Preliminary job information. General information on the mission

Transcription

1 JOB DESCRIPTION Preliminary job information Job Title Country and Base of posting Reports to Creation / Replacement (incl. name) Duration of Handover Duration of Mission DEPUTY ADMIN COORDINATOR FOR FINANCE SYRIA- DAMASCUS (OFFICE) ADMINISTRATIVE & FINANCE COORDINATOR Creation N/A 3months General information on the mission Context As the conflict in Syria enters its fourth year, the humanitarian needs have increased twelvefold, with 12.2 million in need of humanitarian assistance, including more than 5.6 million children, and 4.8 million people are living in hard to reach areas and locations, including 212,000 totally besieged in 11 areas. The number of displaced people due to the crisis is estimated at 10.8 million, with 7.6 million internally displaced and 3.2 million who fled to neighboring countries. In addition to being the biggest displacement crisis worldwide, the Syria crisis is also considered as the largest protection crisis on the global stage with over 191,000 people killed since the start of the conflict. Palestine refugees are also affected, with 64 per cent of registered Palestine refugees displaced, 280,000 internally and a further 80,000 abroad. The social situation is characterized by large-scale displacement, some widespread damages of civilian infrastructures (water networks, schools, hospitals, etc.),socio-economic decline, reduced capacity by the Government of Syria and non-public entities to provide basis social and medical services, thus resulting in increased mortality and morbidity and levels of vulnerability of large segment of the Syrian population, particularly for already vulnerable groups (such as children, girls and women, elderly and the people with disabilities, people in sealed off areas). The Syrian economy has been severely affected by the crisis and is expected to continue to decline. Productive sectors have almost come to a standstill due to insecurity in agricultural as well as industrial areas. The Syrian currency has devaluated of approximately 50% since the beginning of the conflict (1USD/~50SYP in 2011; 1USD/~200SYP in January 2015 on the black market). As an effect of the international sanctions, the price of basic items increased drastically (i.e. food, fuel and gas from 30 to 200% according the item and location). Disrupted means of transportation, electricity and fuel shortages worsen the daily life of Syrian people. Less than 3% of the IDPs are accommodated in official collective shelters; the overwhelming majority of IDPs resides with host families, in unofficial shelters, unfinished buildings, makeshift accommodations or informal settlements. Most of them left in a rush with few belongings. The majority of IDPs lives in overcrowded areas where public infrastructures are not able to answer their needs, especially as a significant number of these public infrastructures have been damaged or destroyed by the conflict, hence reduced their overall capacity. Syrians are in vital need for humanitarian help, as the situation does not show any signs of improvement. For these IDPs, protection, health, basic domestic items, shelter and cash assistance are the essential humanitarian needs. The Syrian economy has also been severely affected by the crisis and is expected to continue to decline. Productive sectors have almost come to a standstill due to insecurity in agricultural as well as industrial areas. Disrupted transport links, electri city and fuel recurrent shortages make worse the daily life of Syrian people. Given the geographical repartition of IDPs' concentration spots and the issue of hard-to-reach areas in theatres of armed conflicts or besieged locations (by either government or opposition forces), the Aid Community (The Syrian Arab Red Crescent SARC, RC/RC movement, UN Agencies, national NGOs and few INGOs -including PU-AMI - operate mainly in government controlled areas. PUI s strategy/position in the country Page 1 / 5

2 PUI, has been implementing programs in Syria since 2008 (under the name of Première Urgence, used before the merger in 2011), via an Syrian government accreditation from a MoU with the Syrian Arab Red Crescent (SARC), to provide assistance, originally conducting projects targeting mainly Iraqi refugees. Since the outbursts of the crisis it is focusing on the IDPs humanitarian needs. Presently, the operational strategy for PUI in Syria is to maintain a sustainable level of effective humanitarian response concerning the living conditions of conflict-affected Syrian people (especially internally displaced persons IDPs), through different programs in key programs such as Emergency NFI distributions, Rehabilitation of shelters, Education activities, Water trucking, and Health facilities support. According to the MoU signed between PU and SARC, these operational sector programs are implemented either directly by the SARC, being the official agency in charge of supervising the implementation of aid programs, or under the supervision of relevant governmental authorities and in consultation with the SARC. History of the mission and current programs With the escalating conflict and rising displacement in Syria, PUI s main focus is to provide a comprehensive response to ensure a minimum standard of living conditions and basic sanitary conditions for displaced people and vulnerable host communities. PUI utilizes a multi sectorial approach, with projects in emergency NFI distributions, shelter, education, WASH, community services (as health facilities support). Emergency distribution => in partnership with SARC, PUI will conduct and develop emergency NFI distributions (hygiene kits and winter kits) as the number of affected people is continuously increasing. Provide safe water to displaced families relocated in public/private collective buildings through water trucking targeting. Shelter => PUI will continue to play an important role in responding to the Shelter needs. In partnership with the MoLA: 1) Rehabilitation of Communal Shelters / 2) Enhancing habitat of people living in unfinished/partially damaged buildings. Education => Promote an equitable access to quality education and improve vulnerable children s well-being, PUI will continue in 2016 this intervention in the sector of education as well as launching new intensive vocational education in public vocational school. Health => PUI is currently implementing rehabilitation and equipment of 3 Primary Health Care Centres in Homs, Hama and Rural Damascus governorates. PUI s response will now be focusing on supporting the operational running of the clinics by providing primary health care services to the Syrian conflict-affected population and IDPs. Configuration of the mission EUR BUDGET FORECAST 2014 BASES NUMBER OF EPATRIATES NUMBER OF NATIONAL STAFF NUMBER OF CURRENT PROJECTS MAIN PARTNERS ACTIVITY SECTORS EPATRIATE TEAM ON-SITE DAMASCUS, BEIRUT UNHCR, UNICEF, ECHO, OFDA, ERF.CDC Shelter/NFI, WASH, Education, Health, Livelihood Recovery 1 Head of Mission (based in Damascus) 1 Deputy Head of Mission/Programs (based in Damascus) 1 Deputy Head of Mission/Quality & Development (based in Beirut) 1 Monitoring & Evaluation Coordinator (under recruitment - based in Beirut) 1 Administration & Finance Coordinator (based in Damascus) 1 Logistics Coordinator (based in Damascus) Overall purpose Job description The Deputy Admin Coordinator for Finance is responsible for the good financial management, accounting and budgeting for the mission. Responsibilities and scope of duties Financial, budgetary and accounting management: He/she will manage under the supervision of the Administrative and Financial Coordinator all aspects of budget and financial management, including budgetary, accounting elements and the cash forecast for the mission. Representation: By delegation of the Administrative and Financial Coordinator, he/she will represent the Page 2 / 5

3 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 Finance team at the mission Specific goals and related activities 1. FINANCIAL MANAGEMENT AND BUDGETING FOR THE MISSION a. Financial He/She ensures the implementation and correct use of financial, accounting and budgetary procedures and management tools throughout the mission. He/She ensures, amongst other things, that expenditure procedures are respected and implements an internal control system. He/She also participates in the validation of procurement files. He/She is responsible for financial audits on the mission and supervises the transmission to headquarters of the necessary documents and information within the framework of headquarters audits. b. 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.. c. Accounting He/She supervises the accounting assignment of transactions, ensures that expenditure is correctly assigned and carries out the monthly accounting closure having carried out all the necessary controls. d. Cash Flow He/She establishes the provisional cash flow with the teams and transmits to headquarters requests for transfers. He/She ensures that the amount of cash flow for the mission is sufficient for the requirements in the field over the period, taking into account possible donor payments carried out locally in these transfer requests to headquarters. He/She is responsible for the bank accounts and funds for which he/she regularly controls the balances, and he/she organizes fund movements to the mission permanently mindful of the security of the transferred and stocked funds. e. 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 PUI procurement procedures f. Budget Analysis: He/she will be responsible for the monthly budget follow-up process at mission level. He/she will ensure that all Managers 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 managers are aware of the contractual obligations towards donors. Page 3 / 5

4 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 governorates, for monitoring, follow-ups, training, etc. To be the representative of PUI before any employee representation bodies, whether or not these are compulsory by law. 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 Required Profile Required knowledge and skills REQUIRED DESIRABLE EDUCATION / TRAINING Master s degree in Finance management or Accounting Project management PROFESSIONAL EPERIENCE Humanitarian International Technical KNOWLEDGE AND SKILLS LANGUAGES SOFTWARE English Arabic Minimum 3 year of experience in a similar position (NGOs/private companies) Experience in audit Good writing skills Good analytical skills Good management capacities and team leadership spirit Good pedagogical skills Experience with NGOs Experience with PUI Ability to work in unstable circumstances Pack Office Saga Excel Excellent Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission) Well organized Strong donor knowledge Strong training skills Strong analysis 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 Other 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 Page 4 / 5

5 Conditions Status EMPLOYED with a Fixed-Term Contract Salary package MONTHLY GROSS INCOME: from up to Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI Costs Covered COST COVERED: Round-trip transportation to and from home / mission, visas, vaccines INSURANCE including medical coverage and complementary healthcare, 24/24 assistance and repatriation HOUSING according to allowance table / contract DAILY LIVING EPENSES («Per diem») 700euros (when based in Damas) 600euros when based in Beirut BREAK POLICY : 5 working days at 3 and 9 months + break allowance PAID LEAVES POLICY : 5 weeks of paid leaves per year + return ticket every 6 months Page 5 / 5