Support Coordinator – Colombia (National) At Geneva Call

Mission

In situations of armed conflict, Geneva Call, as a neutral, impartial and independent international humanitarian organization, endeavors to strengthen the respect of humanitarian norms and principles by armed non-State actors, in order to improve the protection of civilians, while supporting local communities in their efforts to enhance their own protection. Appel de Genève/Geneva Call is a private, not-for-profit, humanitarian organization foundation under Swiss law, founded in 1998.

Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

• Ensure the efficient management of finance and support services for Geneva Call, including Logistics, Finance, Human Resources and Administration;
• Provide strategic oversight of the support services departments across the Geneva Call programme in Colombia, ensuring that best practice is being implemented;
• Lead the support services departments on system/process innovation and standardization to ensure transparency, accountability and a robust system of internal control;
• Review performance of support services departments against Geneva Call policy, including spot checks/internal audits of the various departments as necessary;
• Ensure good communication and coordination between support and technical teams, ensuring administrative systems and procedures effectively support operations
• Support the Country Director to ensure that Geneva Call meets all in-country legal requirements including in country registration/accreditation.

Core responsibilities

Finance

• Support the CD and Country Programme in the formulation, implementation and monitoring of annual business/project plans, budgets and forecasts.
• Produce monthly Budget v Actual reports and present these to GC country management, highlighting potential issues with current projects and propose mitigating strategies.
• Identify and report on financial trends, working collaboratively with the country management to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Country Programme.
• Produce donor format budgets and budget narratives, as well as donor financial reports for review and submission.
• Ensure compliance with Geneva Call and Donor policies.
• Create, maintain and implement a cost allocation system, ensuring that direct and indirect costs are allocated appropriately.
• Provide financial management oversight and support, developing the capacity and career development of National staff, ensuing financial consistency and quality.
• Oversee all Financial Accounting matters, including maintenance of the general ledger, balance sheet, receipts, payments and payroll requirements.
• Oversee the cash flow requirements of the programme, liaising with Geneva Call HQ to facilitate cash transfers.
• Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.
• Oversee the financial management of partner delivery contracts.
• Lead on audit matters.
• Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met.
• Setting up a Financial reporting and contract management systems.
• Ensure Colombian tax law and financial requirements are done on time.

Human Resources

• Provide HR Management support to the country management to ensure a strategic approach to HR issues, promoting good management practice, and strengthening HR capacity throughout the programme.
• Develop, monitor and review national staff HR framework to ensure legal compliance and best practice within the country programme.
• Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.
• Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met.
• Manage the nominal roll and staff database review process to ensure that any changes are updated on a timely basis.
• Ensure monthly reporting mechanisms for national staff HR and circulated as relevant including recruitment, leave and operational staffing gaps.
• Ensure proper use of the NOVA & Swiss HRM platforms for follow up of all HR issues (recruitment, training, reviews etc).

Logistics & Applied Security

• Ensure that all procurement and logistics activity is carried out in line with policies and procedures, donor requirements and INGO best practice, maintaining appropriate controls and accountability, ensuring best value for GC.
• Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced and costed.
• Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
• Manage the end-to-end procurement process, in line with GC and donor procurement procedures, ensuring control of the supply chain, and that value for money is achieved.
• Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements.
• Ensure all safety and security communications, transports, and housing material and equipment is available and properly functioning.

Administration

• Ensure a proper filing system of both HR contracts, accountancy and premises & services contracts.
• Elaborate and update a contract management table.

Other

• Security: provide an effective support to the Country Director on security analysis as well as security management in country.
• Management: Direct management of the admin /finance officer. Support with good management practices and training for all staff.

Main Qualifications

• Solid project management skills related to organizational development projects and international, cross functional teams with a proven history of delivering results.
• Strong communications skills (both written and verbal) at a level appropriate for high level external representation and ability to tailor communications to different audiences.
• At least 2 years experience working with NGOs and 8 years of professional experience in fields similar to the position.
• Strong knowledge on Colombian tax and policies for finance and administration including specific for NGOs.
• High decree Diploma in finance and administration.
• Desirable accountant diploma.
• Experience in managing people.
• High level of English, both verbal and written (C1).
• Very good skills in managing software including accountancy ones.
• Substantial knowledge of international development systems, institutions and donors, and of procedures, accountability frameworks and best practices.
• Interpersonal skills: organized, team spirit, commitment to Geneva Call vision, mission and values.
• Able to travel to the field locations (20% of time in average).
• Security awareness and knowledgeHaving all necessary documents to work in Colombia (work permit if foreigner): this is a local contract.

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.

Conditions

• Position : Support Coordinator
• Type of Contract: Fixed term contract, National position
• Activity rate: 100%
• Work place: Bogotá D.C, Colombia
• Citizenship card or foreigner’s card that allows you to work legally in accordance with Colombian law.
• Preferred start date: 01 March 2024