Pakistan Finance coordinator

COUNTRY: Pakistan Starting date: 01/03/2012 Closing date for application: 29/02/2012 CITY: Islamabad Length of the assignment: 6 months Advertisement reference: DAU/FC/PAK

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

Through its Emergency Response Department (ERD), created in 2006 after the merge with Atlas Logistique, the organization is committed to: - Provide an adequate response to major natural disaster and conflict situations, anywhere in the world as much as possible within 72 hours; - Provide assistance to vulnerable groups (refugees, IDPs, persons with injuries, elders, children, etc.) affected by a crisis and maximize the number of beneficiaries. Within vulnerable groups, target especially PwD and meet their specific needs; - Constantly monitor chronic crises and/or conflicts to ensure preparedness for and rapid response to eventual emerging needs.

Directly linked to the Emergency Response Department of Handicap International France, the expatriate will be mandated for the following mission:

MISSION CONTEXT Handicap International is present in Pakistan since 2005, in response to the earthquake. Since then, Handicap International has been implementing emergency and early recovery activities, as well as developed a longer term strategy. In April 2009, the Pakistani government launched offensives to wrest control of north-western districts from militants. Millions of persons were displaced by the conflict. Since then, there has been ongoing uncertainty on the stability of the area as outbursts of violence are frequent along the Afghani-Pakistani border, not to mention the confirmed presence of landmines, explosive remnants of war and other explosive devices.

August 2010: In this already difficult context, the worst floods to hit Pakistan since 1929 affected over 20 million people across the country leaving 1.6 million homes destroyed and severely damaging the country’s agriculture and infrastructures. September 2011: One year after the historic floods of 2010, Pakistan is once again the victim of a devastating monsoon season, affecting more than 5 million people, particularly in provinces of Sindh and Baluchistan.

In this context, the response provided by the local and international community is not always taking in account the particular needs of the most vulnerable population (persons with disabilities/injuries/chronic diseases, older persons, etc). In its emergency response to the basic needs of the displaced population, Handicap International is paying specific attention to reach the most vulnerable population. Furthermore, specific needs of the most vulnerable are identified and addressed.

The intervention of the Emergency Response Department is therefore declined under three main axes: Conflict response (ongoing since 2009) – KPK- - Direct response to the basic and specific needs of the vulnerable persons through mobile units - Provision of safe and accessible water and sanitation (WASH) facilities for vulnerable persons with restricted mobility, through modification of the existing facilities and building of new facilities - Emergency Mine Risk Education (EMRE), in order to mitigate the possible risk of accidents for this very exposed IDP population at the time of their return.

Flood response (ongoing since august 2010) –KPK, Sindh- - Improve the access of affected population to safe drinking water on short term basis - Emergency shelter and NFI distribution - Support to solid waste /water management and cleaning debris in affected cities - Disability and Vulnerability approach

Development activities (since 2005) - Disaster Risk reduction: a project started mid 2011

MAIN RESPONSABILITIES OF THE EXPATRIATE

Based in Islamabad, under the direct responsibility of and with support from the Head of Mission, you will be responsible for:

 Ensure that local legislation is respected and that a legal framework is established;  Maintain and develop the administrative organisation on the mission;  Ensure the good use of funds according to HI and donor guidelines;  Centralize the accountancy, control all the budget affectation end ensure financial follow up of programs;  Responsible of financial reporting to the headquarter on monthly basis;  Coordination with local authorities for administrative and financial matters;

REPRESENTATION  Act as an interlocutor of Handicap International towards local authorities, for all issue related to administration, finance and legal registration;  Participate to admin coordination and information meetings (NGO coordination, etc.) and liaise with colleagues of other NGOs;

ADMINISTRATION MANAGEMENT  Guarantee the respect of administrative and legal framework in the whole country; ensure implementation and respect of these rules on each programme.  Follow the filing system implemented for all mission's archives (hard and soft copies);  Edit framework contract for all lease agreements in accordance with to the legal environment and follow up premises rentals;  Administrative validation of other contracts (purchase, service purchase, etc.);  Make proposals to the logistic department, the Headquarter and the other stakeholders for the implementation and the improvement of administrative, financial and budgetary procedures of the mission;  Preparing documents necessary for audits to be conducted locally or at HQ level at the end of the projects;  Coordinate internal and external audit conducted at the mission level.

ACCOUNTANCY MANAGEMENT  Validate all payments occurring in Islamabad by checking that existing procedures are met (required authorisations and supporting documents);  Supervise the preparation and the consolidation of the monthly/yearly accountancy closure documents and submit it on time to the headquarter;  Analyse liabilities of the mission on a monthly basis and setup appropriate actions to limit their extent;  Ensure that data is updated in accounting software for all the bases and liaise with headquarter for technical issues related to the software;  Report to the Head of Mission and HQ Finance Department, any difficulty about the implementation of accountancy procedures.

TREASURY MANAGEMENT  Compile cash needs forecasts and prepare global treasury forecast to be sent to HQ on a monthly basis;  Request transfer from headquarter and organise transfers to bases according to cash requested;  Ensure that at least Weekly & Monthly Cash controls are made;  Ensure the presence of cash book, bank book and relevant payment forms on all bases;  Anticipate and inform the Head of Mission and the headquarters with any issue related to cash flow or treasury problems;  Supervise bank accounts management and relationship with the bank;  Ensure development and application of security guidelines on all financial matters, especially cash management at the mission level.

FINANCE MANAGEMENT  Supervise the preparation and the consolidation of budget follow up and budget forecasts for each project on a monthly basis;  Control budget expenditures and forecast; analyse it in connexion with activities progress and project objectives as mentioned in the project proposal narrative;  Ensure that the budget information is clear and available for the Project ManAger and the Coordination team;  Ensure adherence to the administrative and financial conditions of the Donors contracts;  Follow and correct budget allocations of the projects;  Validate purchase folders document as required by HI procedures (SBA, LPO, etc) by crosschecking budget and treasury availability;  Prepare financial documents for Donors (financial reports and analysis, installment request, amendments, etc) in coordination with the field and the headquarter;  Archive Donors' guidelines and act as a focal point for specific questions related to donors policy;  Ensure that allocation management boards are setup for all bases and are regularly updated;  Setup cost analysis tools in order to improve project budgeting;  Contribute together with the head of mission to the development of budgets for proposals submitted to donors in order to implement new projects.

NATIONAL STAFF MANAGEMENT  Control and validate the payroll file on a monthly basis and make proposal for it improvement and adherence to legal environment;  Prepare salary payment for the national staff and archive payroll documents for audit purpose;  Follow up payment of compulsory taxes related to National Staff (EOBI, Income taxes, etc.)

TEAM MANAGEMENT  You have a strong functional link with the 2 expatriate Base Administrators in charge of Sindh and KPK bases, to whom you provide close support and guidance on financial issues;  You ensure strict application and respect of the Internal Regulation by your related staff. The IR could be modify/adjust to the specific context of the mission (security, social life, leaves, etc.);  You define, with each member of your staff, his action plan and delay for reaching defined goals (IAP);  You support and advise your team in the implementation of their IAP;  You ensure feed back towards your team about issues potentially raised by them;  You ensure a good communication – coordination – information level of each member of your team through regular coordination meetings (or other if needed);  You are concerned and aware on the personal and professional evolution of each member of your staff, and its development within the mission : individual interviews, oral and written evaluations;  You ensure conflict resolution (personal and professional) within your team and inform the head of mission;  You propose relevant needed adaptation to the organisational chart of the mission administrative department and contribute to its implementation (job descriptions, etc.), in collaboration with the head of mission;  You support your staff in their management duty: coordination meetings, individual interviews, etc.

NATIONAL STAFF DIRECT SUPERVISION

Base Function Tasks Islamabad Finance Officer Follow up administrative issues (archives, contracts, taxes, etc) and assist in preparation of financial tools and documents (budget follow up, allocation board, audit, cost analysis, financial reports, etc) Islamabad Accounts Manager Deal with all issues related to cash and bank. Supervise accountancy closure and Islamabad Cashier Prepare payments and maintain supporting documents and accountancy archives Islamabad Accountant Input datas in accountancy software and prepare budget and accountancy allocation of all invoices

REPORTING  Participate to the monthly situation report (SITREP) by providing relevant data related to your position;  Provide regular reporting on your activities to the Head of Mission upon his/her solicitation (coordination meeting, workshop meeting, etc.);  You provide the desk officer with a mission report and/or handover document at the end of your contract;  Debriefing at HQ at the end of your mission (and during Home-Break).

OTHERS  Responsible for Administration/Finance trainings in the mission for the administration team, or project managers;  Field support: field visits, transmission of relevant information on procedures, contracts, general financial info, etc…;  Brief the expatriates in administrative/financial aspects in link with his/her position;  Follow up financial issues related to expatriates: flight ticket reimbursement, break allowance payment, advances on salary, etc.  Develop and implement internal audits for the mission

PROFILE REQUIRED

 High degree diploma is recommended (finance, accountancy, HR or generalist)  Minimum 3 years experience in related field  Experience in NGO necessary, preferably in emergency context  Experience of dealing with various institutional donors and co-funding  English mandatory (oral and written)  Strong interpersonal and intercultural skills  Ability to work under high pressure with a great level of personal organisation

REQUIRED LANGUAGE SKILLS:

• Excellent written and spoken English;

EMPLOYMENT CONDITIONS: Salary: “2200 Euros upon experience” gross salary/month + social cover + repatriation insurance + housing + transport + R&R + indemnity for partner and children (under HI conditions)

How to apply:

Thanks for sending your cover letter and resume by email at: Handicap International/Direction de l’Action d’Urgence Ref : DAU/FC/PAK E-mail : officerh@handicap-international.org