Country Finance and Administrator/Deputy 132 views


Country Finance and Administrator/Deputy

  • Added Date: Friday, 29 November 2019
  • Deadline Date: Friday, 13 December 2019
  • Organization: International Volunteer Service for Development
  • Country: occupied Palestinian territory
  • City: Bethlehem
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  • Country: Palestine

    Location: Bethlehem, with field missions in the working areas

    Departure: January 2020

    Duration: 12 months (renewable)

    Reporting to: the Regional Finance Coordinator will be the functional referent and the Country Representative (CR) will be the hierarchical referent in the country.

    Description of the context of the Mission

    VIS has been present in Palestine since 1986. In over thirty years of work in cooperation projects in the country, VIS has mainly focused its activities on integrated interventions in the psycho-social, technical-professional and renewable energy sectors for the benefit of Palestinian youth. Over the years VIS has strengthened the relationship with its strategic partners such as the Salesian Middle East Province and the University of Bethlehem by supporting and sustaining the Salesians in their social commitment and by developing higher education projects. As part of its commitment in Palestine, VIS has also implemented some emergency initiatives. This is a sector in which VIS is increasing its commitment and its specific expertise: as outlined in the strategy planning of the organization, children and young people (priority target of VIS actions) are among the most vulnerable groups and are exposed to the consequences of disasters and conflicts. Moreover, education (priority sector of the VIS) is a key response factor even in an emergency context.

    Purpose of the position

    The Country Finance and Administrator must guarantee the correct, transparent and effective administrative and accounting management of VIS interventions in Palestine. Furthermore, he/she will be in charge of guaranteeing the efficient organization of the local office. Concerning the logistic he/she will be in charge of the administrative management and the management of the local staff. He/she will guarantee the compliance of the projects with the requirements foreseen in the agreements with the donors and with the administrative and financial procedures of VIS.

    The Country Finance and Administrator reports directly to the Country Representative (CR) and to the Regional Finance Coordinator, for technical aspects. Furthermore, the Country Finance and Administrator will perform the function of Deputy. He/she will collaborate with the CR in defining the strategy and relations with individual donors for the technical part of planning and implementation of the proposed activities and for the reporting of the projects.

    Activities to be implemented

    The main responsibilities and duties of the Country Finance and Administrator are:

    · To contribute to the operational and financial planning of the country based on the indications received from the Planning and Control Unit and to the already existing / planned programmes.

    · To elaborate the financial plans of the projects, in collaboration with the Regional Finance Coordinator and the Country Representative(CR).

    · Upon approval of the project, prepare administrative documentation in collaboration with the Regional Finance Coordinator.

    · To contribute to the formulation of the fund requests sent by the Country Representative, to HQ.

    · To ensure proper management of the administrative and accounting documents of the projects, including the documentation required by the auditors and the donor.

    · To ensure proper management of cash, bank accounts and related reconciliation on a monthly basis.

    · To update and check the local petty cash book, through the accounting software (GIVE) and send the bank statements and cash statement records to the Regional Finance Coordinator, regularly.

    · To ensure proper administrative management of the national staff (salaries, contracts, holidays, permits …), if present.

    · To monitor in collaboration with the CR and the Project Managers, the economic-financial progress of the projects, by elaborating up financial plans, procurement plans and reporting any deviations from the approved budgets.

    · To prepare the necessary documentation for the implementation of procedures for procurements and service contracts.

    · To elaborate the intermediate and final financial reports under the supervision of the Regional Finance Coordinator and in collaboration with the CR and the Project Manager. In the case of a local donor, management of relations with the auditor, presentation of the report and submission to additions and changes requested by the donor in agreement with the CR, the PM and the Regional Finance Coordinator.

    · To keep the inventory of all the assets owned by VIS constantly updated and possibly manage the stocks in an appropriate warehouse by avoiding damage to the stored goods.

    · To keep the list of reliable local suppliers and contracts stipulated with suppliers constantly updated in order to use it during the process of purchasing goods and services.

    · Keep the list of contacts of the expatriate and local staff of the Mission constantly updated (for all the offices in the country) and send it to Human Resources at each update.

    As Deputy the main tasks and activities are:

    Internal / external relations and planning:

    · To collaborate with the CR and with the Regional Coordinator (Administrative and Programs) in the drafting of the budget and narrative for new project proposals;

    · To collaborate in the promotion of the organization in the appropriate fora for raising institutional funds and new partners in support of VIS Palestine activities;

    · To contribute to the country’s operational and financial planning by supporting the CR in the development of the Country strategy.

    · Participate in feasibility and assessments studies, by contributing to the development of the ToRs.

    · To ensure compliance with donor and internal VIS procedures.

    In the absence of the Country Representative (CR), he/she will assume the role ad interim by taking care of the following tasks:

    · Maintaining relationships with donors, local institutions, partners and other stakeholders by actively participating in meetings and on-site coordination mechanisms (cluster meetings…).

    · Being responsible for the security of the expatriate (workers, volunteers and interns) and local staff by monitoring information related to the security of the country and with respect to the areas of intervention and ensuring compliance with the guidelines of the Country Security Plan.

    · Management of vehicles use by providing authorization to the staff movements.

    · Managing the reception of consultants and headquarters coordinators on mission.

    Necessary requirements

    Education and professional requirements:

    · Degree in economics or related subjects.

    · Training courses in administrative and accounting management.

    · Training courses in international cooperation, PCM, etc. are considered as an asset.

    · Good knowledge of Excel and accounting software.

    · Excellent knowledge of written and spoken English.

    Expertise:

    · Previous experience (at least 3 years) in the administrative-accounting management of development cooperation projects.

    · Previous experience in financial reporting of projects financed by institutional donors. Knowledge of the procedures of the main institutional donors (AICS, EU).

    · Knowledge of the Middle East and the Arab-Israeli conflict.

    · Experience in writing project proposals (budget and narrative).

    · Experience in feasibility studies and assessments.

    Abilities:

    · Ability to supervise and to have an overall view of economic and financial aspects.

    · Ability to react to the unexpected.

    · Ability to be a strong team player

    Personal Requirements:

    · Strong spirit of adaptation

    · Good attitude to problem solving

    · Ability to collaborate with religious counterparts



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