Job ID
41086
Job Title
FINANCE COORDINATOR
To work for
PUI | Première Urgence Internationale
Country
Syria
City
Damascus
Field of Work
Analysis/Statistic - Finances/Accountancy - Humanitarian/Disasters
Job Type
Full time
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Overview:
- Financial, budgetary and accounting management:
He/She is responsible for all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow.
- Representation:
He/She represents the association in its relations with partners, authorities and different local players for the financial, administrative, and legal and areas of the mission.
- Coordination:
He/She centralizes and diffuses information within the mission and to headquarters for all financial, administrative, legal aspects of the mission, and consolidates the internal and external reporting for these domains.
SPECIFIC OBJECTIVES AND LINKED ACTIVITIES:
. Ensuring sound financial, budgetary and accounting management for the mission
01- Finance
- He/She elaborates and updates monitoring charts to ensure the financial equilibrium of the mission and prevent risks. He/She analyses financial information, and shares his/her conclusions with the coordination team, the base managers and the appropriate technical managers, as well as with the audit manager at headquarters.
- He/She ensures the implementation and correct use of financial, accounting and budgetary procedures and management tools throughout the mission. He/She is responsible for briefing new expatriates and local employees on these rules and organizes ad hoc training when necessary.
- He/She ensures, amongst other things, that expenditure procedures are respected and implements an internal control system.
- He/She also participates in the validation of procurement files.
- He/She guarantees the compliance and the reporting of the allocation of each shared cost in accordance with the PUI procedure.
- He/She is in charge of accounting and administrative documents and requests, during financial audits on the mission and at headquarters, and supervises their transmission to the audit focal point.
- He/She is responsible for financial audits on the mission and supervises the transmission to headquarters of the necessary documents and information within the framework of headquarters’ audits.
02- Budgeting
- He/She pilots the development of the mission budgetary framework for the year, and monitors/revises it at regular intervals, such as defined with the audit manager at headquarters.
- He/She formulates project budgets within the framework of operations proposals (including budgetary narrative), respecting the procedures for each donor, in coordination with the coordination team and the appropriate field managers.
- He/She ensures therefore the cost coverage strictly linked to the proposed programs, but also to the fair distribution of mission operating costs throughout each project.
- He/She prepares each month the budgetary monitoring for each project, which he/she communicates to the appropriate players inthe mission and headquarters in accordance with the PUI financial calendar and analyses with them any discrepancies between forecast and actual figures.
- He/She carries out budgetary projections at regular intervals in order to ensure the optimization of budgetary resources while respecting the eligibility and flexibility rules of each donor. -
- He/She proposes where necessary budgetary adjustments, which could necessitate requests for contractual amendments. He/She takes into account the contractual timing required for presenting an amendment and ensures that all the documents are transmitted in due time to headquarters.
- He/She ensures, throughout each project, that funds are correctly attributed, respecting the contractual framework in terms of eligibility rules (date, nature and procurement procedures) and reporting intervals.
- He/She produces external financial reports for the donors that he/she transmits to the Head of Mission for transmission to headquarters with all the documents constituting the contractual report.
03- Accounting
- He/She supervises the accounting assignment of transactions, ensures that expenditure is correctly assigned and carries out the monthly accounting closure having carried out all the necessary controls. - He/She then transmits the monthly accounts to headquarters in accordance with the PUI accounting monthly closing procedure.
- He/She is responsible for the correct archiving of accounting documents according to the rules established by headquarters.
04- Cash Flow
- He/She establishes the provisional cash flow with the teams and transmits to headquarters requests for transfers. 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.
- He/She is responsible for the bank accounts and funds for which he/she regularly controls the balances, and he/she organizes fund movements to the mission permanently mindful of the security of the transferred and stocked funds.
- He/She ensures that payment requests to donors are made in accordance with contractual conditions whether it is a HQ or field fund transfert.
- He/She ensures compliance with procedures concerning the funds transfer channels used by the mission are respected.
- He/She validates the fund security policy with the HoM.
. Ensuring the circulation of information, the coordination and the representation on financial issues
- He/She ensures an efficient circulation of information to field, capital and headquarters teams.
- He/She drafts or participates in the drafting of internal activity reports for everything dealing with financial, budgetary, accounting, issues for the mission.
- He/She ensures the finance coordination at mission level by regular visits to the bases, controls, monitoring, training, etc…
- Externally, he/she represents PUI with the tax and administrative authorities (Tax office, collection organizations…).
- He/She develops and maintains relationships with partner entities, particularly in the context of NGO coordination involving finance and donors.
. Supervising and managing the finance team members
- He/She supervises all the finance team members, directly or not. He/She animates work meetings, arbitrates possible conflicts, and defines priorities and activity timings.
- He/She participates in the recruitment of members of the finance department. He/She drafts and validates job descriptions and carries out or delegates performance appreciation interviews.
- He/She ensures and/or supervises continuous development training for procedures and tools of PUI for local and international members of the finance department, at the capital and on the bases.
- He/She supports the Base Managers in their finance activities, in a functional and non-hierarchical relationship.
- He/She elaborates the finance department action plan according to the objectives defined in the annual mission program.
- Financial, budgetary and accounting management:
He/She is responsible for all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow.
- Representation:
He/She represents the association in its relations with partners, authorities and different local players for the financial, administrative, and legal and areas of the mission.
- Coordination:
He/She centralizes and diffuses information within the mission and to headquarters for all financial, administrative, legal aspects of the mission, and consolidates the internal and external reporting for these domains.
SPECIFIC OBJECTIVES AND LINKED ACTIVITIES:
. Ensuring sound financial, budgetary and accounting management for the mission
01- Finance
- He/She elaborates and updates monitoring charts to ensure the financial equilibrium of the mission and prevent risks. He/She analyses financial information, and shares his/her conclusions with the coordination team, the base managers and the appropriate technical managers, as well as with the audit manager at headquarters.
- He/She ensures the implementation and correct use of financial, accounting and budgetary procedures and management tools throughout the mission. He/She is responsible for briefing new expatriates and local employees on these rules and organizes ad hoc training when necessary.
- He/She ensures, amongst other things, that expenditure procedures are respected and implements an internal control system.
- He/She also participates in the validation of procurement files.
- He/She guarantees the compliance and the reporting of the allocation of each shared cost in accordance with the PUI procedure.
- He/She is in charge of accounting and administrative documents and requests, during financial audits on the mission and at headquarters, and supervises their transmission to the audit focal point.
- He/She is responsible for financial audits on the mission and supervises the transmission to headquarters of the necessary documents and information within the framework of headquarters’ audits.
02- Budgeting
- He/She pilots the development of the mission budgetary framework for the year, and monitors/revises it at regular intervals, such as defined with the audit manager at headquarters.
- He/She formulates project budgets within the framework of operations proposals (including budgetary narrative), respecting the procedures for each donor, in coordination with the coordination team and the appropriate field managers.
- He/She ensures therefore the cost coverage strictly linked to the proposed programs, but also to the fair distribution of mission operating costs throughout each project.
- He/She prepares each month the budgetary monitoring for each project, which he/she communicates to the appropriate players inthe mission and headquarters in accordance with the PUI financial calendar and analyses with them any discrepancies between forecast and actual figures.
- He/She carries out budgetary projections at regular intervals in order to ensure the optimization of budgetary resources while respecting the eligibility and flexibility rules of each donor. -
- He/She proposes where necessary budgetary adjustments, which could necessitate requests for contractual amendments. He/She takes into account the contractual timing required for presenting an amendment and ensures that all the documents are transmitted in due time to headquarters.
- He/She ensures, throughout each project, that funds are correctly attributed, respecting the contractual framework in terms of eligibility rules (date, nature and procurement procedures) and reporting intervals.
- He/She produces external financial reports for the donors that he/she transmits to the Head of Mission for transmission to headquarters with all the documents constituting the contractual report.
03- Accounting
- He/She supervises the accounting assignment of transactions, ensures that expenditure is correctly assigned and carries out the monthly accounting closure having carried out all the necessary controls. - He/She then transmits the monthly accounts to headquarters in accordance with the PUI accounting monthly closing procedure.
- He/She is responsible for the correct archiving of accounting documents according to the rules established by headquarters.
04- Cash Flow
- He/She establishes the provisional cash flow with the teams and transmits to headquarters requests for transfers. 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.
- He/She is responsible for the bank accounts and funds for which he/she regularly controls the balances, and he/she organizes fund movements to the mission permanently mindful of the security of the transferred and stocked funds.
- He/She ensures that payment requests to donors are made in accordance with contractual conditions whether it is a HQ or field fund transfert.
- He/She ensures compliance with procedures concerning the funds transfer channels used by the mission are respected.
- He/She validates the fund security policy with the HoM.
. Ensuring the circulation of information, the coordination and the representation on financial issues
- He/She ensures an efficient circulation of information to field, capital and headquarters teams.
- He/She drafts or participates in the drafting of internal activity reports for everything dealing with financial, budgetary, accounting, issues for the mission.
- He/She ensures the finance coordination at mission level by regular visits to the bases, controls, monitoring, training, etc…
- Externally, he/she represents PUI with the tax and administrative authorities (Tax office, collection organizations…).
- He/She develops and maintains relationships with partner entities, particularly in the context of NGO coordination involving finance and donors.
. Supervising and managing the finance team members
- He/She supervises all the finance team members, directly or not. He/She animates work meetings, arbitrates possible conflicts, and defines priorities and activity timings.
- He/She participates in the recruitment of members of the finance department. He/She drafts and validates job descriptions and carries out or delegates performance appreciation interviews.
- He/She ensures and/or supervises continuous development training for procedures and tools of PUI for local and international members of the finance department, at the capital and on the bases.
- He/She supports the Base Managers in their finance activities, in a functional and non-hierarchical relationship.
- He/She elaborates the finance department action plan according to the objectives defined in the annual mission program.
Qualifications
- Education : University degree in Financial/accounting management Project management , Human Resources Management or a related field
- Professional Experiences: Minimum 5 years of experience in a similar managerial position (NGOs/private companies)
- Professional Experiences: Minimum 5 years of experience in a similar managerial position (NGOs/private companies)
Specific Vacancy Requirements
- Language skills: Excellent command in writing and editing documents in English
- Computer Skills: Strong computer skills essential, including ability to operate Microsoft Word, Excel, Project & database Management software
- Technical skills:
- Good skills in reports and contracts redaction
- Good knowledge of institutional donor (OFDA, ECHO, UN agencies, etc.) procedures and financial guidelines.
- Knowledge of humanitarian actors
- Good management and pedagogical skills
- Excellent communication and diplomacy skills to manage relationship in potentially tense situations
- Computer Skills: Strong computer skills essential, including ability to operate Microsoft Word, Excel, Project & database Management software
- Technical skills:
- Good skills in reports and contracts redaction
- Good knowledge of institutional donor (OFDA, ECHO, UN agencies, etc.) procedures and financial guidelines.
- Knowledge of humanitarian actors
- Good management and pedagogical skills
- Excellent communication and diplomacy skills to manage relationship in potentially tense situations
Salary and Benefits
As per premiere urgence internationale salary scale
Required employees number
1
Posted On
Oct 16, 2024
Expiry Date
Nov 15, 2024
CV Language
English