Femmes Africa Solidarité Finance and Administrative Officer, International Secretariat, Geneva
TERMS OF REFERENCE
Job Purpose: To provide financial and administration management services for the FAS International Secretariat and its programme.
Reporting to: Executive Director
Profile
Must possess Masters degree or higher / equivalent in finance, business studies, commerce, general management or related fields;
Experience in leading the Finances and Administration management for International NGOs
Experience in working in developing countries and culture.
Experience in procurement activities
Experience in donor relation ship and ability to raise resources for
Knowledge of computer applications and financial accounting
Fluency in English and working knowledge of French is desirable.
Ability to work in a team and independently.
Part time candidates are also encouraged.
DUTIES & RESPONSIBILITIES
Under the supervision of the Executive Director of FAS and together with the staff of the International Secretariat, Regional Office in Dakar, Senegal and the Liaison Office in New York, USA, and the representative offices in Addis Ababa, Ethiopia and Kinshasa, DRC, the Administration & Finance Officer (AFO) will be responsible for finance management, accounts maintenance, budget control and for coordinating logistics and broad administrative support functions, which may include supervision and execution of administrative tasks as described in the FAS management book and summarized below.
i. To be the pilot for all activities related to financial management, like budget, institutional fundraising, purchasing, accounting, financial reporting and controlling, recruitment, HR Evaluation and payroll and risk management process.
ii. Responsible for review and implementation of the budgets and resource mobilization for the activities based on the strategic action plan. Participate in the implementation and development of the Organization's technical cooperation projects and activities by planning and controlling all financial and administrative services/support required.
iii. Collaborate with the responsible officer in the planning, organization, operation, and evaluation of the administrative services; as well as in the analysis of the staffing needs of the office, particularly with respect to the competencies needed to execute the program of work. AFO will review, process internal rules and implement institutional requirement, review and recommend a business plan and various resources during office creation. iv. Brief and guide project managers and other personnel of national and regional projects with respect to the management of all financial administrative operations and services; ensure that pertinent rules and regulations of the Organization as well as conditions of agreements with donors and the government are observed.
v. Coordinate the periodic collection and analysis of relevant economic and financial data in order to recommend rates or adjustments to rates for special contractual arrangements, agreements with donors, other participating institutions, etc.
vi. Formulate general and specific budgetary estimates for regular and extra budgetary funded projects; plan, organize and monitor the application, control and accounting of approved budgetary allocations by programs; AFO will review, approve and implement budgets.
vii. Assist the Director and the technical advisors in the active search of funding for priority project in the country. Participate in meetings with donors; prepare presentations and necessary documents for obtaining financing. AFO will approve and implement the controlling activities such as donor audits and financial audits.
viii. Administer, control, and disburse funds within the approved budgetary allocation in accordance with established regulations and procedures and within the authority delegated; AFO will process the budget and implement the advocacy planning, partners meetings and trainings done by FAS.
ix. Design and monitor a sustainable accounting and finance management system for FAS activities, establish internal controls and monitoring mechanisms, maintain cash and bank books and reconciliation with bank statements, including control of disbursements and balancing of books and ledgers.
x. Process payment of salaries, allowances, travel claims and other payments to the Regional Office staff, vendors and other claimants.
xi. Assist in the planning, design, development, and maintenance of the Office's computerized information systems; undertake feasibility studies, analyze and recommend modifications to existing applications, etc.
xii. Administer personnel policies and apply regulations, rules and procedures concerning recruitment, appointment, benefits, and other personnel matters including issues related to immunities and privileges as they apply to international staff, as well as local labor legislation as it applies to personnel hired under local conditions of employment and contractual service arrangements; coordinate with the local Legal consultant for issues related to local contractual arrangements; during recruitment of staff AFO will process, review and implement the recruitment course of action.
xiii. Plan, recommend, and implement systems, norms and procedures for the administration of human, and material resources of FAS as well as for the control and evaluation of such processes; provide input for the preparation and periodic review of the Human Resources (HR) plan; based on project management AFO will review and implement budget, human resources, time and resource management and process audits.
xiv. Develop and recommend annual staff development programs in order to improve the efficiency and effectiveness of the Office's administrative and managerial capability; plan and organize the implementation of approved training; participate or provide training in subjects related to administration.
xv. Prepare confidential correspondence, special reports, questionnaires, evaluations, and justifications related to specific and general administrative tasks within the area of responsibility, as necessary.
xvi. Coordinate joint services with international and local agencies administrative teams.
xvii. Monitor and coordinate the upkeep and maintenance of the premises with services providers and municipal/government counterparts as per contracts, basic and lease agreements for the property.
xviii. Supervise staff assigned to the Administrative Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities.
xix. Administer and manage the logistics and contacts for services with service providers such as travel agents, hotels, translation and interpretation agencies, office suppliers etc.
Perform other related duties, as assigned.
Please send your CV and motivation letter to accountsofficer@fasngo.org with the title “AFO Application”.
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