Finance and Administration Coordinator Apartadó or Cali – Professor in economic sciences. Former NGO At Medical Teams International

Important note: This vacancy is available in one of the following locations: Apartadó or Cali (1 position) and the hiring could be in either of these two cities.

Role Objective:

The Finance and Administration Coordinator is responsible for the proper functioning of the financial and administrative area of ​​the offices in the region to which they correspond, as well as for implementing all acquisitions and financial transactions of the Medical Teams regional office, this includes participating in audits and budget design, reviewing transactions and preparing invoices, supporting in the preparation of financial reports, this position is in charge of providing support and guidance to the office staff in the country in financial and administrative tasks, including property management, security protocols and any administrative support.

You will be supervised by the National Finance Manager, and will work closely with the Finance Coordinators and Collaborators in the Medical Teams International offices in Colombia.

The Finance and Administration Coordinator plays an important role in ensuring that the Medical Teams office adheres to Medical Teams International policies in Colombia and standard operational procurement.

Responsibilities:

Finance and Accounting

• Order payments for regional office operations, according to the authorization matrix and leave them ready in the banking portal for final approval, checking that all transactions are duly supported in accordance with the agreed financial procedures and verifying that the corresponding tax or contribution deductions are made in accordance with local regulations.
• Ongoing update financial transaction records in relevant Unit-4 and Helisa software with transaction details and submit for approval.
• Ensure compliance and adherence of all local office staff to the internal control policies and financial procedures of Medical Teams International in Colombia.
• Systematically monitor payments made by the Petty Cash Department of the offices under your responsibility, ensuring that they are supported by documentation; conduct periodic audits of the Petty Cash Department, leaving written record of any findings or anomalies found.
• Produce comparative financial reports with budget and facilitate monitoring of resources allocated to each city in direct support of program management.
• In accordance with local financial document archiving policy and procedure, ensure that all documents are archived virtually
• of the documentation supporting each transaction. A copy of each transaction must be filed virtually in the Teams channel, a copy of each transaction will be attached at the time of registration of the transaction in the Unit-4 software.
• Prepare monthly funding requests (FTR) for the office and region in charge, in accordance with the relevant guidelines and using the format provided for this purpose.
• Ensure documentation is complete and administrative and financial procedures are followed correctly in relation to issuing payments, reviewing and authorizing PRs, PO, Logistics ProPacks Checklist; following all standards and protocols in the Medical Teams Field Operations Manual.
• Provide office information necessary to prepare financial budgets for the operations of each office under its responsibility.
• Contribute by submitting documentation that is necessary for internal and external audit processes.
• Review and approve billing for services, coupons and general purchases received during the month
• Report to program management on account reconciliation (including cash), perform cash audits of petty cash and office cash registers, and ensure that advance payment legalizations are made in a timely manner.
• Provide information monthly in accordance with the instructions of financial management, for the payment of withholding tax and taxes charged to Medical Teams Colombia.
• Keep track of withdrawals to make cash payments, from the time of withdrawal until the time of payment (Maximum one day). Ensure that cash sums are left in the safe.

Administration:

• Coordinate with program management, the administration and proper implementation of general services of the region’s offices, in accordance with property management SOPs, human resources, ensuring well-being and safety for all staff in each office.
• Coordinate with the Operations Support Management and Finance Management when necessary, the services contracted on behalf of Medical Teams International in Colombia, including those related to property management, notarial records, etc.
• Together with the Finance Department, ensure adherence to the procedures on the conservation and insurance of Medical Teams International assets in Colombia, including rental and leasing agreements and payments, and together with the finance assistants, ensure that the contract and purchase tracking file is duly updated.
• Provide support to logistics personnel so that purchase transactions for goods and services are carried out in accordance with controls, gather the required supporting documentation and generally comply with internal control policies.
• In coordination with the Logistics Assistant, coordinate travel logistics for visitors and staff to project areas, including safety conditions.
• Together with the security coordinator, support the process of adopting biosecurity and protection measures for the offices in charge.
• Monitor and supervise the tasks of general services staff and interns in the process of completing their practical stage who have been assigned to office assistant tasks.

Safety and protection

• Support the program management, together with the security coordinator, to periodically review the security and protection policies of Medical Teams International in Colombia, and ensure that any changes arising from this review are appropriately implemented, including SOPs, travel and vehicle policies.
• Check that the documentary validations of the driver’s declaration and the checklist of vehicles rented for the transportation of people are being carried out on behalf of Medical Teams International – Colombia.
• Coordinate the development of office safety protocols, including biosecurity in relation to Covid-19.
• Ensure the protection of program participants and employees by promoting an environment of awareness and upholding the provisions of the Medical Teams Safeguarding Code of Conduct against Sexual Exploitation and Abuse, Safeguarding of Children and Vulnerable Adults and harassment-free workplace policies. Incumbents will remain alert and responsive to any safeguarding risks for children and adults, acquire relevant knowledge and skills to enable them to promote sound safeguarding practices, understand the safeguarding policy and procedures for children and adults, and behave in a manner consistent with Safeguarding.
• In conjunction with the Program Manager, ensure that all security incidents or abuse of the above policies are reported through established systems.

Other duties:

• Rely on volunteer staff whenever possible.
• Additional duties assigned

Education

• Professional in the area of ​​economic sciences with emphasis on accounting and finance.

Prerequisite:

• Accounting Technician or Technologist with a minimum of 2 years’ experience

Experience

• A minimum of 3 years of professional experience in the relevant field is required: finance/accounting, business management.
• Experience working with international NGOs is an added advantage.
• Experience in compliance with international donor regulations and standards.
• Experience in Colombian tax systems and financial management software systems.
• Experience working in a bilingual (English/Spanish) work environment is a plus.

Knowledge:

• Processes financial transaction recording tasks in software packages. (Preferably in Helisa)
• Physical and virtual document archiving process

Skills:

• Preferably Intermediate English (Not exclusive).
• Handling of financial management software, as well as Microsoft 365 (Teams, Excel and Outlook)
• Facility to provide training to other members of the Medical Teams team in Colombia in relation to processes and compliance with controls and procedures.

Skills:

• Ability to organize and plan tasks to meet obligations and commitments within given deadlines.
• Ability to work in a team and willingness to resolve conflicts through dialogue
• Proactive and purposeful person in the development of their tasks.
• Ability to listen actively and empathetically in relation to other team members within the organization.
• Guidance for carrying out detailed activities.
• Ability to maintain confidentiality of the information handled in accordance with the data privacy policy.
• Willingness to foster an atmosphere of trust and integrity within the organization.
• Willingness to adhere to internal policies related to PSEA, conflict of interest and the Medical Teams International code of conduct in Colombia.
• Good technical writing skills.
• Ability to delegate tasks responsibly and specifically to generate commitment around the adherence of all staff to institutional policies, the protocols of Medical Teams International in Colombia (PSEA, DEI, Code of Conduct) and institutional and humanitarian aid ethical standards.