluation of staff .
• Conduct the evaluations of the team under his/her responsibility and assure that all evaluations of the Finance team are done. Contribute to the draft and follow up of any individual action plan of the department.
• Identify the needs of training of the Finance team in coordination with HR department. Respect the security plan and follow up of the respect of these rules by the Finance team. -Communicate to the security focal point any security-linked information if needed

• Minimum 2 years previous experience in humanitarian sector as head of department of finance and admin department at base or at capital level. Proven experience in the preparation of multi-year budgets, financial reports, budget follow up, forecasts, financial plans, audit reports. Proven experience with preparation of HR salary grid/scale. Deep understanding of procurement policies and procedures. Previous experience of working in agencies with partnerships with local NGOs.
• Higher education in management, economics or any related field.
• Profound knowledge of donor guidelines. Knowledge of ACF desirable (organization, mandate, strategy, procedures).
• International experience. Demonstrated capacity to work in multicultural environments. Good communication skills. Proven team-work experience and of coordination of staff under supervision, while ensuring their capacity building.
• English (additional knowledge of Arabic will be an asset) Very strong command of MS Office.
• Advanced level of Excel. Experience with accounting programs like SAGA, Agresso, etc.

Incorporation into a multicultural, professional and innovative organization with the possibility of participating in projects with high social impact.

• Contract length: 12 months.
• Base: Port Sudan/ Khartoum
• Family duty station NO
• Compensation Package consisting of:
  • Salary: according to Action Against Hunger salary scale and according to candidate’s previous experience.
    • Action Against Hunger - Spain remuneration system allows a salary progression based on the annual development appraisal.
    • This packaged includes:
      • Expatriate insurance (health, live, repatriation, travel, etc.)
      • Yearly holiday return flight ticket
      • Accommodation and housing expenses
      • Travel costs to and from the mission.
      • Breaks
      • 26 working days of paid leave per year

Due to the high number of application received, only potential applicants will be contacted.
In the process of recruitment, selection and appointment Action Against Hunger implement a range of procedures and actions including Criminal Background Checks/International vetting/Certificate of good conduct to ensure children and vulnerable adults are safeguarded and abuse is prevented.

Action Against Hunger provides equal opportunities to candidates regardless of their origin, nationality, race, gender, regional and sexual orientation. This vision aims to integrate equal treatment and opportunities among females and males in all HR processes and policies within the organization.