Categories: Collaboration, Management
Job title: Admin / Finance Manager
Reports to Country Coordinator
Classification of function: Specialized employee
Working time in %: 100%
Duty station: Jerusalem with Regular travel to West Bank and Gaza .
Duration: Until 31 December 2018
Terre des hommes (Tdh) Foundation, based in Lausanne is a leading Swiss Child-Relief agency with a strong mandate worldwide on restorative juvenile justice and child protection. It accumulates extensive experience in the Palestinian context with over 40 years. Tdh supports active participation and leadership in national, regional and international spaces regarding child protection and access to justice and tightly connected with national civil society organisations, research and policy institutions and key public stakeholders. Tdh’s long history in Palestine has allowed it to develop strong partnerships in the field of juvenile justice, including supporting the rehabilitation of children in contact with the law and restorative juvenile justice initiaives.
The Admin/Finance manager under the supervision of the Country Coordinator is responsible for all administrative and financial aspects of Tdh operations in Palestine. He/She is instrumental in supporting program activities in Palestine by ensuring effective and efficient service delivery to the programme team. The Admin/Finance manager is the direct interface between the Delegation and the Headquarters for all financial reporting matters.
Specific esponsibilities include:
Project Cycle Managment
Support the Country Coordinator in the overall financial management oversight, ensuring due diligence and quality control of desginated projects and funds available. Guarantee a monthly tracking of budgets with Project Mangers and Country Coordinator.
Coach, advise and support other members of the admin and finance team in the follow up and implementation of current administrative and financial regulations and procedures (Country Profile Form, Financial Module, General Module)..
Ensure that the Tdh Finance Module is properly applied by all the Delegation.
Participate in regular meetings with the teams and within the delegation, especially in link with finance accounting and budget follow up.
Follow Tdh Child Protection Safeguarding Policy and Anti-fraud and Corruption Policies.
Contribute to the preparation of all operational budgets according to Tdh procedures and donors’ requirement.
Review budgets to ensure that all costs have been adequaelly allocated and unit costs correctly calculated. Support Project Managers in developing budgets and budget revisions.
Upon request, prepare and submit expenditure and programme budget status reports;
Ensure that all approved grants budgets are entered in the accounting system (SAGA) promptly.
Adhere to and enforce the internal and donors budget guidelines.
Prepare on a monthly basis the Budget versus Actuals (follow up or BvA) and forecast reports, share the reports with all relevant staff (Country Delegate, HQ). Update the forecast reports according to all inputs received and refer to the line manager any significant discrepancies, any underspent and overspent and advice accordingly.
Participate with program staff on all budget realignments ensuring that the process is being done correctly taking into account the latest available information.
Plan the expenditure and draw up the cash flow forecast in collaboration with the team in the Country and field offices. Prepare timely cash requests for HQ.
Administration and contract management
In cooperation with Country Coordinator, oversee with hired lawyers the legal protection of the delegation and ensure that local taxation law requirements are fully complied with.
Develop financial reports to be submitted to the relevant local authorities.
Ensure the fulfillment and adherence to the signatories' schedule for purchases and payment authorizations, this includes consultancy contracts, service agreements and MoUs with local partners.
Ensure the correct financial management of any contracts signed with donors and partners.
Establish and maintain a proper filing system for all financial related documents for all grants. These include but are not limited to copy of the signed contract, all financial reports sent out, any modifications, any important email communication etc.
Make sure that a filing system is set up for all financial and administrative documents and guarantee the security of the files under his/her responsibilities.
Make sure that in the event of an evacuation, the financial and administrative documents are secured or destroyed.
Ensure preparation of pay slips and organize payment transfers
Maintain up-to-date and accurate accounting system ensuring the daily data entry in SAGA.
Prepare the monthly close documents for bank and cash books to be reviwed by Country Coordinator.
Number, settle, enter and file the accounting records.
Monitor bank accounts and process fund transfers to field offices to be reviwed by Country Coordinator
Validate invoices sent by suppliers before payments with validation from Country Coordinator.
Perform monthly cash counts together with Country Coordinator and ensure compliance with CPF..
Manage the advances and ensure their correct registration in the accounting system.
Follows closely the exchange rates fluctuations and plans accordingly any major impact to the overall budget expenditures
Mange the treasury function and petty cash together with Country Coordinator.
Internal/external control systems
Ensure the fulfillment and adherence to the signatories' policy and schedule for purchases and payment authorizations.
Update the country profile monthly
Prepare and manage all internal and external financial audits in collaboration with the Country Coordinator and HQ.
Ensure that all supporting documents in the financial files are valid, adequate and correctly organized. Keep the financial documentation ready for any internal or external audit.
Support the financial audit conducted at the HQ providing all necessary documentation within the requested deadline.
Set up, when necessary, a “safety envelope” system for the Country and field offices.
Ensure the compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors and losses. Commit to respect Tdh Risk Management Policies including Child Protection and Safeguarding policy, Anti-theft Fraud and Corruption Policy and Whistle Blowing Policy. Report any breach observed in the framework of this policies during his/her professional activities both as regards the proven or suspected offence and preventive breach.
Ensure timely submission of financial report (monthly closure and annual closure) to HQ.
Edit the financial part of monthly report for HQ (Sitrep)
Prepare monthly, quarterly, midterm and final financial reports as per the donor rules ensuring they are complete, accurate and produced on a timely basis to ensure adequate review, approval and submission.
Contribute to proposal budget preparations and all finance follow up files including allocation file
Logistics and IT
Support in the tracking of the Tdh vehicle maintenance and renewal of licences
Support basic IT functions
Competencies: This function requires the mastery of Personal, Social and Leadership Competencies (PSLC), Technical and Methodological Competencies (TMC) as well as Professional Competencies
Communication and interaction
Qualifications: The mission of the Admin/Finance Manager is to ensure smooth and efficient operation of all financial and administration matters in Tdh delegation, in accordance with Tdh rules and regulations and applicable laws.
University degree in accounting or finance required; advanced degree preferred.
Five years of complex experience in accounting/finance, or other substantive area is required;
At least three years of previous experience in development assistance or related work for a donor organization, UN or NGO is compulsory. Previous experience with EC/UN is a very strong advantage;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems required
Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and a proven ability to translate technical financial data into short informative reports.
Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet, working with other Admin staff to complete the tasks.
Strong oral and written English and Arabic required. Knowledge of French and Hebrew are considered important assets but not requirement/
Application Procedure :
Interested candidates should send a letter of motivation and their updated CV to
no later than 29 January 2018 with the subject of the position's title .
Only those candidates pre-selected for a test and an interview will be contacted.