Deputy Administrative Manager

Position: Deputy Administrative Manager
Responsible to: Administrative Manager
Location: Jerusalem & Ramallah
Closing date: 7th October 2014
Job Type: Full Time

THE ORGANIZATION

Handicap International is an international organization. Non-governmental, non-religious, non-political and non-profit making, it works alongside people with disabilities, whatever the context, offering them assistance and supporting them in their efforts to become self-reliant. Since its creation, the organization has set up programmes in approximately 60 countries and intervened in many emergency situations

THE JOB

In strong support and close coordination with the Administrative Manager, the Deputy Administrative Manager will support in the implementation & follow up of the institutional, administrative, financial, logistic and legal frame of Handicap international mission in Palestine, s/he will ensure the compliance of the procedures with the agreements signed between HI and the Donors as well as between HI and the national project partners. S/he will be also contributing to the elaboration of agreements between HI and partners when needed.
The Deputy Admin Manager reports directly to the Administrative Manager. S/he will work in closely with the rest of the Support Services team (Site Administrators, support Service & Finance unit in Jerusalem) and with Project teams where appropriate. S/he will share its initiative with the AM before taking action.

S/he Main responsibilities will include:

RESPONSIBILITY 1:

1.1 ENSURE HI MISSION IN PALESTINE COMPLIES WITH THE HEAD OFFICE PROCEDURES AND INTERNAL PROCEDURE
Review the internal procedures
Ensure the procedures are updated and follow HI general Handbook and new updates sent by head office.
Ensure each procedure is signed by the Head of Mission.
Ensure the changes and amendments done are recorded and archived.
Contribute to the drafting of new procedures.
Ensure the Passport is read by all the team and new information updates are applied at mission level.
Make sure the procedures are well applied at mission level
Provide timely supplementary quality control of the FLAT (Finance, Logistics, and Administrative Team) files & documentation to ensure HI rules are well updated and applied by checking the accuracy and consistency of the information between the related documents.
Report outcomes & discrepancies of the audit immediately to the department concerned for corrective action and decision for improvement; this process can be integrated into a specific internal audit process under the guidance of the Administrative Manager.
Works with the Human Resources Department and others as appropriate to develop an effective compliance training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.

1.2 ENSURE THE COMPLIANCE OF HI PROCEDURES WITH DONOR RULES
Guaranty the respect of donor rules
Develop a check list of Administrative requirement per donor.
Develop and organize awareness raising and training to HI Palestine teams.
Give support through training to partners to the application of donor rules when needed.
Ensure the various administrative tools of reporting requested by HI and the donors are well set-up within HI Palestine (time sheet etc.) and used for easy reporting during reporting time.
Ensure the rules and regulations of the donors are well applied at procurement level.
Filing and follow-up of donor documents, official communication, proposals, agreements and reports
Ensure the existence and the filing of a reference folder for each donor (soft and hard copy).
Compile and file all key project documents related to financial, logistics, administrative, and programme information in the designated project FLAT (Finance, Logistics, Administration Team) folder. During this time the Deputy AM should ensure that all FLAT folders are duplicated (photocopied or scanned) regularly with any arrival of a new document and sent to MERO on time.
Follow-up of the FLAT process at base level by ensuring the regular (fortnightly) transfer of the project(s) FLAT documentation to the coordination office in Jerusalem,
at the end of the project, ensure the centralization of all FLAT folders at the coordination office in Jerusalem.

1.3 ENSURE THE COMPLIANCE OF PARTNERS/ GRANTEES PROCEDURES AT THE MISSION LEVEL WITH HI AND DONORS RULES
Follow the contractual aspect of partnerships
Review agreements and ensure clauses are matching with HI and donors requirements.
Pre validate the new partnership agreements/ amendments + admin and financial annexes with PM and send it to ASS.
Control to ensure that contracts are signed, and filled at HI.
Develop and organize awareness raising/training for partners on contractual requirements, rules and procedures.
Filing and follow-up of partner documents, official communication and reports
With the elaboration of a check-list, ensure partners files are updated.
Review the data base of partners (common files for all departments, accessibility, soft and hard copy).
Create an ID card for each partner including Administrative details (contact details, Bank references etc.), main scope of action, other partnerships of the organization).
Monitoring and assessment of partners
Regular monitoring of partners.
Conduct in collaboration with Finance department internal assessments of Partners.
Organize and supervise with the ASS financial internal Audit when necessary.
Support the projects in any legal actions to be taken in case of dispute between HI and partners.
Partner assessment for new potential partners
Conduct Financial/Admin/logistics assessment as per HI guideline.
Develop guideline on partner assessment.
Capacity building of partners
Ensure with the support services the Implementation on the job trainings and tools to partner level or nationally as needs identified during the assessment phase to ensure they fill administrative and financial requirements of the PA.
Follow-up regularly the updates from the site support services about partners and their progress.

Partner Financial Follow up

Ensure the centralization and ensure the mission proper filing of all partnership agreements, amendment, and annexes.
Ensure the update the mission partners database by the support services.
Ensure with the support services the partners financial reports validation as per the defined deadlines, provision of timely feedbacks to the partners with corrective actions, payments settlements done on time, and provide AM with feedbacks about the quality of the reports.

1.4 ENSURE HI PALESTINE MISSION IS COMPLYING WITH THE LOCAL LEGAL FRAMEWORK REGULATIONS

Be aware about any governmental changes in regards to Tax payment, or any other governmental decisions in Israel, West Bank & Gaza
Organize yearly financial and Tax Audit, identify Audit company and prepare contract.
Ensure, Facilitate and report compliance of all Audit recommendations/Action plans to the ASS & HOM and provide accurate feedback immediately from management comments are applied by the program.
Facilitate the preparation of external audits in coordination with the ASS and head office.
Get updated information regarding Expat taxes and regulation with relevant government office.

1.5 ENSURE LEGAL ISSUES WITH THE LOCAL AUTHORITIES

Monitor the general agreement and partnership agreements submission, renewals and amendment and follow-up visa request processes
Organize the project evaluations (budget, planning etc.) in cooperation with project teams

1.6 SUPPORT IN THE FINANCIAL MANAGEMENT OF FINANCIAL RESOURCES

Budget and donors
Budget management
Support the finance team in: the design the yearly budget (IN / R1), update for R2, R3, propose any reallocation to the AM/HOM.
In close coordination with the AM, validate the commitment of expenditures on structure costs and monitor the expenses delegated to the AO in Gaza, Ramallah, and Jerusalem.
Have a specific focus on saving own funds on structure budget.
Analyze the spending level and provide timely feedbacks to AM.
Support to finance team
Train them in understanding the budget cycle process in HI, IN/R1/R2/R3, in linking budget and proposals and in analytic codification.
Try to optimize the allocation of own funds on Palestine mission (savings on support costs, optimization on activities).
Donors:
Ensure the follow up of donors contracts.
Support finance teams to, draft budget breakdown and administrative annexes of any proposals on Palestine mission.
Elaborate financial reports, follow-up when needed
Support in the development of budget proposal when needed
Coach the finance team to prepare financial reports and admin & log annexes, to be validated by the AM, MERO.

Accountancy and cash flow management

Validate the monthly accountancy: Control the entries in Excel sheets, control the accounting documents, sign the cash inventory and bank reconciliation, and crosscheck the monthly cash flow verification table and the table of internal transfer with and without change, control advances and final balances in ledger book and in the software.
Ensure all monthly accountancy and verification tables sent to the Regional Finance team: Monthly cash flow verification table, table of internal transfer with and without change, bank statement and reconciliation, cashbox control, copy of the ledger book, cash flow journal, individual advances journal and payable and receivable account journal, relevant databases.
Cash-flow management
Supervise the management of the cashboxes (balance checks and security instructions: protection of the premises, security envelopes...).
Pre validate the mission monthly cash forecast prepared by the finance team, monitor the transfer from HQ to mission, and from coordination

RESPONSIBILITY 2:

Other tasks required:

Ensure that Middle East financial Calendar of deadline is well followed at the mission level.
Ensure the Administrative Management of the mission during the absence of Administrative Manager as Acting Administrative Manager, during that period, s/he will have the following additional duties:
Human Resources:
Manage the support services team in Palestine mission.
HR Polices
Supervise the Implementation of the Internal Regulations defined at a mission level.
Support the base Administrators to anticipate their needs in recruitment at their level and support them regarding the administrative management of their staff (using of cars, explanation of salary scale, internal regulation, paid leaves forecast.).
Ensure with the support services team the follow up and existence of all contractual documents of HI employees in Palestine (contract, JD, TOE, IR) and as well proper coverage by the needed insurances as per the legal laws applicable.
Follow up all the updates of the contractual documents (legal, internal to HI).
Legislation
Responsibility for coordination and permits (legal matter) for HI staff (national and expatriates).
Ensure that HI is coping with work legislation on any aspect on Palestine mission.
Logistics:
Monitor the implementation of the policy for commitment of expenses and purchase procedures.
Ensure with the teams the proper allocation of assets at the mission level.
Monitor with the teams the inventory and equipment follow up on Palestine mission.
Monitor with the SS teams the fleet management within the mission.
Ensure that communication (movement and security) is properly done between HI offices.
Assist the ASS is any duties as can be requested as per the need.


THE SUCCESSFUL CANDIDATE

JOB REQUIREMENTS:

The position is based in Jerusalem with frequent movement to Ramallah and Gaza.
Ability to work under pressure in an unstable and changing environment, Flexibility, ability to take initiatives and make decision.
Ability to coordinate diplomatically and independently with other departments, strong communication internally/ externally and interpersonal skills.
Confident person with ability to clearly articulate concepts and policies.
Ability to maintain integrity and professionalism.
Independent person willing to actively contribute to a complete transparency of the organization processes.
Able to work with limited supervision.
Highly motivated and ability to work with culturally diverse groups of people.
Willing to travel to HI offices in the country regularly.
Demonstrated team orientation.
Time management, strong organizational skills with attention to details.
Ability to handle multiple tasks.
Ability to meet deadlines, both prescribed and self-imposed
Should be aware of the needs of the vulnerable groups.
Valid driving license.

PROFILE SOUGHT:

KNOWLEDGE, SKILLS, AND ABILITIES
Good understanding of the accounting, financial, and logistics processes.
Capacity to formalize tools and procedures.
Ability to understand and follow oral and written instructions.
Good Organizational skills / Proactive.
Solution oriented.
Excellent level of written & verbal English skills
Strong practical knowledge in MS office (Word, Excel, Outlooketc).

EDUCATION AND EXPERIENCE:
Level of education: at least finished Bachelor degree in Accounting, Business Administration or any other relevant social sciences.
At least 3 years experience in similar positions with International NGOs preferable.


Initial contract will be for a period of 2 years and the position is based between Jerusalem & Ramallah.

Handicap International is an equal opportunity employer and Particularly welcomes applications from persons with disabilities

Interested candidates may please send their resume with cover letter before the 7th of October 2014 to: [email protected].

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