Deputy Admin Coordinator For Finance & Accounting

General objective By delegation of the Administrative and Financial Coordinator, the Deputy Admin Co for Finance & Accounting contributes to the good financial management accounting/budgeting for the mission   Responsibilities and tasks Financial management and accounting: He/She will support the Administrative and Financial Coordinator in all aspects of financial management, including budgetary and accounting activities, as well as the cash flow for the mission. Representation: By delegation of the Administrative and Financial Coordinator, he/she will represent the association before partners, authorities and the various local actors involved, in the areas of finance relating to the mission. Coordination: By delegation of the Administrative and Financial Coordinator, he/she participates in distributing information concerning the financial issues regarding the mission, both within the mission itself and to the main office, and he/she will consolidate internal and external reports in these same fields. Specific objectives and linked activities FINANCIAL MANAGEMENT, ACCOUNTING AND BUDGETING FOR THE MISSION 1.      Finances He/She will contribute in drawing up to draw up and updating key performance indicator documents (scorecards) to monitor the mission’s financial balance sheet and to avoid risks.  He/She will also analyse financial information and share his/her conclusions with the Administrative and Financial Coordinator. He/She will support the Administrative and Financial Coordinator in the implementation and good use of the financial, the accounting and budgetary procedures and management tools for the whole of the mission, as well as in briefing new expatriates and national employees on these rules and for organising ad hoc training as required. Under supervision of the Administrative and Financial Coordinator, he/she will ensure, among other things that the procedures for committing funds are respected and will set up an internal monitoring system. He/She will also participate in validating purchase files. He/She will support the Administrative and Financial Coordinator in financial audits for the mission and in distribution to Head Office of documents and information required within the scope of any audit carried out at Head Office.     2.      Budget With the help of the Administrative and Financial Coordinator, he/she will participate in the development of the budgetary framework for the mission for the year, and monitor/revise it at regular intervals as agreed with the management auditor at Head Office. He/She will contribute to draw up project budgets within the framework for proposed operations (including the budget narrative) for the procedures of each financial sponsor, in coordination with the coordination team and the people responsible for the area concerned. He/She will thus ensure that any costs strictly related to the proposed programmes are covered, and also the fair distribution of mission operating costs throughout the duration of each project. Under supervision of the Administrative and Financial Coordinator, he/she will monitor the budget for each project every month, will participate in communicating with those involved with the mission and at Head Office within 15 days following the end of the month, and in analysing the budgets with them for any possible discrepancies between the provisional and actual budget. He/She will carry out budget projections on a regular basis to ensure that optimum use is made of budgetary resources in respect of the eligibility rules and the flexibility of each financial sponsor. He/She will also prepare suggested adjustments to the budget as needed, which may involve requesting amendments to contracts. He/She will take into account the contractual period necessary for presenting any amendment for the validation of the Administrative and Financial Coordinator within the required time. He/She will ensure throughout each project that funds are allocated correctly and in respect of the contractual framework as regards rules of eligibility (date, purchasing procedures, etc.) and reporting deadlines. He/She will prepare the external financial reports for financial sponsors which he/she sends for validation to the Administrative and Financial Coordinator, with all the documents that make up the contractual report.   3.      Accounts He/She will support the Administrative and Financial Coordinator in supervising the allocation of accounts and in ensuring the allocation of expenditure and close monthly accounts having carried out all of the checks required. He/She will be responsible for correctly filing accounting records according to the standards established by Head Office   4.      Cash flow He/she will prepare a provisional level of cash flow with teams, and send it to the Administrative and Financial Coordinator for validation, as well as monitor the amount of cash flow to the mission to ensure it is just enough for on-site requirements for the period, taking into account any possible payments from sponsors made locally as part of any request to Head Office for transfer of funds. He/She will support the Administrative and Financial Coordinator in bank accounts and petty cash in monitoring the balance of these on a regular basis and in organising movements of funds for the mission; he/she will also be constantly alert for security issues in transferring and holding funds. LEGAL MANAGEMENT OF THE MISSION To  ensure that PU-AMI is registered in the country and with the various state services (tax authorities, government planning department, etc.), with regard to administrative procedures and current fiscal and legal obligations.   CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION To ensure that information is circulated effectively between operational bases and the coordination office. To edit or take part in drafting internal activity reports for everything involving financial management, budget and accounts To ensure administrative coordination at mission level for regular visits to the bases, for monitoring, follow-ups, training, etc. To be the representative of PU-AMI before any employee representation bodies, whether or not these are compulsory by law, as well as be the  PU-AMI’s representative for all personnel for any matters relating to accounting. To represent PU-AMI before any legal, fiscal or administrative authorities (taxation authorities). He/She will also develop and maintain relationships with partner organisations, particularly within the area of coordinating with NGOs as regards to  financial sponsors.