Administrative & Finance Coordinator – ACF International
Adminitrative & Finance Coordinator/5230
Duration: 6 months
Start date: ASAP
You’ll contribute to ending world hunger by …
Head of the financial and administrative management of the mission, coordinating and leading the mission Admin team in the capital and the bases. In charge of assuring the administrative and financial procedures of the mission according to ACF-Spain rules and the local law, while working closely with other support departments (Logistics, HR) to ensure accountability and compliance for and towards donors, ACF HQ, GoS, beneficiaries, any other relevant stakeholders.
Position General Purpose:
- 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.
- To assure fully trained and motivated teams
Key activities in your role will include
- 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 and HoP.
- 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 (Z2). 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 Aggresso. 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.
Do you meet the profile required criteria?
- Minimum 3-4 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.
Our remuneration package:
We offer immediate incorporation to a dynamic international network with the following remuneration package:
- Formal work contract: 6 months
- Base: Khartoum
- Compensation packaged: from 29.520 € to 34.800€ gross/year divided in 12 payments and based on experience y context. This salary includes a base salary + context plus + living expenses and per Diem (*)
- Guest House or similar accommodation covered by the organization
- Travel costs to and from the mission.
- Expat Health, repatriation, travel, and life insurance covered by the organization
- Extra per month and per child (Under 18 years old): from 100€ to 225€ monthly (according to the standard list of Action against Hunger -Spain).
- Break additional rest period, including travel cost to a reference area and economic help of 215€.
- 25 working days of paid leave per year.
(*) in local currency subject to unexpected changes in currency exchange
Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.
Background of Action against Hunger
Action against Hunger is a non-governmental, non-political, non-religious, non-profit organization, which was established in 1979 to deliver aid in countries throughout the world, having worked in over 50 countries so far. The aim of Action against Hunger is to save lives by combating hunger and diseases that threaten the lives of vulnerable children, women, and men.
AAH was established in Sudan in 2018, AAH is currently assisting crisis-affected populations in Central Darfur, South Kordofan, and White Nile states of Sudan with emergency intervention and/or nutrition-sensitive integrated programs. In South Kordofan and White Nile, Action against Hunger implementation partner is CAFA and JMCO in Central Darfur.
While carrying out its activities, Action against Hunger (AAH) respects the 6 following principles:
Independence: Action Against Hunger acts according to its own principles to maintain its moral and financial independence. Action against Hunger’s actions are not defined in terms of domestic or foreign policies nor in the interest of any particular government.
Neutrality: A victim is a victim. Action against Hunger maintains strict political and religious neutrality. Nevertheless, Action against Hunger might denounce human rights violations it may witness, as well as obstacles put in the way of its humanitarian action.
Non-discrimination: Action Against Hunger refutes all discrimination based on race, sex, ethnicity, religion, nationality, opinion, or social class.
Free and direct access to victims: Action against Hunger demands free access to victims and direct control of its programs. Action against Hunger uses all means available to achieve these principles and will denounce and act against any obstacle preventing it from doing so. Action against Hunger also verifies the allocation of its resources to ensure that the resources reach those individuals for whom they are destined. Under no circumstances can partners working together with or alongside Action against Hunger become the ultimate beneficiaries of Action against Hunger aid programs.
Professionalism: Action Against Hunger bases the conception, realization, management, and assessment of its programs on professional standards and its years of experience to maximize its efficiency and the use of resources.
Transparency: Action Against Hunger is committed to respecting a policy of total transparency to beneficiaries, partners, and donors and encourages the availability of information on the allocation and management of its funds.
Headquarters location: Paris, France