Country: Solomon Islands
Closing date: 26 Sep 2016
The FRC delegation in Solomon Islands is composed of a head of delegation and one head of projects, supported by an administrative, financial, and logistics coordinator. The delegation is based in Honiara, Solomon Islands’ capital city, on the island of Guadalcanal.
Currently, one project is underway and has started in May, 2015:
- « Supporting community planning: reducing vulnerabilities of communities exposed to natural disasters by implementing DRR and WASH mitigation measures » also named “SCP 3”, funded by OFDA (office of U.S. foreign disaster assistance); May 2015 – April 2018: This project aims to strengthen vulnerable communities’ capacities to cope with natural disasters impacts by implementing DRR and WASH mitigation measures in Savo and Guadalcanal province.
Objectives of the position:
Complying to and applying the principles of RC/RC Movement (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), and under the authority of the head of delegation based in Honiara, the admin Log coordinator will:
- Strengthen and develop the administration and finance department supported by the FRC in the Solomon Islands Red Cross Society (SIRCS).
- Monitor the activities of the logistics department.
The position
Line management:
He/she works under the direct responsibility of the head of delegation of Solomon Islands.
He/she is responsible hierarchically of:
- 1 administrative officer (SIRCS) mainly in charge of accountancy.
- 1 logistician officer (SIRCS) mainly in charge of procurement process / purchases.
He/she collaborates with the admin/log in Vanuatu promptly if necessary.
- Collaborates internally with FRC project managers, and the finance officer and manager of SIRCS.
- Collaborates with FRC headquarters: finance, logistics, HR, accounting and donors departments.
- Collaborates externally with administrative authorities of Solomon Islands, financial institutions (banks) and other organizations.
TASKS AND RESPONSIBILITIES:
In close collaboration with the assistant accountant, he/she is responsible for:
1 - Ensure the effective implementation of administrative procedures necessary for the proper functioning of the delegation in accordance with the FRC and donors’ guidelines:
- Ensure monitoring of the delegation administrative procedures.
- Contribute with the head of delegation to the capitalization and updates of procedures for the delegation.
- Ensure compliance with donor procedures in the administrative and financial aspects and participates in any organized training on this subject.
- Ensure that adequate support is given to the implementation of various projects (travel, accommodation...).
2 - Contribute to the administrative management of national human resources and line-manage the staff under his/her responsibility in accordance with the policies adopted by the SIRCS
- Follow the management of human resources of the National Society in respect of the activities of the FRC.
- Support and participates to the recruitment of national staff supported by the delegation.
- Ensure compliance with legal and regulatory provisions in force in the country, in accordance with local labor laws.
3 - Ensure accounting and financial management of the delegation, in collaboration with the support services of FRC HQ in Paris:
- Responsible for the integration and supervision of the financial accounting of the delegation, bank reconciliations and monthly closings.
- Participate in the development of projects’ budgets in connection with the heads of project and delegation.
- Consolidate, develop and/or control all financial reports of the Solomon Islands delegation.
4 - Ensure cash control/management, in collaboration with Paris HQ support services:
- Ensure adequate supply of bank accounts of the delegation in coordination with the head of delegation.
- Consolidate monthly advances requests and forwards them to HQ on a 2-month basis.
5 - Ensure the budget management related to grant contracts of the delegation in collaboration with the project managers and the head of delegation:
- Participate in the preparation of the annual budgets for the Solomon Islands delegation.
- Regularly edit the budget follow-up to project managers, the head of delegation and HQ central services.
- Update the budgets according to timesheets policy and adapt existing tools.
6 - Contribute to strengthen the capacity of partner national society in administrative and financial matters, in collaboration with Movement partners (ARC, IFRC ...)
- Provide timely support to the national society in administrative and financial matters.
- Initiate and support meetings within the administrative and finance department in coordination with his/her.
- SIRCS partners.
7 - Manage the delegation’s logistics activities: procurement, facilities management, fleet management, stocks and inventories, transportation…
- Establish procurement tables for subsequent validation of FRC HQ logistics department.
- With the support of the logistician, proceed to procurement, organizes customs import procedures and monitor calls of tenders when necessary.
- Control the quality of logistics support provided to the project.
- ·s responsible for defining the policy of the mission’s equipment in accordance with donor procurement procedures, dispatch of facilities and equipment.
He/she will be responsible for internal reporting (FRC and partners) and external reporting (donors, local authorities) in administration, finance and logistics matt**ers**
The candidate profile
LANGUAGE PROFICIENCY:
- English: read, spoken, and written (working language with the SIRCS).
- French is an asset
REQUIREMENTS:
SKILLS:
- Administrator/finance Officer profile.
- More than 2 years of international experience, if possible within the Red Cross Movement.
- Experience in logistics.
- Knowledge of FRC procedures strongly desired.
- Experience in financial and administrative management of a delegation in an international organization.
- Knowledge and/or experience of program donors (ECHO, EuropeAid, USAID) strongly desired.
- Good knowledge of Office package (Word, Excel, PPT, Internet, etc.).
- Good knowledge of SAGA software.
- Experience in team management.
EDUCATION:
- Financial training, administrative, and humanitarian logistics.
GENERAL CONDITIONS OF EXERCISE:
- Possible field trips (support missions, training staff).
Location : Honiara
Duration: 12 months
To be filled: September 2016
Deadline for application: September 26, 2016
Status: expatriate position
Prerequisites
- Passport valid for more than 6 months at the moment of departure
- Up-to-date vaccination card / fitness for travel
To be better acquainted with the Red Cross Red Crescent Movement, we invite you to follow two training sessions online, free and accessible to all, that also constitute a real advantage for your application:
WORC (The World of Red Cross and Red Crescent) is an e-learning course on the fundamental principles and operations of the Red Cross Red Crescent Movement. Its 12 modules address subjects such as the origin and history of the Movement, its fundamental principles, its emblem, the International Federation, the ICRC and national societies. It is intended for all: volunteers, employees, members or people wishing to get more information on the biggest humanitarian movement in the world.
Stay Safe is intended for every staff in a position to carry out international missions on behalf of the Federation or a National Society of the Red Cross Red Crescent Movement. The course aims at developing a common culture of security management within the Movement in order to enable a better understanding of the main threats and risks for humanitarian actors in the field, and offers solutions to restrain their impact.
You will find these lessons on the IFRC Learning Platform open to all by clicking on the following link: https://ifrc.csod.com/client/ifrc/default.aspx
How to apply:
Candidates should apply directly via the FRC job board and send CV and CL.
http://emploi.national.croix-rouge.fr/fe/tpl_croixrouge02.asp?newms=jj&id=70652&newlang=2