Purpose of the position
The position is part of the senior leadership team to provide close support and management of the Human Resource, Logistics and Finance functions in accordance with the LWF policy and strategy for Jordan and Iraq. Has overall responsibility for compliance with the LWF Finance, HR, and Logistics policies and procedures, compliance with donor guidelines and regulations, and providing support on Grants Management, internal and external reporting.
The position reports to the LWF Jordan and Iraq Country Representative and shall take advice in financial matters from the WS Global Finance Coordinator in Geneva. The Finance and Admin Coordinator supervises the national support staff units (finance, logistics, HR).
- Professionally qualified accountant, CPA or equivalent qualification.
- Strong leadership, conceptual and analytical skills and demonstrated organizational, management and supervisory skills.
- Team-oriented, flexible and excellent communication skills.
- Advanced computer skills including accounting programs (preferably SAGE).
- Be in sympathy with the core values of our organization.
Knowledge and Experience
· Minimum five years’ of proven experience in similar roles.
· Proven experience in managing and leading teams
· Training and mentoring skills
· Able to work in fast moving environment and comfortable with constant change
· Significant working experience at management level in humanitarian assistance or development oriented programs within an international environment and preferably with faith based or non-governmental organizations.
· Knowledge of the reporting requirements of LWF, ACT Appeals, Global Affairs Canada, USAID, UNHCR, EU and other government funding agencies.
· Knowledge and experience of cooperation with United Nations, governmental agencies and international development cooperation in the field of humanitarian assistance
· Broad knowledge of LWF, its member churches and related agencies is an advantage.
· English: advanced verbal and written skills required.
· Arabic: basic skills an advantage.
Oversee and ensure that accounting systems are maintained to provide the information required for planning and monitoring and reporting for program operations, for safeguarding assets, discharging liabilities and legal responsibilities.
Ensure that the policies, procedures and practices of the LWF World Service as expressed in the relevant manuals, policies and guidelines, in particular the LWF World Service Finance Manual and Sage Manual are understood and fully adhered to.
Supervise the preparation of all mandatory monthly and yearly accounts including the monthly finance and management reports for the Country Director of the country program in Jordan and Iraq and the LWF World Service head office in Geneva, ensuring that accounting policies are properly and consistently applied and to submit such accounts in accordance with the relevant deadlines in the LWF World Service Finance Manual.
Supervise the preparation of separate financial reports for funding agencies in accordance with the terms of the contracts.
Where required, submit requests for installments of funds from funding agencies in a timely manner, ensuring a reliable cash flow for the program.
Responsible for overall control of expenditure against budget for all projects. The Finance and Administration Coordinator will ensure that program staff are provided with regular and accurate financial reports and analysis to inform timely and cost-effective project management and decision-making.
Oversee the preparation of, and verify the accuracy of, budgets for all project proposals, ACT appeals for emergencies, bilateral applications to institutional donors and any other projects.
Check cash flow projections ensuring that they are in accordance with procedures, and manage the cash flow of the country program in order to ensure that sufficient funds are always available.
Ensure that purchasing is carried out in accordance with the LWF World Service Procurement manual including review and suggestions for improvement of systems as needed.
Review the monthly payroll and ensure the timely payment of salaries, taxes, insurances and benefits
Ensure that internal controls are properly in place, including regular visits to project offices, and suggest improvements as per need or as per recommendation from LWF World Service internal audits.
Act as contact with external auditors on accounting matters and, in consultation with the Country Director, to make available to them all records required for the purpose of auditing the accounts, including any additional audits for funding agencies.
Ensure the overall compliance with the the LWF World Service Operations Manual .
Ensure that procedures for hard copies, electronic data storage, backups, and security for all documents are followed in accordance with the LWF World Service Operations Manual, with particular attention to all finance-related documents.
Monitor and administer the financial data within the NewDea platform and by-annually spot check required documentation on the World Service platform Newdea, feeding back missing documents to the CD and PM.
Liaise at the appropriate level with banks, tax authorities and other financial or government institutions.
- Oversee the establishment and maintenance of a functional supply chain system and infrastructure for both operational and partner work.
- Select, lease and manage appropriate office, residential and other buildings as required.
- Ensure management of all assets, in accordance with LWF policies and procedures.
- Ensure proper management of appropriate vehicle fleet.
- Maintain secure and reliable communications and IT systems and equipment
- Ensure that procurement procedures are adhered to.
- Oversee the finalisation and regular updating of the local Logistics Manual
- Ensure that the legal context, local practice and relevant LWF policies are considered on matters of employment practice (including salaries) for national staff.
- Support the unit head in ensuring compliance with host country legal, contractual and statutory requirements.
- Oversee the development and implementation of HR policies for national and international staff that are compliant to the local legal context and LWF international policies.
- Reviews the monthly payroll and and ensures the maintenance of accurate payroll records. Ensure that HR settles all staff advances in line with established policy and procedures and that all accounts are settled at the time of termination of service.
- Ensure that the LWFs performance management system is effectively implemented across the Country Programme, with clear job descriptions, annual objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals and exit interviews, carried out for staff.
- Pursue an active policy of coaching and capacity building of the local staff in the Finance and Administration department, and other staff as requested by the Country Director; including identifying training need of national staff and recommend practical means in which these can be filled.
- Assists the Country Director and other relevant personnel in the recruitment staff
- Establish and maintain an effective administrative support function, in accordance with LWFs standard operating procedures.
Ensure that public liability insurance is in place and that appropriate vehicle, staff, buildings and contents insurance is obtained locally where UK cover is not arranged.
Conduct disciplinary, fraud and grievance procedures as required in coordination with the HR manager
Corporate Policy and Compliance
Assist and support project staff in the management and implementation of operational and partner projects, ensuring compliance with HR, logistics and financial systems and procedures, including providing training for LWF or partner staff as required.
Ensure all work is undertaken in accordance with internal management systems and procedures.
Promote opportunities to encourage an openness to learning from all staff and assist in the identification of issues / themes from project experience for analysis, dialogue and formulation into emerging best practice and policy, for disseminated in country and stakeholders.
Support the Country Director in ensuring compatibility with local cultural norms, paying particular attention to gender issues.
Ensure all decisions in Finance, Human Resources and Logistics functions are made with consideration to the security context and the need to manage security for staff
Lead and manage direct reports ensuring clarity over plans and priorities, providing supervision, guidance and mentoring, encouraging effective teamwork and inclusiveness and building a team spirit through regular meetings and events.
Provide management support to direct reports in their management of others, and their implementation of role objectives, work plans and budgets.
Implement LWFs performance management system with direct reports, with objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals, development planning and exit interviews, carried out for staff.
Contribute to developing and model a team culture characterized by a shared vision, commitment and mutual accountability that reflects LWFs code of conduct and desired culture
Assist the Country Director with representation to the government (or informal de facto authorities), helping to ensure constructive working relationships are maintained to allow humanitarian programming.
In conjunction with the Country Director and other staff, represent LWF to other NGOs, UN agencies and visitors ensuring coordination and attendance at relevant interagency technical, and security coordination networks as necessary.
Represent LWF and operational program work to in-country donor representatives, supporting positive relationships and ongoing communications.