Finance, Admin and HR Manager

HEKS/EPER employs around 600 full-time staff members. Its work is guided by the vision of a just world where peace prevails, the dignity of all people is respected, and natural resources are preserved. HEKS/EPER is active in 25 locations in Switzerland and 30 countries worldwide, running more than 380 programmes and projects with a total volume of 138 million Swiss francs. Within the framework of Agenda 2030, the organisation focuses on four priority themes: "Climate Justice," "Right to Land and Food," "Asylum and Migration," and "Inclusion." HEKS/EPER also provides humanitarian aid to victims of natural disasters and armed conflicts, aiming to bring about change at the social, economic, and political levels. HEKS contributes to improving the living conditions of people both domestically and internationally, advocating for their rights. It raises awareness and mobilises society, politics, business, and churches. In 2023, around 16 million people benefited from the work of HEKS/EPER.

We are looking for a proactive and experienced employee to start as soon as possible as:

Finance, Admin and HR Manager, Jerusalem (National Position)

Your main responsibilities:

Country Office

• Maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG)
• Bookkeeping has to be conducted in a computerised double-entry accounting software with accrual principle.
• Maintaining a complete and structured electronical and physical documentation and filing system (bookkeeping documents, HR documents, project documents).
• Preparing, checking and submitting the quarterly reports (group reporting) to the HQ. This includes amongst others the balance sheet, income statement and cash flow forecast of the CO.
• Preparing a draft of the annual and phase country programme budget (incl. partner organisations and donors) together with the CD.
• Checking, approving and settling monthly bills and monthly payroll for accounting and payroll consultant.
• Working with the CD to formulate and implement the “Rules on Financial and Material Responsibilities” for the country office.
• Ensuring that all financial transactions of the CO are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, separation of duties, etc.
• Working with the CD to formulate and implement the “Staff Regulations” for the CO.
• Ensuring compliance with all local legal requirements and obligations (such as tax, social security, etc.).
• Ensuring the preparation of documentation for the audit and that the audit is carried out in a timely fashion, as well as the implementation of the audit recommendations.
• Ensuring that HEKS/EPER’s procurement and logistics procedures are duly followed.
• Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.
• Develop HEKs staff and partner capacity as appropriate on all aspects of financial management and donor rules and regulations.

 

Partners

• Upholding good relationships with all of HEKS/EPER’s partner organisations, donors and stakeholders.
• Conducting on-site financial monitoring of partners on a regular basis. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the CD (and if severe to the DO). For doing so, it is recommended that the FO visit partner organisationbased on contractual and reporting agreements. Producing financial monitoring reports and a list of recommendations to be sent to the partners.
• Ensuring that all financial transactions of the partners are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, segregation of duties, good governance etc.
• Supporting the partner organisations and HEKS/EPER staff with all their questions regarding financial and administrative management. Providing ongoing technical assistance to the POs in the development of effective and reliable financial management systems.
• Training partners on HEKS/EPER’s accounting regulations, budget, administration and reporting guidelines and templates according to the FFAG.
• Reviewing, checking and finalising partner’s budgets (including checking against price index) and comparing the partners’ accounting to the financial reports.
• Checking the partners’ financial reports and cash flow forecast, identifying problems and risks and communicating back to partners for correction/clarification as well as reporting them to the CD and PO.
• Ensuring that the CO and the partners meet all deadlines – otherwise reminding them proactively.
• Monitoring of the flows of funds between the HQ and the partner as well as between the CO and the partner.
• Assessing new partners with respect to their financial and administrative capabilities.
• Ensuring that partner organisations are audited in time and in line with HEKS/EPER’ requirements. Checking the audit reports of partners and ensuring that the audit findings/recommendations are implemented within a reasonable time.
• Ensuring that the CO and partner organisations pay all legal, statutory and tax-related obligations.

Administration and Programme

• Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.
• Supporting the Country Director in organising and conducting consultants’ and partners’ visits, training sessions and meetings.
• Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
• Ensuring that HEKS-EPER’s capital assets inventory information is recorded.

To be successful you bring:

Qualifications and Experience

• University Degree at Master’s level in Finance and Accounting or 7 years of experience similar positions.
• Minimum 4 years’ relevant experience in a similar senior finance function in an international NGO or NPO.
• Proven ability for budgeting, cash flow forecasting, and financial analysis and monitoring.
• Excellent knowledge of all relevant national and international accounting standards.
• Proven experience working under local (Israeli and Palestinian) laws related to taxes and labour law.
• Proven capability to provide support, guidance and training to internal and external stakeholders.
• Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates.
• Proven experience working with major  institutional donors and foundations in Humanitarian Aid and Development projects.
• Demonstrated expertise and knowledge of major donor rules and regulations.
• Experience working with local partners,
• Ability to develop the capacity of partners and team members on donor rules and regulations.

Minimum Skills and Capabilities

• Excellent analytical and conceptual skills.
• Excellent communication skills and conversational command of Arabic, English and Hebrew (spoken and written).
• Ability to work in complex environments and to ensure that deadlines are met by internal and external stakeholders (good prioritisation and time management skills).
• Ability to ensure that internal and external stakeholders understand and duly follow HEKS/EPER’s procedures and guidelines.
• Excellent IT and computer skills (particularly Microsoft Excel and accounting software).
• Diligent and trustworthy person with appropriate attention to details.
• Excellent team player and social capabilities.
• Good experience in people management.
• Available for frequent local and national travel.
• Professional, cooperative, efficient and effective working attitude.

What you can expect from us: