South Sudan: Finance and Administration Manager

Job Description

Country Office

ü Maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).

ü Ensuring Bookkeeping in a computerised double-entry accounting software with accrual principle.

ü Maintaining a complete and structured electronical and physical documentation and filing system (bookkeeping documents, HR documents, project documents).

ü Preparing a draft of the annual and phase country programme budget (incl. partner organisations) together with the CD.

ü Working with the CD to formulate and implement the “Rules on Financial and Material Responsibilities” for the country office.

ü Ensuring that HEKS/EPER’s procurement and logistics procedures are duly followed.

ü Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.

Partners

ü Upholding good relationships with all of HEKS/EPER’s partner organisations and stakeholders.

ü Conducting on-site financial monitoring of partners on a regular basis. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the CD

ü Reviewing, checking and finalising partner’s budgets (including checking against price index) and comparing the partners’ accounting to the financial reports.

ü Monitoring of the flows of funds between the HQ and the partner as well as between the CO and the partner

Administration and programme

ü Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.

ü Supporting the Country Director in organising and conducting consultants’ and partners’ visits, training sessions and meetings.

ü Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.

ü Ensuring that HEKS-EPER’s capital assets inventory information is recorded

Human resources

ü Representing the Country Director in the role of the employer (if needed).

ü Making sure that all procedures are duly followed by all employees under his/her supervision.

ü Supporting the employees under his/her supervision with the practical parts their work (such as monitoring and supervision, travelling formalities, material supply, further training, etc.) and coaching them in their professional development.

ü Assuming a caring team support role and creating an atmosphere of open dialogue and constructive critical discussions within his/her team.

ü Ensuring cooperative collaboration within his/her team, arranging replacements during absence in order to ensure the smooth running of the country office.

ü Supervising holiday allowances/credits and coordinating all absences.

ü Discussing all employment contract renewals and job descriptions with the CD

If you feel you fit the required profile, please let us know how your qualifications, experience and career ambitions match the requirements of this position. Send your application latest by 20th May 2017 to rose.heks.eper@gmail.com indicating ‘HEKS - EPER Finance and administration Manager, Juba/S. Sudan’ in the subject line.

A motivation letter and Curriculum Vitae (CV) with at least 3 referees of whom one should be your current or last employer.

For further information of HEKS/EPER. Visit http://www.heks.ch

ü Shortlisted candidates will be notified by 30^th May’17

ü Skype Interviews will take place by 5^th June’17

ü Final interview between 14^th and 20^th June’17

ü Offer letter by 20th June’17 and joining date 5^th July’17 Only shortlisted candidates will be contacted.