Turkey: Human Resources, Administrative & Finance Manager

Terms of Reference – Human Resources, Administrative & Finance Manager

Organization: iMMAP

Duty Station: Gaziantep, Turkey with frequent travel to Ankara, Istanbul and Jordan.

Duration: Until September 30^th, 2017. Possible extension pending sufficient funding and performance review, and consultant availability.

OrganizationiMMAP is an international not-for-profit non-governmental organization (NGO) that provides targeted information management support to partners responding to complex humanitarian and development challenges. For more than 15 years, we have promoted measurable change in people’s lives through our core philosophy: better data leads to better decisions and, ultimately, better outcomes. Our expertise in data collection, analysis and presentation has revolutionized the decision-making process for our diverse, multi-sectoral partners who seek enhanced coordination and sustainable solutions through information management.

Scope of Work

The HR, Admin & Finance Manager is a key position in the country of deployment, with support responsibility for all individuals and organizations designated by the iMMAP Country Director.

Under the direct supervision of the Country Director, the incumbent of the post will be responsible for overseeing all aspects of financial, administration and human resources management and ensure that iMMAP’s policies and procedures are effectively implemented and complied with. S/He Provide strategic support to Country Director and iMMAP Headquarters.

It is also imperative that the HR, Admin & Finance Manager can work under pressure and meet deadlines.

Responsibilities

General-Summary

The HR, Admin & Finance Manager oversee all finance and accounting functions including budgeting; asset management; cash flow management; payroll; management reporting; financial, variance and accounts analysis; in accordance with generally accepted accounting principles, financial policies and procedures of iMMAP, and all other applicable laws, rules and guidelines.

The HR, Admin & Finance Manager oversee all aspects of human resource management for all employees including but not limited to recruitment, induction, development and termination, in consultation with relevant organs of iMMAP, performance management, facilitating the process of setting benefit and compensation packages, and working with employees’ supervisors implement approved employee policies in accordance with relevant Employment law requirements.

The HR, Admin & Finance Manager is also responsible for the daily management of all office and administrative routines and procedures. S/He develops, implements and maintains internal administration routines and systems, and office policies, in close contact with country director.

Financial, Accounting and Budgetary Management

• Ensure compliance with programmatic objectives, financial obligations and reporting requirements per grant agreements.
• Ensure all accounting records and systems follow donor’s requirements as well as requirements of the national government.
• Assist with preparation of audit required by donors and local authorities.
• Assist with maintaining internal controls to ensure compliance with financial policies and regulations, ensure preparation of all managerial and financial documents related to the project in accordance with iMMAP and donor’s rules and regulations.
• Assist on developing budget and auditing requirements.
• Maintain the integrity and ensure accuracy of all financial data including reviewing and posting entries to general ledger, accounts payable and accounts receivable.
• Consolidate and verify the mission’s monthly closing accounts.
• Implement a financial reporting system, direct and track all project expenditures and grant disbursements.
• Implement a sharing-cost allocation system.
• Complete budget projections and ensure that the country office remains financially stable.
• Conduct financial pipeline analysis and prepare detailed monthly, quarterly and annual financial reports and statements.
• Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle.

Cash Management

• Assist with monitoring cash flow and managing iMMAP financial status (visibility and control) as well as observing optimal cash balance.
• Manage the cash flow between headquarters and the country office, and ensure that field offices receive supplies.
• Ensure that the cash box and safe are well kept and that funds are secure at all offices.
• Compile and monitor cash flow forecasts and forward them to headquarters.
• Aware of cash management policies of donor organization as well as iMMAP HQ

Administrative Management of the Country Office

• Manage the procurement procedures and ensure those from donors are implemented and respected.
• Oversee and prepare all respective tender documents (quote, comparative bid analysis, purchase approval, etc.), prepare the contract, payments and record them for the presented bid.
• Participate in drafting the call for tenders.
• Ensure that tender documents are complete and archived.
• Follow up on assets monitoring in the country office and prepare monthly inventory.
• Perform day-to-day purchases for office(s) and manage the petty cash.
• Negotiate and draw up partnership contracts with local partners and ensure that they are followed and respected.
• Supervise paper and digital filing, as well as ensuring the security of administrative documents.
• Supervise the quarterly mailing of administrative archives to headquarters after internal inspection.

HR Management of Internationals and Nationals

• Participate in welcoming and administrative briefing of international and national personnel.
• Support the country director and project managers to define the recruitment needs/plan,
• Assist in the recruitment.
• Prepare the contract.
• Ensure that recruitment and hiring procedures/process are respected.
• Support the country director and headquarters personnel with the development of appropriate and compliant policies and procedures for iMMAP.
• Maintain, update and manage database of CVs.
• Manage HR administration (recruitment, hiring, contracts, absences follow-up, attendance follow-up, salaries, end of contract, reporting, evaluation, files, etc.).
• Supervise the archiving, handling and security of iMMAP personnel files.
• Consolidate and update the country office organization chart.
• Advise the country director on ways in which iMMAP can meet legal requirements in country regarding registration, work permits, residency for international staff.
• Advise the country director on local labor law requirements for eventual expansion of activities in country, including recruitment, HR policies and procedures, office establishment and among others.
• Ensure that any litigation is administratively monitored.

• Review of the monthly consultant invoices and national consultant pay slips:

• Make sure invoices are filled in line with iMMAP requirements.

• Review eligibility of all related expenses shown in the invoice.

• Liaise with HQ Finance & Admin Manager regarding invoices validation and payments.

• Collect and archives all original receipts from all consultants.

• Prepare the monthly payroll for national consultants.

· Ensure that statements and payments are issues to the relevant organizations.

Team Management

• Define administrative personnel needs for the mission and recruit per allocated resources.
• Coordinate, plan and supervise the activities of the administrative team.
• Train and appraise the administrative team.
• Lead administrative team meetings.

Reporting/Communication/Representation

• Ensure regular financial, administrative and HR reporting to headquarters.
• Consolidate financial and HR reports, following donors’ administrative procedures.
• Act as a link between headquarters and the field for all matters relating to administration, finance and HR.

· Maintain effective and positive internal contacts with iMMAP headquarters officers and staff, and external contacts with national and local government officials, international non-governmental organizations (NGOs), donor agency officials, vendors, media, and the general public.

· Follow iMMAP's branding regulations required for marking, or branding, of all iMMAP products and correspondences.

Perform other duties as determined by the Country Director.

Qualifications

Required

●Bachelor’s degree in accounting, finance, business, economics, or related field.

●Minimum 6 - 8 years of experience with grants compliance monitoring.

●Strong ability to communicate effectively in English, both verbally and in writing.

●Mastery of MS Office Suite, specifically Excel and Word.

●Prior experience working with NGO accounting in a fast-paced finance department and HR.

●Knowledge of the country accounting and financial laws.

●Knowledge of USG/EU financial and reporting requirements.

●Knowledge of all accounting principles, GAAP, and automated accounting systems.

●Ability to analyze financial information efficiently and accurately.

●Ability to effectively write reports, maintain documentation, and complete required forms.

●Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times.

Preferred

● Experience working with French NGOS

●Experience at HQ

Please apply online at immap.eu