Country: Somalia
Closing date: 30 Aug 2013
Description
Action for Relief and Development (ARD) is a Non-Governmental Organization (NGO) operating in South/Central Somalia.
ARD seeks to address the causes and consequences of human suffering and poverty amongst some of the most vulnerable communities in South/Central and Somalia at large through participatory relief and development invention in partnership with Governmental and Non-Governmental Organization.
ARD is recruiting a qualified Finance and Operations Manager to be based in Mogadishu on three (3) years contract with a possibility of extension.
The successful candidate should be willing to travel to overseas.
Job Summary
ARD is seeking an enthusiastic Finance and Operations Manager for a 3-year, with extensive experience of managing a broad operations function preferably within the charitable, media or development sector to ensure the efficient running of its busy head office in Mogadishu and to support its six field offices.
The post holder will work with the Director to ensure effective financial and organization management and will be responsible for all financial, accounting, procurement and compliance aspects of the program; the role will include some responsibility for managing HR and IT systems. We are particularly keen on candidates with experience of working in Humanitarian Aid organizations with field offices in remote locations and who have managed or implemented change.
Specific Tasks and Responsibilities
- Oversee the preparation of internal financial and budget reports, and keep records of and follow-up on all reports submitted by the field office to HQ.
- Responsibility for the day-to-day financial management, including line management of the office administrator and any contractors or interns engaged around these functions
- Monitor budgets and inform management about their status; prepare burn trackers and spending projections.
- Review and monitor internal control systems and procedures on a regular basis to ensure compliance, transparency and effective utilization of resources.
- Co-ordinate and support the Programmes and Monitor cash and bank operations.
- Supervise and ensure timely submission of financial reporting to the Donor.
- Oversee day to day operations (including procurement).
- Supervise the administration and procurement unit and ensure its efficient and effective operation.
- Oversee development of key HR policies and personnel manual, and ensure their adherence to local labor laws.
- Oversee day to day personnel issues, staff development and training activities.
- To support the professional development of administrative assistant(s)
- Provide administrative support to the Board
- Develop and coordinate special projects as requested by the Executive Director.
Financial management
- Produce monthly management accounts including accurate forecasts for P&L, cash flow and balance sheet and descriptive explanations of variances to budget
- To ensure that the ARD’s financial records are up to date and accurate, and that bank and balance sheet reconciliations are undertaken on a monthly basis
- To work with the Director and Head of Programmes on preparing full financial budgets for fundraising and service delivery
- To manage the ARD’s payroll and related activities
- To ensure that procurement procedures remain observed within the organization.
- To ensure that income received is recorded and banked, and that invoices are paid in a timely manner
- To supervise any administrative functions related to the financial management, including the maintenance of the petty cash system
- To manage the ARD’s cash flow and transfers between the ARD’s current, deposit and foreign currency accounts
- To prepare statutory accounts and annual audit
- To monitor departmental budgets against work plan
- To prepare of financial reports for international donors and other funders
- To maintain rate sheets for freelance contributors and consultants
HR
- Provide oversight of the implementation of HR policies and procedures
- To oversee and manage staff recruitment and induction
- To prepare and maintain staff and consultant contracts
- To review and update the staff handbook, and office policy and procedures
- To organise in liaison with Section Heads relevant staff training
- To act on behalf of the management team as a liaison point for staff on HR related matters and consultations with HR Manager
Organization Management / Governance
- To liaise as required with accountants, and financial and legal advisers
- To ensure the observance of the organization’s financial policy and procedures manual, and updating the manual as required in consultation with the Director and the Board of Trustees
- To assist the Director and the Board of Trustees in reviewing and maintaining the organization’s risks register
- To support the Director and Chair in ensuring that board papers are circulated
- To assist the Director in organizing and taking minutes at meetings of the full Board of Trustees, as well as the board’s Executive and Finance Committees
- To draw up, and ensure that contracts with external delivery partners are observed
- To work with the Director and Board on developing and implementing fundraising opportunities
IT management
- To plan, with the Director, the on-going development of the ARD’s IT systems
- To ensure that the ARD’s IT systems are well maintained and updated
- To ensure the security of the ARD’s electronic records
- To ensure staff have appropriate support in their use of the ARD’s IT systems
- To ensure that there are appropriate IT contingency plans in place
Other duties and tasks
- To be largely self-servicing, undertaking appropriate administrative tasks as required
- To work within policies, procedures and budgets set by ARD’s Board, including the equal opportunities policy.
- To be aware of, and work within Health and Safety legislation
- To liaise with the landlord on all relevant matters relating to the ARD’s office lease and occupancy, including security issues
- To ensure that the office and its furniture and fittings are clean, safe and well maintained
- To ensure that there is adequate provision of utilities and telecoms to the ARD’s offices
- To plan, with the Director any changes to the ARD’s office provision
- To act at all times in the best interest of the ARD, and its Donors / partners.
- To work with other staff members and volunteers, including involvement in staff meetings, reporting on work undertaken etc.
- To prepare for, and attend, regular supervision and annual appraisal
- To work with the Director / Treasurer to identify own training needs, and undertake such training
- To carry out other duties as may from time to time be reasonably required
*Qualifications, Experience and Skills
- BA Finance/Accounting or equivalent. CPA, MBA or Master’s in accounting, finance or other relevant field is preferred.
- Minimum 4 years accounting experience including the production and analysis of management accounts
- 4 years’ experience working with international NGOs in management positions with Finance, Administration and Human Resources functions.
- Experience of working with non-financially trained staff in developing their financial skills in relation to budget management
- Experience with the financial management of USAID funded programs/projects Preferred
- Experience of processing finance transactions through an accounting system.
- Experience with Excel and QuickBooks. Experience using Microsoft Dynamics accounting products preferred.
- Experience of creating new finance and administration systems
- Experience of running the day to day office requirements and ability to plan ahead/anticipate organizational requirements
- Line management experience including the professional development of direct reports
- Experience of managing IT networks (software, hardware and web-based systems) for core business delivery
- Excellent communication, problem-solving, teamwork and leadership skills.
- Understanding of the socio-cultural issues and nuances of working with community, civil society and government settings is highly desirable
- Fluency in Somali and English language is required.
How to apply:
All interested applicants should send their application attaching their CV and a letter of motivation no later than 30th August 2013 to: hr@actionrelief.net; and copy to jobs@actionrelief.net with subject line: “Finance and Operations Manager.”
ARD is an Equal Opportunity Employer, promoting gender, equity and diversity. Female candidates are strongly encouraged to apply.