Finance and Administration Manager

Organization HEKS-EPER (Swiss Church Aid)) is the aid organisation of the Protestant Churches of Switzerland and has its headquarters in Zurich/Switzerland. HEKS/EPER gives humanitarian and emergency aid and fights the causes of hunger, injustice and social deprivation. HEKS/EPER has its own coordination offices in 20 key countries and 200 projects worldwide.

Position Finance and Administration Manager f/m (full time)
Reporting to Country Director
Location Juba with frequent travel to projects sites
Start 5th July 2017
Duration 12 months Renewable
Salary & perks 13 Months pay with R & R once in 12 weeks for 5 working days. Paid Annual Leave for 20 working days.

Background information on the HEKS/EPER Ugandan program HEKS/EPER South Sudan works with various partners in providing development and Humanitarian supports. HEKS/EPER has its Country Office in Juba and a sub-office in Arua Uganda which looks after Refugee interventions in Uganda through local partners. HEKS/EPER supports WASH, Livelihood/food security, Psycho Social/trauma healing, peace building projects and access to land.

Context
HEKS/EPER has been operational in South Sudan since 2009 supporting local partners in Livelihood/food security, access to land and WASH. From 2016, HEKS/EPER is supporting partners in Humanitarian Aid. HEKS/EPER plans to increase the programme interventions for which a dynamic Programme Coordinator is being recruited to manage the project portfolio. This is a new position and requires a mature person who understands South Sudan context of conflict and humanitarian aid policies and standards.

Minimum qualifications & experience
 University Degree at Master’s level in Finance and Accounting.
 Minimum 10 years’ relevant experience in a similar senior finance function in an international NGO or NPO.
 Proven ability for budgeting, cash flow forecasting, and financial analysis and monitoring.
 Excellent knowledge of all relevant national and international accounting standards.
 Proven capability to provide support, guidance and training to internal and external stakeholders.
 Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates.
 Experienced in logistics and human resources
 Experiences in monitoring and supporting partners,
Minimum Skills and Capabilities
 Excellent analytical and conceptual skills.
 Good communication skills and conversational command of English (spoken and written).
 Ability to work in complex environments and to ensure that deadlines are met by internal and external stakeholders (good prioritisation and time management skills).
 Ability to ensure that internal and external stakeholders understand and duly follow HEKS/EPER’s procedures and guidelines.
 Excellent IT and computer skills (particularly Microsoft Excel and accounting software).
 Diligent and trustworthy person with appropriate attention to details.
 Excellent team player and social capabilities.
 Good knowledge of relevant local laws and obligations (labour, tax, social security, etc.).
 Available for frequent local and national travel.
 Professional, cooperative, efficient and effective working attitude.
Job Description Country Office
 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).
 Ensuring Bookkeeping in a computerised double-entry accounting software with accrual principle.
 Maintaining a complete and structured electronical and physical documentation and filing system (bookkeeping documents, HR documents, project documents).
 Preparing a draft of the annual and phase country programme budget (incl. partner organisations) together with the CD.
 Working with the CD to formulate and implement the “Rules on Financial and Material Responsibilities” for the country office.
 Ensuring that HEKS/EPER’s procurement and logistics procedures are duly followed.
 Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.

Partners
 Upholding good relationships with all of HEKS/EPER’s partner organisations and stakeholders.
 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
 Reviewing, checking and finalising partner’s budgets (including checking against price index) and comparing the partners’ accounting to the financial reports.
 Monitoring of the flows of funds between the HQ and the partner as well as between the CO and the partner

Administration and programme
 Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.
 Supporting the Country Director in organising and conducting consultants’ and partners’ visits, training sessions and meetings.
 Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
 Ensuring that HEKS-EPER’s capital assets inventory information is recorded

Human resources
 Representing the Country Director in the role of the employer (if needed).
 Making sure that all procedures are duly followed by all employees under his/her supervision.
 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.
 Assuming a caring team support role and creating an atmosphere of open dialogue and constructive critical discussions within his/her team.
 Ensuring cooperative collaboration within his/her team, arranging replacements during absence in order to ensure the smooth running of the country office.
 Supervising holiday allowances/credits and coordinating all absences.
 Discussing all employment contract renewals and job descriptions with the CD
APPLICATION PROCESS 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 [email protected] 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
 Shortlisted candidates will be notified by 30th May’17
 Skype Interviews will take place by 5th June’17
 Final interview between 14th and 20th June’17
 Offer letter by 20th June’17 and joining date 5th July’17
Only shortlisted candidates will be contacted.