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FINANCE & ADMINISTRATION MANAGER

Attractive Salary paid in EUR + other benefits (Family Health Insurance…)

PUI Libya mission started implementing operations in East of Libya (Benghazi area) in 2017 and developed an emergency health response that provides primary health care services to the most vulnerable population. PUI’s intervention focuses on health care through the deployment of Mobile Health Teams (MHT) delivering direct services to internal displaced populations and their host communities, migrants, refugees and asylum seekers. PUI Health intervention consists of general practitioners consultations, adequate treatment provision, sexual and reproductive health services, integrated management of Childhood Illness, psychosocial support interventions. Furthermore, PUI is reinforcing sensitization, communication and prevention on health and hygiene related topics within the communities. In 2019, PUI Benghazi office is starting a new project called Evidence Based NCD care, a model for PHC in Libya with the objective to enhance access to Non Communicable Disease health services in the PHC level in the target area. The project includes 2 health facilities and 2,000 patients will benefit from the services.

Since 2018, PUI intends to extend its area of intervention to eastern and southern Mantikas in East of Libya to better reach out the most vulnerable. For that purpose, PUI conducted an exploratory mission in the Al Kufrah region (south-east Libya) in order to identify the specific needs of this isolated area and develop an adapted humanitarian response. Thus, PUI will soon start implementing comprehensive health related activities to ensure a continuous access to essential care. PUI’s Al Kufrah’s action will combine three levels of intervention: (1) Direct service delivery of primary health care by one MHT through an outreach approach targeting the vulnerable population, (2) At community level, PUI will deploy a network of community health workers that will facilitate and optimize the work of the MHT through sensitisation, screening and referral activities; and (3) At health facility level via technical support. The operation will start in Autumn 2019 after a three month inception phase including capacity building of the team and installation of a PUI office, composed of a full management and health team.

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, and maintains timely reporting to HoB.

·     Works in collaboration with the FAC to set up aspects related to finances, incl. budgetary, accounting and treasury elements

·     Is responsible for cost optimization; and uses budget tracking to achieve this; Ensures adequate financial resources for the running of the site: update of the Financial Follow Up (FFU) and Allocation Table on a monthly basis.

·     As regards budgetary monitoring, participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the HOB and to the FAC,

·     Together with the FAC and the HOB, tracks the cash flow, consolidates the Cash Request and oversees disbursements, and arrange with other bases for cash transfers.

·     Keeps a good relationship with Bank authorities and informs without delay FAC on any changes occurring with Bank.

·     Together with the FAC and the HOB, 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.

·     Must get validation from HOB on all payment files before triggering any payment

·     Organizes and provides training to the all on admin tools and procedure and ensures their understanding and application

·     Controls and monitors the implementation of tools and procedures and provides the necessary support

·     Develops tools to perform the administrative service and provides a technical support to Field Managers

·     Under the supervision of the FAC, organizes the preparation of audits, yearly financial report and Tax Declaration

·     Ensures the set up and proper use of tools and procedures for financial, accounting and budget management: accounting procedures and records (high quality of supporting documents), SAGA, cash management.

·     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 HOB.

·     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 donor’ budgets and requirements.

·     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.

·     Controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service, by explaining the HR regulations to all Managers and their related responsibilities

·     Completes training programs for the local staff on an as needs basis.

·     Handles interpersonal conflicts that may arise, and refers the matter to HOB, if s/he is not able to resolve dispute.

·     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.

·     Ensures the administrative management of local staff, in particular, payroll operations, leave plans, monitoring absences, the construction, updating and archiving of personnel files.

·     Leads the organization of recruitment and hiring process (advertisement, applications, tests and interviews)

·     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

·     Ensures proper induction plan and integration of new collaborators so they have a full understanding of logistical, admin, HR and financial procedures

·     On monthly basis, ensures timely Tax and Social Security and Solidarity reporting and payment process.

3.    ENSURE REPORTING AND DISSEMINATION OF INFORMATION

·     Ensures efficient flow of information to the HoB and 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 HOB, 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.

a.     Internally: trainings of admin team, distribution of tasks, implementation of process and follow up tools in compliance with PUI and donor’s procedures…

b.     Externally with other departments: guidance of all PUI staffs regarding admin procedures (explanation of the responsibilities under the Admin department, respect of process, planning of activities…)

2.       Ensure an easy payment of local expenses (opening of a bank account, alternative options to cope with the current financial crisis (shortage of cash, inflation…) in order to have a smooth running of activities

3.       Strongly Participates to a smooth collaboration between Logistics, Admin and Programs, especially regarding Procurement process and the respect of high standard rules (steps, validation process, reporting, archiving of HR/Fin/Admin documents…)

4.       Close Financial Follow up of the mission through a proper accounting system, planning of activities and related expenses for an optimized use of resources and better financial visibility.

5.       Ensure a smooth implementation of the HR process within his/her Base: Set up, review of the internal regulations in compliance with Local Labor Law and drafting of related HR templates

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

External: suppliers, local authorities, other humanitarian actors, banks….

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

–        HR, Administration, Finance skills

–        Knowledge of procedures of institutional donors (UE, OFDA, ECHO, AAP, UN agencies …)

Pack Office

Saga

At least Advanced Level

Basic level

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)