Director of Internal Services Department (Finance & Administration) At Caritas

*Caritas Internationalis (CI) is a Catholic non-profit organisation, a Confederation of 162 members in seven different Regions spread all over the world. The mission entrusted to Caritas Internationalis and its network of National member organisations is to work for the dignity of the human person, to contribute to the promotion of integral human development, to coordinate the humanitarian responses of its members and rebuild the affected communities, thus helping to spread charity and justice in the world in the light of the Gospel and of the teaching of the Catholic Church.

Job position Director of Internal Services Department (Finance & Administration)

Type of contract Fixed-term contract – 4 year with six months’ probation period; renewable twice up to a maximum of 12 years

Department Internal Services Department

Line Manager Secretary General

Work place Caritas Internationalis, General Secretariat – 00120 Vatican City

**

Mission

The Director of Internal Services Department (Finance & Administration) is a Senior Manager whose mission is to coordinate, facilitate and accompany the Finance & Administration teams (Finance, IT, Archiving and Logistics), in support of the colleagues at the General Secretariat and the Confederation. As the manager in charge of finance and administration at the General Secretariat, the Director of Internal Services Department represents the Secretary General in contacts with the relevant services of the Vatican and with external service providers, and ensures coordination with the Regions in financial and logistical matters. As member of the Senior Management Team, the Director of Internal Services Department contributes to the elaboration of strategies, their implementation and decision making and works together with the Directors of the Operations and Communications departments, ensuring cohesion and synergy. The Director of Internal Services Department reports directly to the Secretary General.

Job Purpose

Accomplishes the financial objectives of the Confederation’s financial strategy and plan, facilitates the work of the CI Treasurer and Finance Commission, organises the financial and administrative processes that enable the functioning of the General Secretariat as well as the confederation’s governance bodies and working groups, facilitates and coordinates with the Regions the collection of membership fees and the financial planning and processes of the confederation.

The Director of Internal Services Department oversees and supervises the realization of quality services and effective financial management by planning and evaluating the activities of the team leader Finance & IT and the archiving and logistics staff.

Job Duties (Overall Responsibilities)

1. Enforces financial policies and procedures;
2. Provides support to the other Directors and the team leaders in the definition and achievement of financial objectives by coordinating financial planning, monitoring and reporting;
3. Collaborates and links with other Departments and enhances collaborative networking;
4. Collaborates and accompanies with the Operations and Communications Directors in relating the strategies and objectives with the financial realities, developing strategic reviews and financial reports;
5. Support to the Human Resources & Legal Affairs Manager to accomplishes human resources objectives from the financial point of view.

Job Duties (Specific)

· Facilitation

• Facilitates a smooth and fluid relation with the Departments of Operations and Communications;
• Facilitates effective and efficient working relations with the Regions of the confederation in order to ensure effective service to the members;

· Coordination

• Enables the finance and administrative staff to be creative and innovative;
• Promotes synergy, coherence, co-responsibility and cooperation in the Finance & Administration department and with other departments and well as the Regional Coordinators;
• Accompanies, capacitates and evaluates the work of the Team Leader Finance & IT and the staff.

· Management

• Oversees the work of the Internal Services department;
• Guides the financial, Administration and IT staff in their regular day-to-day work;
• Accompanies the Finance & IT Team Leader in team management and decision making;
• Fulfils specific temporary missions as requested by the Secretary General. **

· Financial Management and planning

• Organizes financial management and planning, budgeting and reporting;
• Support the other Directors and Team Leaders in the definition and achievement of financial objectives, contribute to report, analyze in coordination with the other Directors and the Team Leaders budget needs and budget variances, advising the implementation of corrective actions;
• Develops and implements systematic risk management;
• Manages the General Secretariat’s investments.

· Support to financial strategy development and implementation at the confederation level

• Prepare, in cooperation with the Treasurer, the meetings of the Finance Commission and the relevant meeting documents including the minutes of the meetings;
• Monitor and implement follow-up of the meeting decisions.

· Administration

• Manages, in close collaboration with the Human Resources & Legal Affairs Manager, the procurement of services, financial aspects of staff employment, financial oversight, social security and legacies;
• Organises the availability of adequate IT services for staff and guests;
• Develops and implements an efficient and accessible archiving system;
• Organises the office logistics, office materials and furniture, workplace assignment, work safety, equipment, and ticket reservations for staff.

· Processes and procedures

• Implements the recommendations of periodic assessments of the General Secretariat against the confederation’s Management Standards;
• Formulates financial and administrative policies and procedures;
• Works with the Human Resources & Legal Affairs Manager and contributes to HR policies, procedures and issues as required.

Other services

• Contribute and support the Event Organization Team (in collaboration with the Executive Assistant to the Secretary General) the logistics such as meeting space, lodging, expense reimbursements, simultaneous translation etc. in particular the General Assembly meetings.

Skills

• Coaching, Supervision, Staffing, Project management in finance, IT and logistics, Management Proficiency, Process Improvement, Self-Development, Staff Performance Management;
• Five or more years of financial management experience in a Caritas or Church organization;
• Five or more years of IT management;
• Risk management experience;
• Good writing and public speaking skills;
• Confidence to interface with individuals at all levels in a flexible and broad-minded manner;
• Experience and skills in building and maintaining relations in a multicultural international; environment.

Language

Thorough knowledge of English and good working knowledge of Italian; working knowledge of French and/or Spanish an asset.

Qualifications

• Master’s degree in relevant field of study (e.g. finance, business administration);
• Demonstrable evidence of efficient, yet compassionate, administration coupled with a strong ‘sense of service’ to embrace the vision and plans of Caritas Internationalis;
• Excellent knowledge of the Caritas Confederation, Church and Holy See structures;
• Strong understanding of CI partnership principles and CI Management Standards;
• Ability to work under stress and in complex situations;
• A demonstrable empathy and interest in the work of Caritas and being a Christian respecting the faith and values of the Catholic Church.

Contract and duty station

• Fixed-term contract (four years, with a six months’ probation period; renewable twice up to a maximum of 12 years);
• Duty station: CI General Secretariat in Vatican City.

Vatican City, 27^th October 2021