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Tuesday, October 5, 2010

Action Against Hunger-USA

Finance & HR Coordinator / Mission Opening

Closing date: 31 Oct 2010

Location: Abuja, Nigeria

Location information: Abuja (regular field visits)

Job Objectives:

Objective 1: Mission's Finance department is properly set-up (in direct collaboration with Log/Admin Coordinator)

Activities :

* To set up proper financial management, in liaison with Log/Admin CO, HQ and CD:

* Collaborate intensively with all staff to ensure the most effective management of contracts

* Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission

* Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA

* Controlling the expenses of the mission and strictly manage the funds of the mission's donor contracts

* Provision of updates on rate of expenditure of budgets

* Controlling bank transfers, money withdrawal, 'in country' cash management, currency exchanges, etc

* Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general

* Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines

* Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)

* Ensuring the correct filing of invoices of the mission's accounts

* Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself

* Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy

* Follow the mission's payables and receivables to certify that the organization remains up-to-date

* Create and implement a mission financial plan

* To set up proper administrative management, in liaison with PM / Field Co / Tech Co / CD

* Ensure adherence to the administrative and financial conditions of the Donor contracts

* Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission

* Maintain relations (regarding administrative issues) with other NGOs / international organizations in country

* Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services

* Contract management for all ongoing contracts

* Registration of Organization - ensure adherence to ongoing requirements and procedures

Objective 2 : Mission's HR department is properly set-up (in direct collaboration with Log/Admin Coordinator)

Activities :

* To set-up proper national HR management

* Co-ordination and implementation of national human resources policy and procedures - to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions

* Payment of salaries, and taxes and social charges to the relevant authorities

* Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.

* Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.

* Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like

* Labour legislation - ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)

* To set-up proper international HR management

* Follow-up of expatriates' contracts: renewal, insurance cover, incoming / returning formalities

* Produce monthly human resources package

* Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets

* Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and AAH

* Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances

* Responsible to manage medical evacuation (if necessary)

Objective 3: Other

* Involvement in the coordination team

* To ensure good team work and communication with the other team members of the coordination team

* To remain aware of the programs and the technical aspects of the programs

* To manage relations with authorities and donors when related to tasks (for example: justice department, MFA, donors for financial issues, etc)

* Training

* Train and continually develop the administrative / financial capacity of the administration staff of the mission

* Train the expatriates in financial / HR procedures (sensitization to budget follow-up, recruitment, evaluation, etc)

* Travel to bases to form staff, offer support and/or audit as necessary


Education / Specific Degrees / Special Skills :

* Strong financial background (accountancy or financial management). Ability to analyze budgets and make financial forecasts.
* Staff management experience and strong HR Management skills
* Rigorous organizational (definition of priorities, delegation, training)
* Good computer skills (Word, Excel, Accountancy packages, and system management)
* Initiative and flexibility - and wider vision of further impact of the administrative issues
* Ability to adapt, multitask and deal with stressful situations
* Team player and good communication skills

Humanitarian field experience requested: YES

How to apply

Please apply online at :

Reference Code: RW_89SU9K-1

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