JOB DESCRIPTION Job title : Finance and administration manager Job category : Administrative and support Job type : Fulltime Job description : attached to this Opening date : 5/06/2022 Closing date : 18/06/2022 Preliminary job information Job TitleFINANCE & ADMINISTRATION MANAGER (FAM) Country and Base Libya – Duty Station Benghazi or AL Kufrah with frequent trips to the other location Reports toDeputy Head of Mission Libya Reports to (technical link)FINANCE & ADMINISTRATION COORDINATOR (FAC) Type of Contract6 months renewable contract Attractive Salary paid in EUR + other benefits (Family Health Insurance…) Expected Date Of Arrival01/06/2022 General Information The organisation Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 7 million people in 22 countries – in Africa, Asia, Middle East, Eastern Europe and France. Première Urgence Internationale has been operating in Libya since 2017, particularly in the regions of Benghazi and, from 2019, in Al Kufra, to strengthen the resilience of the most vulnerable populations affected by ongoing crises, improve their access to essential services. The organization’s intervention in the country is built upon an integrated approach combining the provision of comprehensive primary healthcare services, psychosocial support, protection assistance, WASH activities, and infrastructure and rehabilitation. Première Urgence Internationale develops public infrastructures’ rehabilitation and restoration in areas affected by several years of conflict. Additionally, during the COVID-19 crisis in Libya, the organization adapted its intervention to include Infection Prevention and Control and COVID-19 awareness activities. Job Description Overall objective The Finance & Administration Manager works under the direct supervision of the Deputy Head of Mission Libya and with the technical support of the Finance and Administration Coordinator (FAC) ensures a sound financial, accounting and budgetary management of the bases as well as management of human resources, in compliance with the procedures of PUI and donors. Tasks and Responsibilities 1. Administrative and Financial Support: Oversees administrative and financial questions, and Ensures compliance with relevant procedures, with support from the mission FAC. 2. Human Resources: supervises the on-site activities related to administrative and HR management with support from FAC. 3. Report and Information Dissemination: Coordinates/plans with other departments for an efficient support to the programs Specific Goals and Related Activities 1. ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE BUDGET · Is responsible to perform the monthly update of the Financial Follow up with concerns to Allocation table, BFU and Committed expenses · Participates to cost optimization and uses budget tracking to achieve this; · Arranges monthly budgetary monitoring meetings, along with technical, administrative and logistics management and is responsible for detecting anomalies and proposing adjustments to the DHOM and the FAC. · Verifies that expenses are allocated correctly in the Financial Follow Up tool and suggests reallocations whenever needed. LIQUIDITY · Together with the FAC and the DHOM, tracks the cash flow and consolidates the monthly Cash Request · Keeps a good relationship with Bank authorities and informs without delay FAC on any changes occurring with Bank. · Tracks the treasury of both bases and requests transfers from Coordination when needed · Raises alerts whenever the liquidity situation in the bases or in the country become unstable and suggests solutions · Manages the relationship with the Money Transfer Agency and arranges transfers to Al Kufrah whenever needed. · Must get validation from DHOM on all payment files before triggering any payment COMPLIANCE · Together with the FAC and the DHOM, Ensures that a system of internal controls is in place at the site. · Ensures compliance with procedures for committing to expenditures and participates in endorsing purchase orders. · Organizes and provides training to the teams in the bases on admin tools and procedure and ensures their understanding and application · Supports the implementation of new tools to perform the administrative service and provides technical support to Field Managers · Under the supervision of the FAC, organizes the preparation of audits, internal and external. ADMINISTRATION · Ensures the timely payment of all due taxes and welfare benefits to the authorities (Social Security, Solidarity Taxes and Income Tax) · With the support of the FAC contributes to the preparation of the yearly financial report and Tax Declaration · In coordination with the DHOM for Libya liaises with local administrative authorities and keeps up to date with administrative legislation. ACCOUNTING · Ensures the set up and proper use of tools and procedures for accounting and records. · Ensures the high quality of supporting documents. · Ensures that accounting entries and accounting vouchers are completed in compliance with internal rules and communicated to the FAC according to the agreed calendar, after endorsement by the DHOM. · Is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents. · Checks that all expenditures are properly allocated as per donors’ budgets and requirements. · Supervises the admin officers in the preparation of the monthly cash inventories and bank inventories and verifies their accuracy before sending them to coordination. · Provides a monthly accountancy package to coordination within the agreed timeline and raises timely alerts if delays are expected. 2. ENSURE HUMAN RESOURCE MANAGEMENT OF THE BASE · Works in collaboration with the FAC to set up HR procedures and management tools in compliance with the labor regulations of the country and the HR policy of PUI, and monitors risks associated with HR issues in the base. · Implements and ensure respect by all Managers of HR rules, procedures and tools regarding: HR regulations, staff contracts, recruitment, payroll, implementation of appropriate working conditions, HR electronic and physical records · Suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within PUI. · Collects the training needs for the teams in the bases and shares them with coordination for the preparation of a consolidated mission training and capacity building plan. · Handles interpersonal conflicts that may arise, and refers the matter to DHOM, if s/he is not able to resolve dispute. · Is in charge of the monthly preparation of the payroll, supervises the collection of the attendance, verifies the accuracy of the information inserted in the database, obtains validation and collects signature on the pay slips · Ensures the administrative management of local staff, in particular, leave plans, monitoring absences, the construction, updating and archiving of personnel files. · Get the proper validation before starting the recruitment process and ensures PUI procedures are followed (validation from DHOM and FAC are obtained, Job description are updated and coherent with the position) · Leads the implementation of the recruitment process, arranges tests and interviews, collects signed document from the panel, whenever possible delegates tasks to the admin officer. · Ensures the recruitment finalization is made according to PUI standards of transparency and fairness, supports the choice of the fittest candidate, collects references according to PUI demands and prepares the job offer. · Consolidates the recruitment package and gest FAC validation before sending the job offer. · Ensures the correct onboarding of new staff: preparation of work contract, briefing plan, equipment and welcoming · Participates in any decisions related to the collaboration contracts of local personnel at the site. · Ensures all local collaborators are subject to a written appraisal at least once per contract period and per year. 3. ENSURE REPORTING AND DISSEMINATION OF INFORMATION · Ensures efficient flow of information to the FAC, and, if necessary, to Program team, Logistics team, and HoM · Drafts or Participates in the drafting of reports on internal /external operations in all admin matters · Supports the Manager(s) in the performance of their admin activities, in a functional, not hierarchical, relationship. · Sends required internal/external reports to DHOM, while meeting deadlines for endorsement · Attends internal coordination meetings, strategic reviews, and participates actively. · If necessary, represents PUI with external partners and local authorities involved in the aspects of the mission. · Is the guardian of the image of PUI in the area of operation, and ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture. Focus on 5 priority activities relating to the context of the mission (opening) 1. Reinforces the quality of the monthly accountancy (focusing in particular to the accurate allocation of expenses) 2. Ensures an accurate budgetary follow up, involving all parties, with a close eye to forecasting and committed tracking. 3. Anticipates cash shortages and requests transfers timely 4. Focuses on the correct application of the recruitment guidelines 5. Reinforces the smooth monthly payroll process NB: This job description may be subject to modifications in the future, depending on the evolution of the activities. These modifications will then be defined and discussed between the Collaborator and PUI Team Management Number of people to manage and their position: 2 Admin officers Other Contacts Internal: functional link with the FAC in Coordination, work in collaboration with log and program departments. External: suppliers, local authorities, other humanitarian actors, banks Required Profile ESSENTIALDESIRABLE TRAININGFinancial/accounting or HR managementProject management PROFESSIONAL EXPERIENCE Humanitarian International Technical 2 years in INGO in a similar position Min. 2 years in HR and Finance Opening of a base Work in an international environment KNOWLEDGE AND SKILLS – Team Management – HR, Administration, Finance skills – Assess a situation and suggest an action plan – Knowledge of procedures of institutional donors (UE, OFDA, ECHO, AAP, UN agencies …) LANGUAGES English + ArabicAdvanced level in both oral and writing SOFTWARE Pack Office Saga At least Advanced Level Basic level Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission) – Leadership skills and an ability to make decisions, ability to show authority, if necessary. – Result-oriented, able to work independently while taking initiatives and showing a sense of responsibility – Good brainstorming, analytical (discernment, pragmatism) and trouble-shooting skills – Adaptability, practical sense & ressourceful. – Committed, Proactive, Flexible to the needs of the team and organization – Organization, Management of priorities and respect of due dates. – Great ability to listen and to negotiate, sense of diplomacy and openness of spirit – Ability to remain calm and level-headed, manage affairs professionally and with maturity – Honesty and Rigor – General ability to resist stress and in unstable circumstances particularly (travels between bases) PUI’s capacity to ensure the protection of and assistance to migrants, refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation PUI’s values and Code of Conduct, Child Protection Policy, and prevention of sexual exploitation, abuse and harassment. PUI does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. PUI conducts thorough and comprehensive background checks and reference checks as part of the recruitment process. Any non-respect of rules and responsibilities mentioned above in the Job Description, might be assimilated to a professional fault and could lead to any kind of sanction. PUI is committed to achieving workforce diversity in terms of gender, race, nationality and culture. Individuals from minority groups and persons with disabilities are encouraged to apply. We are committed to achieving a balanced gender distribution and therefore encourage women to apply. All applications will be treated with the strictest confidence. How to apply Interested candidates should submit their application only by with the subject : FAM + FULL name to lby. with their CV and cover letter CVs not mentioning the position in the subject line will not be considered Please note that only shortlisted candidates will be contacted for test and interview ADDRESS : Benghazi
