Emergency Finance Admin Coordinator

Country:             Sierra Leone

Department:    Emergency Response Team

Essential Job Duties/Scope of Work:

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

JOB SUMMARY

The Emergency Finance Admin Coordinator will set up and oversee all financial activities in the area of emergency response, at the direction of the Team Leader and the Regional Finance Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Accounting and Finance Management

• Ensure compliance with the organization and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation. If needed, suggest applicable financial procedures to fit specific needs of the emergency. Communicates challenges with the rest of the team and HQ.
• Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performed in accordance with internal policy and procedures
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
• Suggests formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes
• Ensures the maintenance of accurate records of financial transactions of the office (main and field offices) in order to monitor financial status of all project activities
• Manages the finance department of the office to meet the financial reporting requirements of in-country management and Headquarters; This function includes ensuring that all financial reports are submitted on time and contain relevant information for all the users of the financial reports
• Directs the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements
• Maintains the organizations system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Oversee training of finance staff and provide technical support to emergency program and logistics
• Prepare budgets; work closely with Regional Finance Coordinator on development of budgets, gaining shortfall approvals and submission of budgets to donors, if needed.
• Present & facilitate review of actual to budget expenditures with Team Leader and Site Managers
• Provide recommendations for budget realignments as required
• Make frequent visits to field offices provide training to finance staff on internal procedures and requirements

2. Emergency Response:

• Close collaboration with Emergency response team and ensuring that all finance / admin aspects are covered
• Participation on ER conference calls
• Ensuring that finance dept is properly staffed
• Acts as main finance / admin support to the rest of the emergency response team as well as a point of contact for all finance issues when it comes to communication with HQ Finance
• Responsible for the finance / admin setup of the office;
• Provide suggestions to HR /Finance department re benefits for international staff (hardship, living allowance, etc). Ensure that these are duly communicated and agreed upon with the rest of the team.
• Ensure adequate and smooth cash flow; investigate means of sending cash from the HQ office and provide recommendation. Where applicable, ensure that bank account is opened as soon as possible

3. Human Resources Management

• Supervise the human resource, finance and administrative functions in field offices to ensure their smooth and effective operations
• Supervise the oversight of staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context
• Ensure compliance to local labor laws including contracts, compensation packages, taxes and working hours
• Communicating with the lawyer, other NGOs and local authorities with regards to IMC registration
• Oversee the recruitment and selection of qualified program field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors
• Collaborate with security officer/CD to maintain security of staff in the field locations
• Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to field staff
• Maintain open lines of communications with all field staff
• Ensure that finance department is fully staffed, hires local staff, ensure that job descriptions are developed and on file, timesheets collected

4. Training/ Capacity Building

• Determine training needs for finance and human resources staff
• Train staff or coordinate trainings to increase staff capacity ensure sustainability of programs
• Advocate and plan for professional development for expat and national staff

5. Working Relationships

• Maintain frequent communication with Regional Finance Coordinator to ensure finance activities and objectives are communicated
• Work with Team Leader and Logistics staff to ensure the coordination of programs are within budgeted targets
• Attend coordination meetings which are relevant to emergency activities
• Interface with national government and relevant agencies to ensure compliance with varying government regulations

6. Representation

• Together with Team Leader serves as the principal liaison with donors on matters related to the program to ensure financial and programmatic accountability to donors
• Establish and update contact details of potential donors
• Participate in donor meetings and communicate relevant information to HQ
• Work with key donor Staff to develop and maintain optimum financial and programmatic relationship
• Ensure maximum visibility of the agency amongst the NGO community
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors

7. Security

• Ensures financial considerations are planned for and implemented as required at each security level
• Ensures application and compliance of security protocols and policies
• Sends copies of key internal documents to HQ for back-up, as necessary
• Facilitates emergency and non-emergency security expenditures

Qualifications:

SKILLS & REQUIREMENTS:

• Previous work in a developing country or resource-deprived environment at the management level required.
• Minimum of a college or university degree in Accounting or Business Administration; preferably a Master’s degree.
• Working experience with IMC, minimum 1 year
• Minimum 3-5 years managerial experience in a non-profit organization or equivalent experience, training and education
• Extensive experience in the administrative and financial management of overseas programs at the management level
• Extensive experience in working with computerized accounting systems, preferably ACCPAC
• Comprehensive knowledge and working experience with USAID, World Bank, EU, DfID, UN and other donors
• Experience in developing and managing procurement and logistical procedures and policies
• Skills and knowledge in program sustainability and capacity building, public-private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
• Strong writing and presentation skills
• Proven capabilities in leadership required
• Strong negotiation, interpersonal and organization skills
• Humanitarian experience.
• Ability to train others and work with minimum supervision.
• Motivated, enthusiastic and dynamic personality.
• Strong organizational skills and the capacity to analyze and prioritize needs.
• Fluency in English is required

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