1/ LEAD AND MANAGE THE SUPPORT FUNCTIONS (ADMINISTRATION, FINANCE, HR AND LOGISTICS) :
Recruit and manage the support team: administrative & HR, finance and logistics staff.
Supervise, support and coach the support team’s members to ensure high-quality performance and compliance with internal procedures and deadlines.
Set objectives and conduct performance appraisals for staff under direct supervision, in coordination with the Country Representative (CR).
Participate in the recruitment of all national staff, including vacancy announcements, application screening, salary grading, contract preparation, and support to project managers in identifying training and capacity-building needs.
Ensure the implementation of HR policies and procedures and compliance with national labor legislation and internal regulations.
Ensure all legal obligations related to employment are fulfilled, including social security and tax registrations, declarations and payments.
Ensure personnel files are complete, accurate and up to date.
Monitor the management and tracking of contracts, agreements, approvals and administrative documents.
Supervise inventories, fleet management, technical equipment and mission logistics.
Ensure the development, documentation, dissemination, implementation and continuous improvement of administrative, financial, accounting and logistical procedures, policies and tools, in line with headquarters' requirements and national legislation.
Ensure procedures are communicated, understood and applied by all relevant staff.
Develop and maintain clear operational frameworks and allocation of responsibilities in accordance with donor requirements.
Develop and implement internal control mechanisms and contribute to financial audits.
Ensure organisational compliance with national legislation and maintain relations with relevant authorities.
Support effective internal communication and coordination between teams in the country of operation.
2/ OVERSEE THE ADMINISTRATIVE, FINANCIAL AND LOGISTICAL MANAGEMENT OF PROJECTS
In collaboration with the Country Representative and Project(s) Manager(s):
Oversee the financial management of grants in accordance with donor requirements and contractual obligations, ensure the effective use of funds, and monitor compliance with internal and donor rules.
Ensure continuous budget monitoring, assist in updating budget projections for each project and flag significant variances, contribute to financial reporting and the achievement of financial targets.
Update funding plans and flag any deviations from targets.
Support and oversee the contracting process with technical partners and subcontractors.
Ensure the proper application of procurement procedures.
3/ OVERSEE ACCOUNTING AND TREASURY MANAGEMENT
Supervise all accounting operations in accordance with procedures, policies and tools, in particular expenditure commitment procedures.
Ensure the collection of reliable and consistent accounting data for updating budget monitoring and preparing financial reports for donors.
Ensure that expenditure and documents are correctly allocated to the budget, that monthly accounts are properly filed and archived, and verify the reliability of data and documents.
Supervise the monthly accounting close and submit all necessary files to the RAF GAO and the RFO within the specified monthly deadlines; prepare the import of field accounts into the head office accounts.
Collaborate on the planning and execution of half-yearly account closings.
Supervise cash flow management to ensure all financial commitments are met at all times, and oversee advances granted to employees, suppliers and partners.
Supervise and validate monthly bank and cash reconciliations.
Monitor legal developments in the country’s accounting and tax legislation.
Provide administrative and accounting support and training to program implementation partners in collaboration with the Administrative and Finance team
4/ CONTRIBUTING TO THE DEVELOPMENT OF GERES’ ACTIVITIES WITHIN ITS FIELD OF INTERVENTION:
Support the Country Representative & Project(s) Manager(s) in establishing the organisation in the country of operation across all aspects of research and logistical procurement (offices, branch offices, etc.), procurement and contract management, and local contractual activities (suppliers, subcontractors, partners, etc.).
Organise the archiving and sharing system, ensure knowledge management and organisational learning, develop knowledge-sharing and lessons-learned documents, and facilitate exchanges between different projects
Act as the Country Representative’s stand-in in the event of their absence or at their request, particularly with regard to representing Geres in INGO Steering Committee.
Participate in country working groups on administrative, financial, HR, logistical and tax matters.
