Deputy Admin and Finance Coordinator

• Budget and Financial management: S/he will support the Administrative and Finance Coordinator in all aspects of budget and financial management, including budgetary and the cash forecast for the mission;
• Representation: By delegation of the Administrative and Finance Coordinator, s/he 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 Finance Coordinator, s/he participates in distributing information concerning the financial issues regarding the mission, both within the mission itself and to the main office, and s/he will consolidate internal and external reports in these same fields.

Specific objective and linked activities

1. FINANCIAL MANAGEMENT AND BUDGETING FOR THE MISSION

1. 1. Budget

• 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 Administrative and Finance Coordinator;
• Contribute to draw up project budgets within the framework for proposed operations (including the budget narrative) following the procedures of each donors and implementation partners, in coordination with the coordination team and the people responsible for the area concerned. S/he will thus ensure that any costs strictly related to the proposed programs are covered, and also the fair distribution of mission operating costs throughout the duration of each project;
• Monitor the budget for each project every month, participate in communicating with those involved with the mission and at Head Office within 15 days following the end of the month, and analyze the budgets with them for any possible discrepancies between the provisional and actual budget;
• 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 donor and implementation partner. S/he 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.);
• Prepare the external financial reports for financial sponsors and send it for validation to the Administrative and Finance Coordinator, with all the documents that make up the contractual report in respect of the contractual reporting deadlines;
• Be in charge of preparing the monthly cash forecast of the mission.

1. 2. Budget Analysis

• Carry out the responsibilities of doing a monthly budget analysis at mission level and share the results with the bases;
• Provide advice and technical assistance with cost analysis, fiscal allocation, and budget preparation;
• Based on the analysis, suggest adjustments to the budget as needed, which may involve requesting amendments to contracts. Take into account the contractual period necessary for presenting any amendment for the validation of the Administrative and Financial Coordinator within the required time

2. CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION

• Ensure that information is circulated effectively between operational bases and the coordination office.;
• Edit or take part in drafting internal activity reports for everything involving financial management, budget and accounts;
• Ensure administrative coordination at mission level for regular visits to the bases, for monitoring, follow-ups, training, etc.;
• 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;
• Represent PU-AMI before any legal, fiscal or administrative authorities (taxation authorities). Develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs as regards to financial sponsors.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.