Finance & Support Services Manager

الوصف الوظيفي

JOB PROFILE,

JOB TITLE:Finance & Support Services Manager
LOCATION:Gaza oPt
Contract length:12 months with possible extension
RESPONSIBLE TO:Country Director
RESPONSIBLE FOR:Finance, Admin and Logistics aspects of the Gaza
Programmes and direct line management of the Finance Assistant and Admin Assistant
Grade:J/S1
Gross Monthly Salary:10,800 NIS/ Month

BACKGROUND:
HelpAge International is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives. With over 70 affiliates and 300 partners across more than 50 countries the HAI network brings together hundreds of organisations worldwide. HelpAge has a secretariat with offices in London and Brussels, six regional centres in Africa, South Asia, SE Asia, Central Asia, Latin America and the Caribbean.
HelpAge provides age-specific essential relief items, advises and supports agencies to ensure that services are age-appropriate, works with healthcare providers to improve older people’s access to health services, and supports older people’s capacity to maintain livelihoods and contribute to community support, and works with child-focused agencies to ensure the care and protection of vulnerable older people and children through intergenerational activities.

HelpAge International started working in the Gaza Strip in February 2009 following the December 2008 – January 2009 conflict. It is providing capacity building of beneficiaries, carers and other stakeholders in addition to providing a response for older people needs, including psychosocial support, livelihoods support and health/physical rehabilitation.
HelpAge has also addressed the dearth of information on the situation of older people with a focus on assessing the needs of older people as this has not been a prime concern for other INGOs. Through its work, HelpAge aims to educate other organisations and agencies about the needs of the older people and the importance of including them in humanitarian response programmes.

Main JOB PURPOSE:
The Finance & Support Service Manager/ provides for general financial, administrative and logistics management for any on-going HelpAge activity in the Gaza strip, the management of financial risk and opportunities and the analysis of the financial- and logistics aspects for future proposals and/or reports. The Post holder directly line manages the Admin Assistant and Finance assistant.

KEY RESPONSIBILITIES:

FINANCE MANAGMENT AND CONTROLS

1)Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with HAI guidelines, national legal requirements and internationally accepted accounting standards.
2)Ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.
3)Provide HAI with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the country, in the required formats.
4)Maintain accurate and effective financial controls on all transactions incurred by the office and sub-offices as part of project implementation and other related costs.
5)Maintain effective control over cash and bank (ensure that cash in hand and bank reconcile with accounting records). Ensure that the office and sub-office funds are well managed and that adequate funds are available to meet the organisation’s responsibility.
6)Provide monthly financial reports to the HAI finance department and to the programme team.
7)Assist and support the Programme Manager and Country Director in ensuring that field expenditures meet HAI and institutional donor requirements and remain within the approved plans and budgets.
8)Assist and support the Programme Manager and Country Director in the preparation of budgets for project proposals and annual field office budgets.
9)Ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.
10)Liaise with external auditors, government departments, banks regularly.
11)Responsible for daily cash handling and reporting for Gaza expenses; this includes but is not limited to the following; Ensure that for each cash advance and/or payment (cash or checks) done, documentation (cash advance paper and/or invoice plus receipt) is available in the office, before any cash withdrawal from the safe or payment is done
12)Take the lead in the preparation of interim and final donor reports.
13)To liaise with Audit staff (internal and external) ensuring that any recommendations and changes are fully implemented.

2)ADMINISTRATION AND STANDARDS
-Ensure that all HAI offices in the country use and comply with HIA guidelines and national Health &Safety regulations while ensuring we maintain a good working environment in all workplaces/offices.
-Ensure HR functions are managed according to HAI standards and that adequate records to meet HAI and national requirements are maintained.
-Ensure procurement is conducted according to HAI standards as well as donor agency requirements.
-Ensure that adequate measures are in place to safeguard the assets of the organisation.
-Ensure that premises suitable for operations are available and that they are maintained properly. To ensure that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.
-Ensure adequate security and safety measures are in place at HAI operations to minimise risks to staff and associated stakeholders

3)Logistic:
-To ensure rapid and relevant responses (within 3 days) to logistical needs and situations
-To ensure the highest level of integrity, standards and accountability is maintained by implementing sound, accurate logistics systems, procedures and documentation.
-Ensure all invoices and receipts are collected and checked immediately at the moment of receiving goods from suppliers
-Ensure that there is accurate and updated assets and inventory records maintained for the Gaza office, this includes sending monthly updates to oPt Country Director every 5th of the following month.
-To ensure effective procurement is conducted (according HelpAge procurement policy and taking into account donor procurement policies) to attain best overall value, while maintaining product quality.

4) Other duties:
-ensure that HelpAge staff and Partner staff are aware off the logistic standards/tools/procedures to be used (procurement policy for example)
-To oversee, develop and implement systems and procedures relating to logistic and office management, material and services management, for example: sourcing office equipments and supplies - including computers, furniture and stationeries and maintaining inventories, liaising with contractors and service providers for efficient and cost effective servicing and repairs of material and equipment.
-Perform other duties as assigned by oPt Country Director

EXTENT OF AUTHORITY:

The post holder is authorised to make decisions within the framework of this job description adhering to agreed budget and programme proposals, and within the limits defined in HelpAge’s procurement and finance policies, after approval from the oPt Country Director at all times.
The post holder is expected to operate within all HelpAge policies and procedures.
The post holder reports directly to the oPt Country Director.

Skills and Behaviours
-The post holder adheres to and works in accordance with the Accountability and Quality Frameworks of HelpAge,
-Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling HelpAge International
-Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

PERSON SPECIFICATION:

Essential
-BA degree in Finance or related field,
-Qualified Accountant (CCAB body or equivalent) or qualified by experience;
-Substantial relevant experience minimum of 7 years in a finance department in the field at an appropriate level, with sound understanding of logistics systems; with INGO’s
-Production and interpretation of management accounts; and advanced spreadsheet skills;
-In-depth knowledge and experience of operating computerized accounting systems preferably SUN Systems
-Experience in implementing human resources policies and practices
-Excellent oral and written communication skills with the ability to present financial matters to non-financial managers.
-Excellent computer skills in MS Word, Excel (or other spreadsheets) and word processing.