Admin Finance/HR manager Latin America At Handicap International – Humanity & Inclusion

“Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity”
Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.
Since the organisation was first founded in 1982, we have set up development programmes in 62 countries and responded to many emergencies. Today we have a budget of around 150 million euros, with 3500 employees worldwide.
HI is engaged in an employment policy in favour of disabled workers.
For further information about the association: www.hi.org.

Description :

Under the responsibility of the Regional Finance Manager, and in coordination with the Country Manager in Venezuela, the Finance Manager has the mission to ensure the management of Finance, Administration and Human Resources for the country. He/she ensures compliance with the legal framework and internal rules of the organization, considering the specificities of the program.
He/she coordinates and stir-forward, collaborating with the Country Manager, the entire financial and human resources area of the organization in Venezuela so that resources are optimized for the benefit of our cooperation actions, and so that they flow, ensuring respect of legal obligations, donors rules and the internal policies of the organization.

Responsibilities:
1/ Contribute to the implementation and improvement of the country financial, administrative and HR set-up.
Objective: To help meet the organization’s strategic objectives.
Measures: Quality and timeliness of the information processed, relevance of the way in which the information is handled, relevance of the first level of analysis.
Activities:

Contribute to the development and implementation of the country strategy alongside the Country Manager based on informed decisions:
• Closely monitor the evolutions of the financial and administrative context to ensure proper management and implementation of HI operations;
• Analyze the current financial and administrative situation and define, alongside the Country Manager and the Regional Finance Manager, solutions and priorities to successfully achieve HI objectives and commitments;
• Prepare and timely submit strategic information and formulate recommendations or actions forward to the Regional Finance Manager and the Country Manager;
• Contribute to the identification and development of funding proposal and in the grant management activities;
Support the implementation of projects within the country national framework:
• Reinforce the finance & admin team to ensure continuity and close follow-up of HI actions in the country;
• Contribute to the development and maintenance of contractual relationship with local partners and counterparts.
• Ensure the development and application of essential Finance & HR procedures and policies, building a culture of compliance for partners´ budget, reports, and expenditures;
Support to partners:
• Provide training and technical assistance to local partners’ administrative staff on financial management and accountability tools and processes, in accordance with donor requirements and local regulations;
• Ensure control over the management of the partners and validate the contractual framework between HI and the partners. Ensure advice to members on all financial matters;
• Contribute to the development, review, and validation of partnership/financial agreements.
2/ Monitor the financial resources of the country mission and ensure compliance with accounting and financial commitments.
Objective: To ensure proper financial management in line with internal procedures and in accordance with established deadlines;
Measure: Effectiveness and efficiency in the implementation of the program’s financial strategy, efficient use of the organization’s resources, respect for financial deadlines, quality of financial safety indicators.
Activities
Improve quality, exhaustiveness, and timeliness of the accountancy for the country mission:
• Prepare and follow an accounting and finance calendar in accordance with the program’s financial strategy;
• Coordinate the verification of expenditures on a monthly basis to ensure proper allocation and costs eligibility;
• Monitor expatriates costs and ensure proper allocation on all budgets for Venezuela;
• Establish internal control procedures for accounting, treasury and finance;
• Supervise bank management and validate transfer payments;
• Validate treasury budget for headquarters disbursements;
• Supervise the annual sending of accounting documents to headquarters;
• Plan, prepare and accompany external and internal HI audits (in collaboration with the PD).
Ensure the monitoring of expenditures and update of the financial forecasts to comply with both HI and its donors´ requirements:
• Prepare and submit regular financial reports and budget follow up to Country Manager and project managers,
• In coordination with the mission team, prepare, update, and validate adjustments of the annual budget for the programme;
• Ensure that each budget holder has received adequate training to manage his or her budget and correctly code expenditures;
• Ensure respect for headquarters and donor deadlines for financial reporting;
• Validate the financial reports for institutional donors as well as budget proposals and amendments (prepare them when necessary);
• Develop monitoring indicators for financial management when needed.
3/ Ensure the efficient management of human resources for the program, seeking the fulfillment of the strategic vision of the region and developing and maintaining human talent
Objective: To implement the strategy of human resources and administrative management of the staff of the program in respect of the legal obligations and of the association.
Measure: quality of defined HR processes and tools, respect of HR processes, quality of management of work contracts, quality of remuneration elaboration.
Activities:
Lead the development of the HR national policies, in terms of salary, remuneration and benefits, staff development, training, archiving, induction, and recruitment, according to HR standards and local specificities
• Implement, manage and update training, remuneration, social and health policies and tools, in respect of local legislation and HI standards;
• Ensure the implementation of the processes of recruitment and induction, appraisal and career development in collaboration with the regional HR and the Country Manager;
• Supervise the administrative management of contracts for works and services of national staff;
• Support the CM in the communication with the headquarters / regional level for the daily management of expatriates and the transmission of information;
• Follow up on visa and residence permit requests/renewals, as well as in/out movements for expatriate staff;
• Update HR indicator tables to be sent to headquarters annually;
• Ensure the management of expatriate medical evacuations and accidents, as well as legal and financial implications in collaboration with the Country manager and headquarters.
• Ensure monitoring of the evolution of labour law and practices (including those of other NGOs);
• Analyze any risks that might incur in relation with Human Resources management (human, social, legal, financial, or in terms of image for the organization), make sure that the risk and its analysis is properly reported to the Country Manager and advise on further actions.
Management of the administrative team under his/her direct responsibility
• Manage direct contractual relationships (holidays, end of probationary period, evaluations);
• Monitor the team’s career development: define training needs and provide guidance on professional development;
• Carry out PAIs and evaluations of employees under direct responsibility (in collaboration with the CM) and follow up on the implementation of the model at all levels of the mission.
4/ Ensure compliance with the administrative and legal framework of the program
Objective : to protect HI’s presence from legal problems
Measure : Comply with French/Belgian legal requests and legal requests from the country of mission ; comply with the framework defined by HI
Activities :
1) Ensure that all necessary legal and administrative procedures are in place
• Ensure the collection and archiving of HI’s legal documents;
• Oversee the process of registration of the organization in the Country and related issues (subscription to Social Security System, request for tax exemption, etc.);
• Ensure compliance with legal needs (HR, log, administrative, financial, etc.), relying on the hire of local experts when necessary;
• Ensure with the logistics team that equipment, vehicles and facilities are properly insured;
• Contribute to maintain the coordination with NGO groups, taking part in network activities on legal and HR issues when required;
• Ensure the follow-up of the agreements with the partners and their compliance with internal rules and those of the donors.

PROFILE:

Master’s degree in Management/Accountancy/Finance
At least 3 years of relevant work experience in areas such as, finance management, office/business administration in NGO, private or government sectors;
Proven ability to develop staff and provide training on systems and procedures
Ability and willingness to travel to Venezuela when the context allows itKnowledge in transformation projects (simplification, management change, Manager 2.0, etc.)
Institutional frameworks (policies, directives, standards)
Share and knowledge of HI’s vision, mandate, values and strategy
Donor frameworks and rules
Command of Spanish, French and/or English
Command of IT tools (including advance-level Excel and Word)

Conditions: