Deputy Admin Coordinator For Finance

General objective   The Deputy Admin Coordinator for Finance is responsible for the good financial management, accounting and budgeting for the mission.   Budget Financial management: He/she will manage under the supervision of the Administrative and Financial Coordinator all aspects of budget and financial management, including budgetary and the cash forecast 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. Technical supervision: provide technical support and supervision to the admin managers of the bases    Responsibilities and tasks   1.                  FINANCIAL MANAGEMENT AND BUDGETING FOR THE MISSION a)   Budget 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 Administrative and Financial Coordinator He/she will review project budgets developed by the bases within the framework for proposed operations (including the budget narrative), and ensure that they follow the procedures of each donor and implementation partner. He/She will thus ensure that any costs related to the proposed programs are covered, and also the fair distribution of bases’ operating costs throughout the duration of each project He/she is responsible for the attribution of the coordination support costs in all budgets in accordance with the support cost allocation system. 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 donor and implementation partner. 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.). He/she will prepare the external financial reports which he/she sends for validation to the Administrative and Financial Coordinator, with all the documents that make up the contractual report in respect of the contractual reporting deadlines. He/ She will be in charge of updating the monthly allocation table for Coordination and of reviewing the one related to each base. He/ She will be in charge of updating the cost sharing table.   b) Procurement Management He/ She will be in charge to validate and follow, with concerned managers, all purchase files for the coordination office and that for the other bases (if necessary) and make sure that these files are in compliance with PU-AMI procurement procedures c)   Budget Analysis: He/she will be responsible for the monthly budget follow-up process at mission level. He/she will ensure that all bases manage their budgets correctly, that the budget forecasts are up-to-date and donor rules respected. He/she will provide advice and technical assistance in cost analysis, fiscal allocation, and budget preparation. Based on the analysis he/she will suggest adjustments to the budgets 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 ensures that all bases are aware of the contractual obligations towards donors. 2.             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.    3. Zooming in on priority activities within the context of the mission   Carry out training and coaching for the finance and program departments on budget management issues Review and formalize mission-specific finance procedures   Mandatory requirements  Language Skills: Fluent in English,(speaking/ reading/ writing).  Education Degree: Masters degree in Finance management or accounting. Work experience: minimum 3 years of professional experience in similar position.Experience with NGO. Computer skills: Very good knowledge in Microsoft Office and Saga. Excellent in Excel. Other  requirements: Experience in audit. Good writing skills, analytical skills, pedagogical skills, management capacities and team leadership spirit, Assets Well organized Strong donor knowledge Strong training skills Ability to take initiative to deal with difficulties encountered in daily work and suggest improvement Ability to adapt or change priorities according to the changing situation within a mission or the organization itself Autonomy, neutrality, hard worker Able to manage stress and pressure Understanding of the political situation in the area Strong motivation to help people in need Conflict resolution and diplomacy experience Good skills in reports and contracts redaction Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines. Knowledge of humanitarian actors Excellent communication and diplomacy skills to manage relationship in potentially tense situations