Assistant Country Director - Finance & Administration
30 Oct 2009 20:26:00 GMT
Deadline date: 19 Nov 2009 |
| Organisation: | CARE - Canada |
| Location: | 221882 |
| Type: | contract |
| Salary: | TBA (000's USD) |
| Description: | JOB TITLE: ASSISTANT COUNTRY DIRECTOR,
ADMINISTRATION & FINANCE SUPERVISES: INFORMATION TECHNOLOGY MANAGER, SUB-OFFICE ADMINISTRATOR, ADMINISTRATION MANAGER, FINANCE MANAGER SUPERVISOR: COUNTRY DIRECTOR Key Job Profile Indicators- Zimbabwe: Total Portfolio Size: USD 35M Annual Budget: USD 12.7M # Projects: 12 Average Project Size: USD 1M # Donors: 8 (CIDA, DFID, SIDA, USAID FFP, OFDA, EU, UNICEF, WFP) # Expatriates: 10 # Nationals: 286 Key Sectors of Activity: Agriculture & Natural Resources, Food Aid and Security, Small Economic Activity Development Sector, Water and Sanitation, Education, Urban Livelihoods. JOB SUMMARY: Provide overall management of the Country Office’s various support units; Finance, IT, Procurement, Fleet, and Administration to ensure optimum support to projects within the policies of CARE International , CARE Canada and the laws of host country. Provides training, mentoring and coaching to senior programme support managers as they mature in their responsibilities. Ensures that projects and programmes receive the quality and quantity of services required in a timely manner. Ensures that rigorous systems are in place and that senior managers enforce compliance with these systems. Minimizes financial risk when possible. Assists the Country Director in overall management of the Country Office. Travel Requirements to Sub-Offices: Approximately 20% of working day would be spent in travel Responsibilities and Tasks: Responsibility 1: Provides overall management of the Country Office’s Finance Department to ensure that optimum financial support is provided to Country Office projects within established CARE Canada and CARE International financial policies and principles and within the standards set by the Country Office. Task: 1.1. Provides advice to the Country Director on financial matters, particularly the monthly review of the balance sheet. 1.2. Minimizes financial risk specifically in the areas of cash management and foreign exchange exposure. 1.2 Assists the project managers with donor contracts. Provides advice & provides expertise at the project/program budget proposal development and final submission stage. 1.3 Reviews and monitors the Country Offices financial policies, systems and procedures and initiates development or correction as required. When financial policies are to be changed or new ones introduced, the ACD will ensure there is liaison and consultation with the SMT. 1.4 Closely monitors Reserve Bank and Governmental policies, regulations, and banking policies and provides advice on payment issues. 1.5 Liaise with the ACD Programs, to ensure that the contract liabilities are collected in a timely manner and that project expenditures are in line with the contract budgets. 1.6 Authorize Country Office statements, staff payroll, financial reports, adjusting journal entries, cash receipts and signs cheques and bank letters. 1.7 Supervises the preparation and submission of the Country Office budgets by line managers and finance staff, to ensure that budgets reflect Country Office needs and CARE International (CI) budgetary requirements. 1.8 Provides liaison with other departments, sub-offices, CARE Canada and other CARE’s to provide information, guidance, address issues, and to ensure there is an understanding of Country Office finance requirements and standards. 1.9 Relays the macro direction, for the Country Office and CI, to all finance departments and finance managers. Authorizes overall finance plans for budgets, staffing, and procurement and makes final decisions on policy-level financial matters and provides an over view to the department on investments, banking, and forex transactions. 1.10 Audits the accounting practices of the Country Office finance staff through the authorization of various documents and financial instruments, and takes corrective action as necessary. 1.11 Directly supervise the Finance Manager and provide general team leadership for the Finance department. Responsibility 2: Provides overall management to the Country Office’s Administration department to ensure that optimum administrative support is provided to Country Office projects within established CARE Canada and CARE International operational principles. 2.1 Review and monitor Country Office administration policies, systems and procedures and initiate development and/or corrective action as required. (Administration includes legal affairs; administrative liaison with the National Government; the management of buildings and properties; fleet management; asset management; procurement, shipping, office equipment and office supplies, etc). 2.2 Review and monitor the adherence of the Country Office to CARE operational policies and to the laws of the host Country and initiate corrective action as required. 2.3 Review and monitor the Country Office vehicle use and practices in order to attain optimum efficiency of CARE’s vehicle fleet. 2.4 Authorizes property leases, major contracts and all other major administrative actions. 2.5 Reviews and monitors the vendor data base and ensures that CARE International policies and procedures are adhered to in the purchasing of goods and services and takes corrective action as required. 2.6 Review and monitor the production and use of administration data within the Country Office and initiate development and correction of such practices as required. 2.7 Authorize administration department budgets, staffing and goals and objectives and in consultation with the SMT, make final decisions on policy level administrative matters after consultation with the SMT. 2.8 Consult and liaise with GOZ offices, lawyers and others when required for protocol or trouble shooting purposes. 2.9 Directly supervises the Administration Manager and provides team leadership to the department. Responsibility 3: Provides overall management to the Country Office’s Information Technology (IT) unit to ensure that optimum administrative support is provided to services to Country Office projects within CARE International operational procedures. 3.1 Authorize IT budgets, staffing plans, goals and objectives. 3.2 Review and monitor IT policies, systems and procedures and initiate development and/or corrective action as required. 3.3 Directly supervises the IT manager, and provides team leadership to the unit. Responsibility 4: Assists the Country Director in overall Country Office management in order to ensure that the Country Office most effectively pursues the achievement of the organizational purpose and the country strategy. 4.1 Assist in liaison with, and represent CARE to, the host government, donor, local and international agencies, communities and the general public for his/her sphere of operation. 4.2 Participate in CARE forums (in Country and Internationally) when required. 4.3 Performs any other duties as required by the Country Director or CARE headquarters. Responsibility 5: Supervises and supports the programme support activities in Country Office’s sub-offices and district project offices. 5.1 Directly supervises the Sub-Office Programme Support Administrator and indirectly supervises other positions with similar responsibilities in sub and project offices. Provides team leadership to sub-office programme support teams. 5.2 Provides policy, systems, and compliance support to sub and project offices. 5.3 Authorizes main office and sub-office programme support budget, staffing and development plans. Responsibility 6: Liaison with CARE Canada HQ • Ensure monthly financial and other management reports for CARE Canada are prepared accurately and on a timely basis. This entails respecting the deadlines set in the financial calendar. • Ensure that all CARE Canada policies and procedures are implemented fully following the Country Office Finance Manual as well as other CI manuals. • Safeguard and propagate CARE Canada interests in dealings with external parties in your areas of responsibility e.g. other CI Members, Host Country Governments etc. through proper review of Contracts, Individual Project Implementation Agreements and other legal documents. • Liaise with HQ and other CI members as required and ensure that all reports/information due to them are submitted in a timely manner • Ensure the preparation and submission of the CO annual budgets and pipeline reports to CARE Canada including submitting budget revisions are done in a timely and accurate manner • Ensure that the CO policies and procedures are in line with CARE Canada’s policies and procedures. • Respond to queries and correspondence from CARE Canada and other CI members. • At year end coordinate with CARE Canada HQ their requirements regarding timelines and deliverables for annual CARE Canada audit. • Provide adhoc reports and analysis as requested by the Director Financial Performance and Risk Management, International Operations CARE Canada Authority: - Over generally defined goals and objectives. - Regarding work methods, approaches and sequence chosen by incumbent, with primary constraints of budgets, demands of other units in the organization, or contractual agreements. Travel Requirements to Sub-Offices: Approximately 20% of time outside of main office. Education and Certifications • University degree in management, business administration or a related field (must be able to provide documentary evidence of the degree for work permit application). • Professional accounting designation would be preferred Minimal requirements: • Minimum 5 years of international development or humanitarian assistance experience in program support roles. • Excellent management skills and experience. • Strong finance, HR, administration and audit skills and experience. • Excellent team building, coaching and mentoring skills and proven experience in managing multi-sectoral teams. • Strong interpersonal and intercultural communication skills. • Excellent organizational, written communications and interpersonal skills. • Excellent oral and written communication skills required in English Contact information: Please apply online at www.careersunited.org. You will need to register before submitting your application. Applications will be reviewed upon receipt and qualified candidates will be contacted. We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates. |
