Role & Responsibilities
Oversee the financial and HR activities of the programme. Responsibility for the accounting functions required to provide accurate and timely information on the financial status of the programme to donors GSO, field management and field teams. Organise and further develop the financial processes, recruiting and managing the finance team, providing coaching and training as required. Recruitment of national HR staff, staff policy development, co-ordination of training and general staff well-being. The Finance and HR Manager also works with field management and GSO on in-country issues for employees on international contracts. Field Groups
Project Overview
Medairโs emergency response team was deployed in Chad in December 2023 to carry out a Scoping Mission, with the objective to determine if there was humanitarian space and need for Medair in Chad. In January 2024, the G-ERT team deployed to Chad with the aim of re-applying for country registration and to re-establish relationship with government authorities, donor agencies, UN partners, and INGOs.
Workplace & Working conditions
Field based position in NโDjamena, Chad โ with travel and support to field teams.
Starting Date / Initial Contract Details
March 2024. Full time, 6 months (with possible extension).
Key Activity Areas
Financial Management
- Manage the day-to-day accounting functions of the programme including, but not limited to:
- Treasury management: Reconciling / verifying bank and cash amounts on a regular basis, Ensuring payments are made in a timely fashion prioritizing according to treasury plan and availability, Detailing expenditure through monthly expense sheets for all cash accounts. Preparing the monthly cash needs forecast for the programme, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met and manage the relationship with Medair local bank and negotiate rates and commissions
- Preparing the monthly financial accounts and supporting field bases in financial matters, as required
- Monitoring project spending on an on-going (monthly) basis, communicating with the relevant managers about any under / over spend and working with them to agree appropriate actions required to bring spending in line with approved budgets
- Ensure that Finance Procedures are followed in Country Programmeโs offices as part of internal control monitoring.
- Work with Budget holders and GSO staff in preparation and development of budgets for projects and shared costs.
- Contribute to the financial management of signed donor grants.
- Prepare and deliver financial activity reports within the required timeframe and format to meet all relevant requirements.
- Ensure the successful adoption and implementation of new financial systems.
- Support and manage financial audits, providing information required by local legislation, donors, GSO or other bodies.
- Country Programme focal point for staff timesheets each month. Gathering all signed timesheet from each FO monthly.
- Administer Local NGOs implementing Medair programs reviewing their processes, financial reports and vouchers
Human Resources Management for Employees on National Contracts
- Manage the day-to-day Human Resource functions of the programme:
- Support managers to identify staffing needs, Manage and co-ordinate the recruitment process for new/vacant positions in conjunction with the line manager. This includes the entire recruitment process.
- Ensure nationally recruited staff have a Valid employment contract and receive induction when commencing employment
- Follow procedures according to Medair policy and local labour laws when renewing or terminating staff contracts
- Ensure HR documentation is made available to staff in a language they understand or is explained verbally if needed
- Organise appropriate debriefing, if required, following any critical incident
- Ensuring exit interviews are carried out and appropriate records are kept when individuals leave Medair
- Regular review, update and/or develop of employment documentation for nationally recruited staff, including job descriptions, employment contracts and staff guidelines, ensuring they meet the requirements of local labour laws.
- Liaise with other NGOs, local service providers and field management to ensure that salaries and benefits for nationally recruited staff are in-line with similar organisations, meet the requirements of local labour legislation
- Support line managers as necessary on disciplinary action and grievance procedures.
- Support line managers to identify training needs for all staff and source in-house and external training opportunities as appropriate, working within budgetary and operational constraints and maintain training records.
- Provide line managers with training, advice, mentoring and coaching on performance management or other relevant areas of HR management or procedures for their teams are followed and records are kept in accordance with guidelines and local laws.
- Responsible for maintaining accurate data in the HR information system (Medair People)
- Responsible for data accuracy for the audit purposes
Human Resources Management for Employees on International Contracts
- Liaise with field management and HR Partners on HR issues including, but not limited to:
- Provide pre-assignment programme specific information including any required visas or work permits
- Work with managers to ensure new staff receive country/programme briefing and induction and handover is carried out
Administration
- Meet the finance and HR related administrative requirements of Medair, donors, local legislation, suppliers, contractors, employees and any other stakeholders, so that the functions run efficiently, effectively and with integrity.
- Prepare payroll and payments for staff on national contract salaries and/or allowances in accordance with local employment regulations, ensuring that all required statutory deductions are made and paid to authorities.
- Support the GSO Finance staff in reporting to donors, providing documents and narrative explanation where needed
- Ensure a paper trail is in place for all financial transactions, that finance and staff records are kept in an orderly fashion and that the filing (archive) system is in line with Medair internal archiving policies and meet donor requirements.
Staff Management
- Manage and oversee the HR and finance staff; recruitment, management, development and training, appraisal, etc.
- Providing functional supervision to Finance and HR staff in field locations.
Quality Management
- Promote and use the Medair operating systems, ensuring that all standardised formats are used and guidelines are followed.
Delegated Responsibilities
- Management and oversight of payments, including payroll, control of cash flow and the accuracy of documentation.
- Accurate and timely recording of all in-country financial transactions.
- Accurate and timely submission of financial reports in accordance with Medair, donor, (inter)national requirements.
- Financial input for project budgets, donor proposals and reports in collaboration with field management and HQ.
- Legal compliance of Medairโs in-country financial and HR activities and policies in accordance with Medair, donor, national and international requirements.
- Line management of finance and HR staff, including recruitment, performance monitoring, disciplinary action, etc.
- Implementation and improvement of finance and HR systems and policies.
- Confidentiality of information held on individual staff.
- Implementation and improvement of human resources and finance systems and policies.
- Ensure all employment practices for employees on national contracts comply with local labour laws.
Team Spiritual Life
- Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
- Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team.
Qualifications
- University degree in relevant subject and/or Certified Public Accountant
- Strong working knowledge of English and fluent French (spoken and written)
Experience
- Relevant professional experience in a financial and/or HR position for at least four years.
- Competent with Office Word, Excel, PowerPoint, and Outlook
- Strong Christian commitment and enthusiastic with a โcan-doโ attitude
- Able to develop and maintain effective relationships with internal and external stakeholders
- Strong oral and written communication skills
- Able to develop and maintain effective relationships with internal and external stakeholders
- Diplomatic and discreet and able to work under pressure and manage personal stress levels, to regular deadlines
- High numeracy skills and excellent attention to detail
- Good inter-personal and conflict resolution, and negotiating skills
- Able to develop, coach and support other team members, including staff on national and international contracts
- Strong organisational and leadership skills, the capacity to analyse and prioritise needs and a supportive management style