Support Services Manager

Responsibility 1 : Ensure the mission's accountancy and cash flow management

• Supervise the monthly and yearly accountancy closure processes
• Supervise the management of bank accounts, safes and cash boxes and appropriate security system
• Draw up cash-flow forecasts and ensure the optimal management of cash flow
• Manage and follow-up the file of taxes as per local requirements

Responsibility 2 : Carry out the management of budget and donor funding contracts

• Ensure realistic budgeting, proper codification of expenses and good budget steering
• Ensure the respect of Regional Financial Calendar as defined each year in line with HQ deadlines and regional internal financial monitoring process
• Contribute to the drawing up of the annual budget and its revisions in the respect of HI budget framework and analyze the impact on the financial plan.
• Identify analytical corrections and make sure necessary adjustments on Navision are done
• Analyze budget follow-up on monthly basis and ensure necessary feedback is given to budget managers
• Elaborate and follow-up of allocation tables of the mission
• Ensure that funding utilization is optimized and share ideas to improve the use of HI/donor funds when appropriate
• Alert when necessary, but early enough on financial risks in the mission
• Realize & analyze the donor budget monitoring and anticipate and prepare cost or no-cost extension of donor contracts or budget amendments
• Keep up-to-date with the procedures of institutional donors providing funding for the mission and ensure compliance with these procedures
• Ensure proper filing of donor documentation (contracts, amendments, diverse communication etc.)
• Train budget holders on budget management
• Manage local audits and support the mission audits organized in HQ

Responsibility 3:Manage partners administrative aspects

• Participate to partner assessment, ensure a proper accounting training has been given before the beginning of the collaboration
• Validate the financial aspect of partnership agreement (financial installment and reporting etc.)
• Ensure the completion, the compiling and archiving of all the partnership’s contractual documents
• Ensure the partners’ expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and adapted training if required;
• Ensure that cash transfers to partners are properly done and on time, justified by correct documents
• Ensure that regular financial reports are submitted by partners

Responsibility 4: Ensure smooth running of mission's logistics

• Make sure logistic procedures (purchase, stock, transport, equipment, vehicle fleets, power supply and telecommunications), are updated and applied in compliance with the legal framework and donor regulations
• Supervise supply chain management (coordinate the drafting of a supply plan per project and supervise the monitoring of Purchase and Service Requests (PMC))
• Supervise the management and use of the fleet
• Supervise stock and equipment management; ensure the reliability of the data they contain
• Supervise the management of general services (expatriate staff accommodation, offices and storage facilities)

Responsibility 5 : Ensure the implementation of the mission’s HR processes and compliance with local legal framework

• Ensure high quality and transparent recruitment processes are in place within the mission
• Ensure adequate induction is provided for new staff based on relevant HI policies and guidelines
• Manage the remuneration system and employment policies at mission level
• Supervise the social and medical policy framework for the mission
• Ensure performance appraisal system is in place, and is completed, monitored and evaluated across the mission
• Ensure the mission staff training plan is implemented and followed
• Ensure the formalities required by government bodies are completed in time, ensure pro-active follow up of legal matters and in