Finance and Administration Manager PHAP

International Association of Professionals in Humanitarian Assistance and Protection

Brussels, Belgium

Summary

The International Association of Professionals in Humanitarian Assistance and Protection (PHAP) AISBL is recruiting a full-time Finance and Administration Manager to begin work in February 2012 at its headquarters in Brussels. As an integral part of a small and dynamic professional team, the main responsibility of the Finance and Administration Manager will be to maintain the proper functioning of financial and administrative processes and procedures of the Association, in coordination with other staff members and an external accounting firm, as well as to assist the CEO, Head of Operations, and Treasurer of the Association with budgeting and forecasting of revenue and expenses.

About PHAP

PHAP is an association made of and governed by individual professionals engaged in humanitarian action. Established in Brussels in mid 2010 as an International Non-Profit Organization under Belgian law, PHAP’s mission has been designed to respond to a growing demand for professional development, networking, and knowledge-sharing opportunities among individuals deployed in the context of humanitarian crises. One of PHAP’s main activities is the organization of a series of advanced professional trainings and workshops on Humanitarian Law and Policy. These multi-day events, organized in many locations around the world, offer a unique opportunity for mid-career professionals to develop strategic and managerial skills; deepen their understanding of applicable legal, policy, analytical, and operational frameworks; and expand their informal networks. For more information about PHAP and its activities, see http://www.phapinternational.org/.

Conditions

• Starting date: February 2012;
• Based in Brussels;
• Indefinite contract with probation period;
• Gross salary: based on experience;
• Lunch vouchers for each day worked.

Tasks

Reporting to the President and CEO, the Finance and Administration Manager will:

In terms of finance management:

• Ensure compliance with applicable internal financial policies and procedures on an ongoing basis, and work with the CEO and Head of Operations to improve existing policies and procedures and develop new ones as needed.
• Maintain a payment approval system and manage accounts payable (AP), including invoice/ expense claim verification, approval, and payment.
• Manage accounts receivable (AR), including issuing of invoices for membership dues and event registration fees, following up on payments received from members, participants, agencies, and donors, and updating PHAP’s contact relationship management (CRM) database accordingly.
• Coordinate with accounting firm to ensure that all AP/AR transactions and all bank statements are entered in the accounting system, all related documents are properly filed, and reconciliation is done correctly.
• Manage corporate credit cards and bank cards, including activation and de-activation of accounts, monitoring of credit limits, and ensuring that statements and receipts are properly submitted to the accounting firm on a regular basis.
• Work with the CEO, Treasurer, and Head of Operations to ensure that the analytical accounting structure is set up to best meet the needs of the Association, and then coordinate with other staff members and the accounting firm to ensure that expenses and revenue are labeled correctly in the accounting system on an ongoing basis.
• In close cooperation with the CEO, Head of Operations, and Treasurer, and coordinating inputs from other staff members, prepare the annual association budget and update expense forecasts throughout the year.
• Draft new project budgets and alternate global budget scenarios to assist the CEO, Head of Operations, and the various Working Committees in their planning.
• Prepare cash flow projections, optimize over time, and update on a monthly basis.
• In coordination with the accounting firm, prepare monthly internal financial reports both at the global level (for the CEO, Head of Operations, and Treasurer) and at the project level (for project managers/ coordinators) to inform about costs vs. budget.
• Liaise with donors and other partners on financial reporting, answering questions and submitting documents as required.
• Plan and prepare meetings of the Finance & Administration Committee, in coordination with the CEO and Treasurer.
• Conduct financial analysis to explain variances between actuals and budgets / forecasts.
• Coordinate with accounting firm to ensure that yearly Profit & Loss and balance sheet statements are properly prepared and submitted to the Belgian authorities.
• In coordination with the accounting firm, prepare financial reporting and supporting documentation for auditors and respond to any inquiries auditors may have.
• Liaise with accounting firm on other issues as required.

In terms of human resource management:

• Process monthly payroll.
• Keep staff attendance records (holidays and absences).
• Place orders for staff lunch vouchers.
• Draft employment/ consultancy contracts.
• Coordinate recruitment processes for new staff / consultants/ interns.
• File official HR forms for workers’ compensation insurance and payroll.
• Keep abreast of and advise the CEO on applicable rules related to labor and social security laws.

In terms of administration and office management:

• Liaise with the Belgian authorities for the annual submission of financial statements and the official publication of any changes to the bylaws or admission/ dismissal of Directors.
• Liaise with landlord on office lease and any maintenance issues.
• Send express and regular post, pick up registered mail at the post office when necessary.
• Work with other staff members to ensure proper filing and archiving of project documents.
• Make regular backups of digital files and databases.
• Order office supplies and equipment.
• Manage various information and communication technology (ICT) contracts and subscriptions and assist the CEO in ensuring that the Association’s ICT needs are being met efficiently and effectively.
• Manage other service contracts and subscriptions.
• Support the CEO and Head of Operations in negotiating agreements with partners and clients.
• Undertake additional tasks and projects related to administration and office management, as assigned by the CEO.

Qualifications and Experience

• At least three years of prior relevant work experience;
• Degree in Finance or Business Administration;
• Experience working in the non-profit sector;
• Experience with financial reporting to donors;
• Knowledge of Belgian labor and social security laws.

Skills and Competencies

• Excellent interpersonal communication skills and oral and written skills in both French and English (required); in addition, professional fluency in Dutch is highly desirable;
• Excellent financial and planning skills;
• Strong computer skills, particularly in MS Excel and Word;
• Strong organizational skills, resourcefulness, flexibility, and ability to efficiently handle multiple tasks;
• Strong analytical skills;
• Ability to work independently, with attention to detail.

Application Procedure

DEADLINE: 31 December 2011 (applications reviewed on a rolling basis).

• Applicants should send their cover letter and CV by email to: jobs@phapinternational.org (applications sent by email will be acknowledged automatically upon receipt);
• Only candidates short-listed for interviews will be contacted;
• Interviews will take place during the course of December 2011 and January 2012 in Brussels or via phone/Skype;
• All applications must be written in English;
• The closing date for applications is 31 December 2011;
• Applications will be reviewed on a rolling basis, and therefore interested candidates are encouraged to apply as soon as possible before the deadline.