Job title Head of Finance and Administration, Danish Refugee Council
Supervised by HoSS
Manager HoSS Duty
station Yaoundé – Cameroon Duty station
designation Yaoundé – Cameroon
Operational area of intervention Country
Duration of contract 12 months
Desired starting date 01/11/2022
Type of contract (Expat/National /Trainee) National
Salary conditions Management F – Level 1
Introduction
The Danish Refugee Council assists refugees and displaced people around the world: we provide emergency aid to these people, we fight for their rights and we strengthen their opportunities for a better future. We work in conflict-affected areas, as well as along displacement routes, and within countries where refugees settle. In cooperation with local communities, we strive to achieve responsible and sustainable solutions. We work for the successful integration of vulnerable communities and, where possible, the fulfillment of their wish to return home.
The Danish Refugee Council (hereafter: DRC, for Danish Refugee Council) was founded in Denmark in 1956 and has since grown into an international humanitarian organization with over 7,000 staff and 8,000 volunteers. Headquartered in Copenhagen, and present in 40 countries, DRC is a non-governmental, non-profit, politically neutral, independent and non-sectarian aid organization.
Our vision is a life with dignity for all displaced people around the world. All our efforts are based on our moral compass: humanity, respect, independence, neutrality, participation, honesty and transparency.
1. BACKGROUND
DRC has been present in Cameroon since 2017 and operates in the Adamaoua, East and South West regions. The programmatic strategy for the year 2020 is centered around the following three sectors: protection, economic recovery and livelihoods, and emergency response to immediate needs related to the displacement of populations.
2. PURPOSE
The Finance, HR and Administration Manager will be based in Yaoundé (coordination office). He/She will work under the supervision of the Support Services Manager.
He/She will be responsible for the following missions:
• Ensure the general supervision of the finance and HR departments;
• Ensure that DRC’s accounting, finance and HR procedures are known and applied by all employees;
• Update accounting, finance and HR procedures according to the evolution of the legal context in Cameroon and according to DRC directives (country, regional office and headquarters);
• Contribute to the development of strategies, which translate into individual and departmental action plans;
• Build the capacity of employees on DRC procedures and the functioning of the finance and HR departments.
3. RESPONSIBILITIES
The non-exhaustive responsibilities for this position are as follows:
a. Finance and Administration
Accounting
• Ensure that all accounting transactions comply with DRC procedures and comply with donor rules;
• Enter in the ERP the financial allowances of the DRC employees and the writings sent by the head office (intercompany);
• Be responsible for the monthly closing of DRC’s accounts in Cameroon and compliance with deadlines;
• Ensure that the monthly reconciliations of funds and bank accounts (Yaoundé and the bases) are accurate (carry out regular random checks);
• Ensure that all accounting documentation meets DRC requirements and ensure the quality of the archiving of accounting documents (physical and digital);
• Train and support DRC’s accounting and financial teams in Cameroon to guarantee a level of accounting excellence;
• Ensure that payments are made on time and in accordance with internal validation procedures.
Bank
• Anticipate cash needs in order to systematically have the necessary funds for the implementation of activities in Yaoundé and on the bases;
• Supervise, in conjunction with the base finance team leaders, the bi-monthly cash request;
• Maintain up-to-date delegations of authority for DRC banks in Cameroon;
• Communicate any potential risk of cash flow problems to the Head of Support Services and/or the Director;
• Ensure transparent and efficient interaction with banks and other financial institutions.
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Finance
• Maintain the master budget in the ERP and ensure the accuracy of financial data;
• Prepare and share budget monitoring on a monthly basis;
• Train and support budget managers, area managers and finance team leaders so that they have optimal use of monthly budget monitoring;
• Prepare interim financial reports respecting deadlines;
• Contribute to the financial orientations of DRC in Cameroon;
• Ensure compliance of DRC financial procedures in Cameroon with DRC policies and donor rules;
• Supervise internal and external audits and ensure the application of corrective measures related to DRC standards for support services;
• Communicate to the Head of Support Services and/or the Director any financial information that could have an impact on the implementation of activities and/or the organization.
Partnership
• Participate in the process of vetting potential partners;
• Train and support the accounting and financial teams in the management of partnership agreements;
• Actively participate in the development and finalization of partner budgets and partnership agreements;
• Ensure that the schedules for receiving financial reports from partners and payment requests are respected;
• During field visits, check the quality of the financial reports and supporting documents provided by the partners.
Administration
• Ensure that all agreements, permits and licenses required for DRC operations are in place and updated in accordance with local rules and regulations;
• Guarantee the renewal of visas for the organization’s expatriate staff;
Internal control
• Carry out random checks of the safe, cash registers and accounting documents (including archived documents) during field visits – report any suspicious transaction to the Head of Support Services and/or the Director;
• Carry out on-site verifications to ensure that accounting and financial procedures are strictly applied for the entire DRC Cameroon mission.
b. Human resources
• Ensure that the information of all DRC employees in Cameroon recorded in the ERP (DYNAMICS) is correct and up to date (including information related to salaries and benefits);
• Participate in the development of DRC Cameroon’s HR strategy;
• Develop and update HR procedures and support their implementation on the mission to ensure effective, fair and consistent management of DRC employees in Cameroon;
• Ensure that DRC policies and procedures in Cameroon are complete, up-to-date and compliant with Cameroonian law;
• Communicate to the Head of Support Services any change in national legislation that could have an impact on the organization;
• Work in close collaboration with the managers of the various departments, offering them regular training and support on all HR activities;
• Ensure that all HR policies and procedures are available to all staff;
• Maintain up-to-date HR documentation on the Cameroon DRC SharePoint (HR policies, personnel file, etc.);
• Maintain an up-to-date recruitment tracking table;
• Supervise the preparation of the monthly payroll as well as the payment of salaries, taxes and duties (including CNPS);
• Supervise the management of national staff leave (paid leave, maternity leave, sick leave, unpaid leave, paid leave, unjustified absence, etc.)
• Supervise the annual employee evaluation procedure and ensure that the all DRC employees in Cameroon carry out a performance evaluation at least once a year;
• Ensure that disciplinary procedures are properly applied and provide support to managers in dealing with disciplinary measures,
c. Team management/Representation
• Recruit staff placed directly under his responsibility or under his technical supervision, and draft job descriptions;
• Ensure that all finance department staff are aware of and adhere to all DRC policies and procedures in Cameroon;
• Ensure that the work within the Finance team is planned and organized in such a way as to meet DRC’s needs in the most efficient way possible;
• Supervise and provide advice (training and coaching) to members of the accounting and financial team of DRC in Cameroon;
• Organize an annual meeting to review procedures, define the strategy of the finance department for the year (action plan and objectives of the department, training needs, etc.)
• Manage the follow-up of the employment contract of the members of the finance team (leave, evaluation, Individual Action Plan, objectives, etc.), if necessary, co-validate the disciplinary procedures Head of Support Services and/or the Director,
d. Coordination
• Participate in quarterly meetings for planning and reviewing activities;
• Organize weekly meetings with finance team leaders and share minutes with the Support Services Manager;
• Be in contact with other departments (operations, logistics, human resources, etc.) in the search for a better response and better use of available resources.
• Network with other NGOs on matters related to finance and administration and ensure proactive communication with all relevant stakeholders;
e. DRC Dynamics ERP system
• Ensure that the ERP (Dynamics) is used to its full capacity;
• Ensure the proper application of the HR and financial processes of the ERP;
• Apply reports and data analysis from the ERP system to improve performance in the country;
• Actively participate in the development and monitoring of the master budget in the ERP.
f. Ethics and compliance
• Manage the resources (material and financial) made available for the department’s activities and provide supporting documents on time;
• Constantly verifying the integrity and robustness of financial procedures, possible mismanagement and proposing corrective actions to minimize losses;
• Comply with and respect all procedures (administrative, HR, financial and logistical) in force and the current conditions as stipulated in the Code of Conduct of DRC and the internal rules governing the staff of DRC;
• Respect and enforce the procedures in force at DRC as well as the prescriptions of donors;
• Carry out regular field visits to assess the systems and controls in place and identify improvements needed.
4. QUALIFICATIONS REQUIRED
• Very good command of English and French;
• Academic level equivalent to a University Master’s degree in Finance / HR / Business Administration, or any other similar discipline in a relevant field in relation to the sectors concerned;
• Minimum five (5) years of experience in a relevant field of financial management;
• Minimum two (2) years of experience in a relevant field of Human Resources management;
• A minimum of 2 years’ experience in a team leader role;
• Excellent knowledge of the preparation of the reports of the main international donors and of the rules applicable to the main donors;
• Strong accounting and management control skills;
• Experience working with a financial computer system;
• Excellent knowledge of Excel.
5. SKILLS AND QUALITIES REQUIRED
• In this position, you must demonstrate the five essential qualities of the DRC, namely:
o Strive for excellence: you focus on obtaining results while guaranteeing an efficient process. You strive to produce accurate, thorough and professional work with the best use of time and effort;
o Collaborate: you cooperate with and involve relevant parties, actively seeking their opinion and sharing key information with them. You support and trust others, while encouraging feedback;
o Take the reins: You take responsibility and prioritize your work according to DRC’s overall vision and goals. You take the initiative in the face of a challenge or an opportunity and you seek innovative solutions;
o Communicate: You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue;
o Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s Values and Code of Conduct, including protection from sexual exploitation, abuse and harassment.
• Ability to work in a multicultural and cosmopolitan environment;
• Proactivity, with a cooperative and collaborative approach;
• Excellent communication skills (including attentiveness and patience) are required;
• Good organizational skills are required;
• Exemplary sense of ethics;
• Ability to work in a team and good sense of humor.
6. GENERAL AND ETHICAL REGULATIONS
– The Employee must comply with DRC’s security, confidentiality and ethical requirements, including compliance with the Code of Conduct and the Humanitarian Accountability Framework;
– The Employee must not be engaged in another job during his employment contract with DRC without requesting prior authorization from his manager;
– The Employee must not engage in any activity that does not harm DRC or the implementation of its projects during his employment contract with DRC;
– The Employee must not give interviews to the media or share content related to the projects without prior authorization;
– Employee must return to DRC any DRC equipment or property at the end of his contract.
PRACTICAL DETAILS
DEADLINE FOR APPLICATIONS: Sunday 2 October at 5 p.m.
Applications must be submitted in a sealed envelope with the mention “Title of the post” containing a letter of motivation, a Curriculum Vitae, the contacts and the e-mail addresses of three references, in the DRC offices of Yaoundé, Buea, Meiganga located at Haoussa or Djohong neighborhood opposite Lamidat, Garoua-Boulai or sent electronically to the following address:\
CMR-ADAMAOUA-Recrutement@drc.ngo
Only candidates selected on the list restricted will be contacted.
Female candidates are strongly encouraged.
