FINANCE AND ADMINISTRATION MANAGER

Dohuk | Iraq

CARE Deutschland-Luxemburg e. V. is currently recruiting a

Finance and Administration Manager

Supervisor: Country Director

Location: Iraq (Based in the Kurdistan Region of Iraq, Dohuk)

Timing: December 2016

Background

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development organisations. Drawing on its 70 years of experience as both a practitioner and thought leader, CARE International operates in more than 80 countries worldwide, responding to disasters and fighting poverty and social injustice with long term development programs. CARE International, through the confederation, is working to deliver on CARE 2020 Program Strategy goals, assuring standards and quality implementation and program delivery, as well as influencing policy at global, national and local levels.

CARE’s humanitarian mandate states that: responding to humanitarian emergencies is an essential part of CARE’s work to fight poverty and injustice. CARE’s humanitarian mandate is central to our CARE International-wide Global Program Strategy endorsed by all members of CARE International’s Board.

The goal of CARE International’s Humanitarian and Emergency Strategy (2013 – 2020) is to be a leading humanitarian agency having lasting impacts on the needs of poor women, men, boys and girls affected by humanitarian crisis and known for our particular ability to reach and empower women and girls in a humanitarian context. CARE works in over 80 countries world-wide and strives to meet the highest levels of quality and accountability in our programming building upon partnership approaches, ensuring accountability to affected populations, supporting our collective efforts through humanitarian advocacy and policy interventions, and consistently ensuring a gender lens to all of our work. We strive to reach people in need both in natural disasters as well as those in politically complex and insecure environments while ensuring that we are adhering to our humanitarian principles to deliver life-saving aid and support recovery and rehabilitation in a sustainable manner.

Position Summary:

The Finance and Administration Manager (FAM) oversees the finance and administrative functioning of CARE’s offices in Iraq. Finance functions include planning and budgeting, financial accounting, financial controls, financial systems, and reporting. Administrative functions include base management, implementing procurement/management policies as well as insuring the update and purchase of the required registrations and most suitable insurance coverages

Responsibilities and tasks:

  1. Finance - Accounting

  2. Working closely with CARE’s office in Bonn and CARE’s Shared Service Center in Manila, oversee and ensure the functioning of Peoplesoft lite Accounting System in the Country Office

  3. Ensure that all CARE financial policies and procedures are followed and establish and/or refine Country Office level financial policies and procedures as needed to be able to maintain a well-controlled financial environment in both development and emergency contexts

  4. Develop the financial management system of partners through training and capacity building. Review the financial systems, policies, procedures and controls of local partners, and provide recommendations for changes needed to ensure compliance with donor rules and regulations

  5. Ensure appropriate and adequate emergency finance and grants procedures in order to enable rapid scale up

  6. Fulfil all financial reporting requirements for internal and external stakeholders

  7. Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control including:

  8. Project expenditures and approved budgets

  9. Preparation of monthly and annual accounts, social security and tax statements;

  10. Accounting and management information systems;

  11. Cash and cash flow management and control in particular gain/losses on currency exchange;

  12. Expenditure procedures, especially around procurement;

  13. Document controls and procedures;

  14. Availability of funds for project offices

  15. Tracking expenditure and adequate documentation

  16. Overseeing and releasing payroll in accordance to the local law

  17. Lead on improving finance policies and procedures

  18. Ensure proper accounting and closing of books upon receipt of completed reports and documents from partners and projects

  19. Finance – Budgeting and Planning

  20. Assist the Country Representative in the management of CARE’s resources and projects (a) through formulation of cost allocations of shared costs, (b) allocation of resources to support activities, c) providing effective support and guidance to the program staff and the management team during planning and allocation exercises; (d) monitoring implementation of donor agreements and resource utilization, (e) highlighting variances between planned allocations and usage, provide analyses and recommend resolution or reallocation of resources and (f) providing regular and accurate financial feedback and recommendations to the Country Representative and Head of Programmes

  21. Work along with the programme team in country and in the relevant CMP to submit timely and accurate financial reporting to the donors

  22. Identify and effectively manage financial risks, and other key risks related to delivering the humanitarian response. Develop mitigation plans and implement mitigation measures to reduce risks.

  23. Develop and track master budget to ensure proper coverage of all budget lines

  24. Provide accurate information and oversee budget development for new proposals

  25. Ensure correct level of budget authority is followed in procurement

  26. Work along with the programme team and partners to develop strategies, implement plans, meet funding needs to support programmes, including the diversification of funding sources.

  27. Ensure project budget holders understand and fulfil their responsibilities

  28. Coordinate internal and external audits, lead the management response to audits, and lead the implementation of recommendations from auditors to ensure compliance with donor rules and regulations

  29. Oversee preparation of accurate and timely annual statutory financial statements for submission to local authorities

  30. Administration and Facilities Management

  31. Establish systems, policies, procedures for procurement/payment/management of rented properties, assets and inventories, communications, utilities, office equipment and furnishing

  32. Ensures efficient, cost effective communications and Information Technology Systems are in place to support internal and external communications

  33. Review all contracts and leases before forwarding them to the Country Representative for signature

  34. Ensure adequate insurance cover and keep up to date with suitability and types of cover available.

  35. Oversee the annual preparation of the renewal of licenses and permits in coordination with Logistics unit

  36. Ensure the adequate legal registration and any other local law is complied with

  37. Responsible for IT setup of the office and proactively research potential improvements

  38. Staff Management, Mentorship, and Development

  39. Ensure that the finance and administration department is correctly staffed

  40. Ensure that the FAM team understands and are able to perform their roles in an emergency context

  41. Manage the FAM team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly

  42. Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff

  43. Incorporate staff development strategies and Performance Management Systems into team building process. Establish result based system and follow up.

  44. Manage the performance of all staff in your team work area through:

  45. Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

  46. Coaching, mentoring and other developmental opportunities;

  47. Recognition and rewards for outstanding performance;

  48. Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans

  49. Other tasks assigned by the supervisor

Reporting Lines/Line Management

  • The FAM reports to the Country Representative

  • The FAM works closely with CARE E mergency Group’s (CEG) finance and admin officer for all finance related matters

  • The FAM works closely with CARE Germany-Luxemburg (CDL)’s finance department and controlling department for all finance related matters

  • The FAM works closely with the Program team in country, CEG and CDL Project Officer for all budget proposal development and project expenditure related matters

  • The FAM directly manages between 2-3 staff in Iraq (currently 2 finance assistants)

    Key Internal Contacts

  • Finance and Admin Managers of CARE offices in the MENA Region

  • Members of CI working committees

  • Finance Directors and or staff of CARE member partners

  • CARE DL’s program department

  • CARE Emergency Group finance and program team members

    Key External Contacts

  • Finance / Admin Managers and staff of UN agencies and other international NGOs

  • Donor Representatives,

  • Local and National Government Authorities

    Selection Criteria

    Qualifications and Experience

  • Qualified finance professional (recognized accounting qualification) with experience of operating in a global and complex organization

  • Recommended a minimum of five years management experience in a corporate or an NGO environment, including experience in the development of strategic and operational support services plans and their implementation in a professional work environment over a sustained period of time

  • Demonstrated leadership and interpersonal skills including the ability to supervise and motivate qualified professional staff with strong personal value systems

  • Demonstrated ability and interest to coach and develop staff

  • Demonstrated ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts

  • Experience with using Peoplesoft or Peoplesoft Lite desirable

Skills and Core Competencies

  • Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams in emergencies

  • Analytical, decision making and strategic planning skills and the ability to handle multiple priorities

  • Team building skills

  • Competent level skills in core IT applications, particularly MS Office

  • Familiarity with financial accounting software packages

  • A commitment to the values and principles of CARE

  • Experience of exposure to developing countries

  • Strong representation and negotiation skills

  • Advanced oral and written communication skills

  • Fluency in English required and other major language skills desired

  • Arabic or Kurdish desirable

    Working Conditions:

    The FAM is based within the KRI office, in Iraq with a contract from CARE Deutschland-Luxemburg. It is anticipated that the FAM spends up to 10% of his/her time travelling.

    Women and men are equally encouraged to apply.

Interested and qualified candidates should submit their CVs and a covering letter of interest in English to the email address bewerbung@care.de by Dec 10th, 2016. Please note that only short-listed candidates will be contacted.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: CARE
  • Location: Dohuk | Iraq
  • Grade: Mid/Senior
  • Occupational Groups:
    • Finance and Banking
  • Closing Date: 2016-12-10

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