Finance and Administration Coordinator - MENTOR Initiative , Angola

Reports to: Country Director; HQ Progamme and Finance Officers

Duration: 1 year consultancy contract

Start date: a.s.a.p.

Fee Structure: 3500-3700 USD / month consultancy fee; flights to/from Angola if residing abroad.

The MENTOR Initiative (MENTOR) is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, Somalia, the Central African Republic, Southern Chad and South Sudan.

The MENTOR Initiative is recruiting a highly skilled individual to oversee grant management and administrative systems for a large-scale operation in Angola. The Administration and Logistics Coordinator will be responsible for all financial, administrative and logistical issues in MENTOR programmes in Angola and will work in collaboration with the CD, and the Public Sector and Private Sector Programme Coordinators to ensure a smooth functioning of all MENTOR programmes in Angola.

The ideal candidate will have an excellent background in finance/admin (in a management capacity), including post-secondary education/training and experience. Previous experience working for an international company/organization outside of their home country is required. Fluency in English and Portuguese/Spanish is required. Please see details below on responsibilities and requirements.

Financial Coordination • In collaboration with the CD/PD, directly responsible for ensuring the financial integrity of the programme • Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines are set up and functioning in the programme • Ensure accounting for all grants and in accordance with the grant agreement(s) • Prepare monthly electronic reports on expenditures against the project budget(s) and submit these to the grants managers at HQ, and when required, prepare this information for Donors • Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement • Oversee that program departments, including logistics, submit bi-monthly budget forecasts and, on the basis of these, prepare monthly planned expenditure, to be sent electronically to the grants managers at HQ • Prepare monthly payroll and send electronic as well as paper version to the grants managers at HQ. • Ensure that all members of the MENTOR team are trained and respect the Finance and Administration procedures. • When required, assist with the preparation of new proposals and budgets

Administration • Responsible for overseeing office and accommodations of staff, including rental agreements, bill payments, registration, taxes, maintenance, etc. • When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors • Assist the CD/PD with any other administrative tasks as required

Human Resources • Directly responsible for all administrative aspects of local staff management and recruitment. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc. • Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly. • Ensure compliance with all local government taxation and labour regulations concerning employment contracts. • Review and amend the internal regulations for MENTOR Initiative national staff in accordance with national labour law. • Ensure that national staff adhere to The MENTOR Initiative contracts, policies and internal rules. • Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility. • Implement and develop (as needed) local staff policy in line with national labour law. Logistics • Coordinate all logistical activities including local and international procurement, fleet and equipment maintenance and management to ensure the smooth functioning of all MENTOR programmes in Angola • Coordinate and ensure the installation (when necessary), maintenance and repair of all vehicles, generators, communication equipment and computers. • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills. • Responsible for the setup of a complete, transparent and detailed list of assets. Ensure all programme assets are recorded and monitored/maintained • Keep current documentation, maintenance and insurance of all MENTOR vehicles

Other • From time to time and as requested work with MENTOR Initiative HQ to share best practice across the organization. • Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement • Provide programme support as needed ESSENTIAL REQUIREMENTS • Fluent in English and good working knowledge of Portuguese or Spanish mandatory • Minimum 3 years work experience in finance/administration with at least 1-year in an international setting outside of home country • Minimum 3 years experience working in management - finance / admin • University degree in finance, accounting or business management required (combination of experience and education will be considered if education in other field) • Knowledge of SAGA finance systems a significant asset • Ability to live and work in complex environments • Good communication skills • Works with a high degree of professionalism • Previous experience working in Angola preferred • Previous experience working with health programmes desired • Degree in Accounting / Finance or Business management desired

How to apply:

Send a CV and letter of motivation to recruitment@mentor-initiative.net No CV only application will be considered