Swiss based Foundation providing direct aid to children in need
Closing date: 15 Jun 2009
Location: Sudan (the) - Khartoum
Position Details
Project Duration: 1 year Position Start Date: July 2009
Position Location: Position based in Khartoum with various trips in the country – El Geneina – Darfur Supervisor: Emergency Unit – Switzerland
Supervises: all Finance & administrative, logistic staff of Tdh in Khartoum and Geneina in coordination with Programme Coordinator and expatriate team in Geneina
Swiss salaried contract 2000 € < > 2800 € /month according to experience x 13, Vacancy: 25 days per year + R&R policy, local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.
General responsibilities
- To implement policies and procedures for logistical support to Tdh’s programs in Khartoum, Sudan.
- Responsible for the proper functioning of Tdh Khartoum logistics department as a whole.
- Act as security focal point and manages all aspects of security for Tdh in Khartoum in coordination with the Delegate.
This will include the ongoing monitoring and assessment of security conditions in the region as well as ensuring that all staff understand and follow agreed procedures.
- To ensure appropriate and efficient management of all administrative, financial and logistics matters in Tdh delegation and projects in close collaboration with the Delegate, Programme Coordinator and expatriate team.
- To ensure Tdh & partners books and accounts are properly and efficiently maintained in respect of all legal requirements of the Government and Tdh delegation, including rules and regulations for standardized accounts practice
- To ensure effective response and queries on financial and administrative matters from the delegation and HQ
- To monitor/control the financial integrity of accounts at projects and partners level
Finance management
- Prepare Cash & Bank Book, Expenditure Statement for office expenditures, and all projects related and Balance using SAGA software
- Check the monthly report from partners and all the field offices and provide feedback before sending the report to Headquarters.
- Ensure effective response on financial queries
- Ensure the accounts are sent to HQ by the 15th of every month
- Inform Tdh Delegation of any changes in laws and regulations affecting the Tdh financial system
- Ensure auditing of accounts at the end of the year and sending end of the year forms to HQ
- To advise, train on financial matter at projects and partners level when ever is felt necessary
- Coordination and help of the Delegate and Tdh HQ people
- Submit Donors’ contract financial proposals & reports in due time following Donors rules in coordination and help of the Delegate and Tdh HQ people
- Responsible to keep the accounts ready for any internal or external audit, locally or in HQ
- Maintain transparent financial filing system, knowing that the financial papers should be kept in archive for a minimum of 10 years in good condition, for Tdh, the Government, any external Auditor and Donors accounts requirements.
Analysis
- Maintain the follow-up of costs and incomes as per the budget guideline
- Prepare and analyse project monthly financial report and budget follow-up with the Delegate and Project’s Coordinators and report to HQ any significant difference
- Prepare and analyse Donors monthly financial report and budget follow-up with the Delegate and Project’s Coordinators and report to HQ any significant difference
Coordination
- Keep the Delegate informed and updated on all financial and accounts matters (Monthly review and coordination meeting or whenever required)
- Responsible to coordinate all over the projects of the country the accounts and finance
- Provide guidance on accounts and finance matters whenever necessary
- Ensure that all required data are properly integrated and booked into Saga (Accounts and contracts software) including budget and Donors financial contract
- Plan the Operating annual fund remittances both in term of Tdh projects and Donors ones (when required)
Administration and human resources
- Train and supervise the local administrative staff in Khartoum and give support as needed in El Geneina.- With the delegate, ensure regular performance evaluations of the Tdh staff.
- Maintain a transparent and fair grade and salary grill for Tdh staff.
- Provide guidance in the implementation of disciplinary regulations as per administrative policies.
- With the delegate, track expatriate rest and relaxation leave periods; ensure hotel and air travel reservations.
- Ensure that Tdh meets all the basic requirements of the local law in respect to employment conditions, social security, tax and other related matters.
- Work in collaboration with the delegate in the creation and updating of job descriptions for all Tdh staff members.
- Manage, and update the Personnel Rules and Regulations; provide trainings to ensure transparent comprehension on the part of Tdh staff.
- Make sure that the Personnel Rules and Regulations is followed and is the base of all Finance and Admin decision.
- Contracts and job descriptions of staff and the agreements with consultants should be kept up to date
- Deal with miscellaneous correspondence and queries related to administration
- Ensure proper filing and effective documentation of all papers related to administration
- Ensure timely update and preparation of the inventory/assets/stock list and keep line manager informed
- Be responsible for the direct supervision and management of support staff
Representation
- With the delegate participle to the representation of TDH in Sudan particularly with the donors (EC, SDC, Caritas)
- Ensure that all formalities required by government and other official agencies are properly prepared and punctually submitted via the delegate.
Security
- With the delegate, maintain up to date security information through formal and informal contacts for current and potential Tdh areas of operation. Liaise with UN agencies, NGOs and other external actors to gain security information and analysis in the region.
- With the delegate, maintain and disperse Tdh security guidelines for the country program and ensure all new staff are accurately briefed on security procedures.
- With the delegate, oversee security guidelines redaction for Tdh field sites and ensure that Tdh’s security management plans are relevant and constantly updated as appropriate and that all staff know their roles and responsibilities
- Ensure that field communications needs are met and that staff are trained in the use communications equipment as necessary.
Logistics
Supervise the local logistic officer in the following tasks :
- Create and maintain warehousing, purchasing, and transport guidelines for Tdh Sudan.
- Responsible for Tdh office compounds and housing management
- Ensure monthly logistic reporting (physical asset inventory, warehouse inventory, fuel consumption, vehicle use log sheets, satellite telephone log sheets, outstanding local and international purchases…); maintain transparent filing system.
- Maintain existing Tdh logistics tools and systems to optimize support for project activities.
Child Protection Policy
- Commit to respect the Child Protection Policy.
- Commit to ensure the best implementation possible of the Child Protection Policy in Sudan.
- Commit to inform the head office and to deal with any case of any allegations or possibility of transgression, even potential, of the Child Protection Policy.
Requirements
- Graduate degree in relevant fields a plus.
- Minimum 3-5 years overseas experience with an international NGO in a humanitarian context, including project management experience and experience of isolated and insecure environments.
- At least 3 years of experience in managing complex, multi-sector programs.
- Knowledge of principles and practices governing Donor grant programs
- Qualifications or demonstrated experience and competence in administration, logistics and HR management. Strong basic knowledge in accountancy. Saga
- Excellent analytical, oral and written communication skills
- Good understanding of international development context, experience in international development sector (NGO's, direct bilateral, multilateral)
- Ability to prioritize multiple tasks and meet deadlines
- Dynamic, independent, self motivated, well organised, Fluent in English. Arabic a plus.
How to apply
Please send your complete application file, including the application form which can be downloaded on our website, http://www.tdh.ch, to M. Frédéric Collin by mail it to rh@tdh.ch.
The recruitment and selection procedures of Terre des hommes reflect our commitment for child security and protection.
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