Premiere Urgence Internationale Job for an Administrative and Financial Coordinator

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit,
non-political and non-religious international aid organization. Our
teams are committed to supporting civilians’ victims of marginalization
and exclusion, or hit by natural disasters, wars and economic collapses,
by answering their fundamental needs.
Our aim is to provide emergency
relief to uprooted people in order to help them recover their dignity
and regain self-sufficiency. The association leads in average 190
projects by year in the following sectors of intervention: food
security, health, nutrition, construction and rehabilitation of
infrastructures, water, sanitation, hygiene and economic recovery. PUI
is providing assistance to around 5 million people in 20 countries – in
Africa, Asia, Middle East, Eastern Europe and France.

Premiere Urgence Internationale is recruiting to fill the position below:

Job Title: Administrative and Financial Coordinator
Location:
Abuja
Status: Employed with a Fixed-Term Contract
Overall Objective

  • The Administrative and Financial Coordinator is accountable for
    the financial, accounting and budgetary management of the mission.

Tasks and Responsibilities

  • 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.
  • Coordination: He/She centralizes and diffuses information within
    the mission and to headquarters for all financial, administrative,
    legal and human resources aspects of the mission, and consolidates the
    internal and external reporting for these domains.
  • HR supervision: In the absence of HR coordinator (position not
    funded any more by main donors) and in support to the national HR team,
    he/she is in charge of supervising the HR department functioning. He/She
    is in charge of Expat HR management for all administrative subjects.
  • Relation with donors: He/She will be in charge of budgeting the
    proposals, doing the donor financial reports and organizing the audits
    of the projects on the field.
  • Relations with auditors : He/She supervises the audits on the field.
  • Representation: He/She represents the association in its
    relations with partners, authorities and different local players for the
    financial, administrative, legal and human resources areas of the
    mission.

Specific Objectives and linked Activities
1.) Ensuring Sound Financial, Budgetary and Accounting Management for the Mission:

Financial:

  • 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 also participates in the validation of procurement files.
  • 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.
  • 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 procurement procedures are respected and implements an internal control system.
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Budgetary:

  • He/She implement or update the mission budgetary framework for
    the year, and monitors/revises it at regular intervals, such as defined
    with the audit manager at headquarters, at least twice a year.
  • 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.
  • 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 in the
    mission and headquarters within 15 days following the end of the month,
    and analyses with them any discrepancies between forecast and actual
    figures.

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
    an electronic version within 10 days following the end of the month. Due
    to most of the projects being audited on the field, the paper
    accounting is sent on a regular basis to the headquarters when audits
    are completed.
  • He/She is responsible for the correct archiving of accounting documents according to the rules established by headquarters.

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.

2.) Ensure the flow of Information, Coordination and Representation on Financial issues:

  • He/She ensures efficient flow of information to field teams, the capital and headquarters.
  • Externally, he/she represents PUI with tax and administrative authorities (Tax Directorate, collection agencies…).
  • He/She also develops and maintains relationships with partner
    entities, particularly in the context of NGO coordination involving
    finance and donors.
  • He/She drafts or participates to the drafting of reports on
    internal operations in all matters concerning financial, budgetary and
    accounting issues of the mission.
  • He/She ensures administrative coordination at the mission level
    through regular visits to bases, controls, monitoring, training, etc…
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3.) Supervise and Manage Admin Teams:

  • He/She oversees the entire finance team, directly or indirectly.
    He/She writes or validates job descriptions and performs or delegates
    assessment interviews.
  • He/She leads working meetings, arbitrates conflicts, and determines priorities and timing of activities.
  • He/She supports the Base Manager and Admin/Log Manager in the
    performance of their finance activities, in a functional, not
    hierarchical, relationship.
  • He/She develops the action plan for the finance department according to the objectives defined in the mission’s annual program.
  • He/She participates in the recruitment of finance team members.
  • He/She ensures and/or supervises ongoing training in procedures
    and PUI tools for national and international members of the admin/fin
    team, in the capital and on bases.

Team Management
Number of people to manage and their position (expatriate/local staff):

  • Direct management:
    • National staff: 2 assistants
  • Indirect management:
    • National Staffs: 4

Required Profile

Education

Required:

  • Financial management / Accounting

Desirable:

  • Project management
  • Human Resource Management
  • Legal knowledge (contracts, HR…)

Professional Experience

  • Humanitarian
  • International
  • Technical

Knowledge & Skills

  • Knowledge of institutional donation procedures  – Required

Languages:

  • French
  • English
  • Other (specify)

Computing:

  • Office Pack (Including Excel)
  • SAGA

Personal Characteristics expected (team player, match for the position and the mission):

  • Great capacity to delegate
  • Resistance to pressure
  • Good Stress Management
  • Adaptability, priority management, practicality
  • Diplomacy and ability to negotiate
  • Good communication
  • Honesty and thoroughness
  • Ability to remain calm and level-headed
  • General ability to resist stress and particularly in unstable circumstances
  • Analytical
  • Organization and method
  • Reliability
  • Sense of responsibility
  • Great listening skills, empathy

Compensation
Monthly Gross Income: from 2 200 up to 2 530 Euros depending on the
experience in International Solidarity + 50 Euros per semester seniority
with PUI

Benefits

  • Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
  • Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
  • Housing in collective accommodation
  • Daily Living Expenses (« Per diem »)
  • Break Policy: 5 working days at 3 and 9 months + break allowance
  • Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months

How to Apply
Interested and qualified candidates should send their Application
(Resume and Cover Letter) to “Romain Gautier, Human Resources Officer
for Expatriates”, at: recrutement@premiere-urgence.org with the following subject: (caf-nga)

Application Deadline  30th November, 2016.

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