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Finance and Admin Consultant

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Country: Yemen
Organization: Diakonie Katastrophenhilfe
Closing date: 14 Oct 2021

Main functions Finance and Admin Management

Reporting to Finance and Admin Manager and Country Representative

Time Frame 1 November 2021 – 28 February 2022. Total number of days: 70 (Approximately 40 in 2021 and 30 in 2022) Note that visa application procedures may take time, work starts remotely. Days indicated per activity below are indicative only.

BACKGROUND DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organisation that renders humanitarian aid in 36 countries across the world. DKH supports people who are affected by natural disasters, war and displacement and who are not able to cope on their own in the emergency situation they find themselves in. The work is guided by the Humanitarian Principles and the Core Humanitarian Standards (CHS). It is DKH's approach to work through a global network of partner organisations. DKH is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), one of the biggest welfare institutions in Germany.

DKH provides technical and other backstopping support to all partner organisations within its area of responsibility. It also continuously aims at increasing and further strengthening relations with local partners on the ground and building their capacities. For this purpose, in addition to project and program support, DKH will provide a partner-tailored Capacity Building programme, targeting all strategic partners.

PURPOSE OF ASSIGNMENT

While DKH is not planning to directly implement humanitarian projects, it wants to ensure that the partner organisations in Yemen have the administrative and technical capacities to implement their projects and programmes according to highest quality standards possible. DKH wants to ensure that the humanitarian response in Yemen is meeting expectations in all relevant aspects, that DKH can fully rely on the partner organisations, and an added-value becomes visible through the own presence on the ground.

The consultant manages the DKH Finance and Admin staff and ensures coordination with partners on budget development and reporting, providing financial, administrative as well as other backstopping to the partner organisations. It is a continuous effort to increase and further strengthen relations with the local partner organisations and building their capacities while ensuring quality standards.

WORK CONTEXT

In June 2019, DKH registered with MOPIC in Yemen to work with government agencies, national partner organisations, and the wider humanitarian community to provide emergency response and resilience building initiatives across the country.

DKH started with small pilot initiatives for the provision of life-saving emergency response with selected civil society organisations in Yemen. Currently, larger-scale programming is in preparation phase. DKH is currently operating primarily from its office in Aden.

DKH recognises that there is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff and consultants must comply with all DKH security policies and procedures.

Purpose of the Position / Overall Task

Overall task of the F&A Consultant is to provide financial and administrative support to DKH Yemen Country Office (CO) and its partner organizations (PO).

1) Interim replacement of FAM in December 2021

  • Fully cover the position of Finance and Admin Manager during her absence (Dec 2021 – Jan 2022)

2) Technical support in Financial and Administrative matters

The consultant works on equal footing with: DKH FAM. Close coordination with Country Representative

The consultant will manage the Finance Officer, Admin and Liaison Officer and Compliance Associate (during task 1) and coordinate with them as required to complete task 2. The consultant works in close coordination with the rest of the Senior Management Team, consisting of: Country Representative, Program & Partnership Manager, and Security & Logistics Manager.

Description of Tasks

Interim replacement FAM (40 days between mid-November 2021 and January 2022)

Approximately 5 days in November will be partially used for orientation and induction by the current FAM into the role and responsibilities throughout December (30 days), and another 5 days for a handover back to the national FAM. This task includes the following core responsibilities.

Budgeting and Accounting:

  • Preparing and reviewing budgets, and partner/donor financial reports (monthly, quarterly, annually).

  • Supervising and auditing all payables and receivables, the preparation of vouchers, bills, invoices and supporting documents for entry into the computerized accounting system (QuickBooks)

o Oversee and sign-off on monthly closing. Initiate Annual closing (to be completed in presence of FAM upon her return)

  • Summarize and forecast DKH Yemen’s financial cash flow and prepare fund requests as required

  • Ensure the accuracy of the cash in bank and petty cash

  • Review of project proposals, budgets, and financial reports of the Implementing Partners (including control of correctness and eligibility of expenditure lists against partner financial reports). In addition to reviewing and processing partner fund requests.

  • Provide partners with guidance on DKH and donor requirements and accountability.

· Ensuring that all financial, administrative and project related paper-based and electronic records, files, folders, and documents in an accurate and orderly manner.

Administration: Management of all service contracts

HR Management: Supervise the recruitment, employee contract process and salary payments in line with DKH HR Policy and Procedures and Yemen Law

  • Provide direct line management to the Finance and Admin team

  • Provide support and training to both positions to ensure correct execution of their respective responsibilities

  • Managing the recruitment and employee contract process in line with DKH HR Policy and Procedures

  • Supervising the process for obtaining visa, work permit and residence permit for DKH Staff and Consultants

  • Ensuring that the employee and consultant records, files, folders, and documents in an accurate and orderly manner

Risk Management & Compliance: Supervise and support the compliance Associate in checking the partners supporting documents

  • Flag potential areas of financial compliance vulnerability and risk to the Country Representative

  • Ensure correct and thorough application of accountancy procedures by the DKH team, including filing of documents, allocation of expenses, vouchers registration, balance checking, etc.

  • Ensure appropriate and secure record keeping for financial transactions in line with DKH Stander, and statutory requirements.

Key deliverables under task 1:

o The consultant is to ensure submission of the following financial reports to Head Office, due 15 of the next month:

  • Monthly DKH November and December 2021 Reports/ Monthly Jan 2022 report under Operational budget: DKH

  • Monthly November and December 2021/ Jan 2022 report under GFFO / AA: YFCA and BFD**

  • Monthly November and December 2021/ Jan 2022 report under BMZ: ADO and NMO**

The consultant documents (on an ongoing basis) his main actions and decisions in a comprehensive hand-over report for a smooth transitioning back to the FAM.

Additional key deliverables may be defined at the start of the consultancy

o Technical support in Financial and Administrative matters (30 days)

Inflation correction

  • Assess inflation over 2021 for potential corrective actions on salary compensation packages. Based on document review, consultation with humanitarian actors and other trusted references, factoring in that salary payments take place in USD.

  • Establish a base-line standardized cost-of-living package in Yemen for future reference (split by Aden and Sana´a if required)

Review of the exchange rate policy and its application

  • Late 2021 a shift in the approach of managing and registering exchange rates has been adopted by the Country Office. The Consultant shall review the past and current practice and develop a standard approach for accurate donor reporting and entering corrective entries in Quickbooks over 2021.

Establish in-country Per Diem rates

  • DKH Country Office had initially set a fixed Per Diem rate covering food and accommodation during in-country travel. This rate was based on a rapid comparison. The consultant is to collect food and accommodation prices in the main Areas of Operation (Aden, Sana´a, Mokha, Ataq and Marib) to establish more accurately respective Per Diem rates.

  • Compare Per Diem policy and rates with other humanitarian actors

Develop ToR for national accountant

  • The Country Office has established a need for a part-time support by a (certified) national accountant. The consultant is to determine the current gap in ensuring quality, transparent financial management and internal control, as well as required separation of tasks and translate those into a national (part-time/external) accountancy function.

Key deliverables under task 2:

o Inflation correction report including an indication on whether cost-of-living increased over 2021 against the USD, a standardized cost-of-living package for Yemen (split Aden and Sana´a if required)

  • Submit a recommended Per Diem rates for Yemen to the SMT for approval**

  • ToR for national (part-time) accountant

  • The consultant documents (on an ongoing basis) his main actions and decisions in a comprehensive hand-over report for a smooth transitioning back to the FAM

Additional key deliverables may be defined at the start of the consultancy

o Any other issues

  • Support the Finance and Admin Manager in her tasks

  • In case the situation requires additional tasks may be assigned within the scope of this Terms of Reference

QUALIFICATION, EXPERTISE AND SKILLS

· At least 7 years of relevant experience in leading Finance departments or related activities, including managing large back-donor funded budgets in the field of humanitarian assistance. Experience in Yemen is an advantage;

· (Certified) Accountant or Relevant university degree in finance, accounting, economics, business administration or related subject;

· Strong knowledge in accounting software, financial tools and management (Preferably QuickBooks)

· Sound knowledge of and skills in dealing with multiple currency contexts, including those with high inflation:

· Experience in working through local partner organizations based on equal partnership principle and in providing them technical and other backstopping support;

· Good understanding of humanitarian principles and other key principles of international NGOs including accountability, impartiality, neutrality, independence;

· Languages: Fluent in written and spoken English. German and Arabic are a strong asset;

· Excellent English writing, with proven experience in developing manuals and tools

· Excellent coaching and mentoring skills, ability to listen, to organize and to present information, views and concepts in a concise, understandable and interesting way for a variety of audiences, both written and oral;

· Experience working in different cultural work environments & ability to perform tasks with sensitivity to the local culture, to interact effectively and professionally with persons from diverse cultural, socio-economic, educational, ethnic and professional backgrounds;

· Experience in working in fast changing contexts of sensitive political nature while remaining organized, detail oriented, and able to work under pressure with minimal supervision;

· Proactively working with excellent problem-solving skills;

· Team player with outstanding personal attitude: especially sense of responsibility, diplomacy, concern for quality, result orientation;

· Outstanding personal values: integrity, commitment, respect for diversity, patience, and sense of humour.

How to apply:

APPLICATIONS

Kindly send your application (clearly indicating expected daily rate) and CV by email to:

Jobs@diakonie-katastrophenhilfe.de

Further questions regarding the assignment kindly address to Finance and Admin Manager (FAM):

marwa.ali@diakonie-katastrophenhilfe.org

The remuneration follows internationally accepted standards. Consultancy status. Deadline October 14, 2021.


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