Finance And Hr Officer At Handicap International – Humanity & Inclusion

Project Presentation

HI began its activities in Bolivia in 2011 and during this period, it executed a first Inclusive Local Development project in the Department of Potosí. Starting in 2014, support for local and national authorities continued with two new projects: Support for the creation of 7 Rehabilitation Centers in the Departments of Potosí and Oruro and Socio-economic insertion of people with disabilities in the Municipality of El Alto (Phase 1 2014-2016 and Phase 2: 2017-2021). From then on, it has strengthened its presence by developing new projects in Inclusive Disaster Risk Management (GIRD), Sexual and Reproductive Health, and Prevention of Gender-Based Violence during the years 2018 -2022. Continuing its strategy in the country, for the period 2022-2024, HI is implementing in the departments of La Paz and Santa Cruz, the project: Towards better rehabilitation and health of children and adolescents in Bolivia. The Bolivian mission has its central office in La Paz, but has maintained interventions in the departments of Oruro, La Paz, Potosí, Cochabamba, Pando, Beni and Santa Cruz.

Missions/Responsibilities

General objective of the function: Under the responsibility of the Regional Finance Manager, the Finance and HR Officer for Bolivia has the mission of ensuring the management of Finance, Administration and Human Resources in the country. He ensures compliance with the legal framework and the internal rules of the organization, taking into account the specificities of the program. Coordinates and energizes, collaborating with the Country Manager, the entire accounting/financial and human resources area of ​​the organization in Bolivia so that resources are optimized for the benefit of our cooperation actions, and that they flow, ensuring respect for legal obligations. , donor standards, and internal organization standards.

Main interlocutors

– Country Representative

– Regional Accounting Manager

– PAIS Project Managers

– PAIS project partners

– Regional Finance Manager

– Project officers

– Regional Logistics and Supply Officers

Responsibilities:

Mission 1: Strategy and Direction

• Supervises and informs his/her line manager and functional manager about cash-related accounting risks of which he/she is aware and contributes to their mitigation.

• Helps identify accounting and legal risks to HI within your area of ​​responsibility.

• Participates in strengthening members’ skills in the financial and cash management area.

Mission 2: Standards and Expertise

• Deploys all HI financial policies, processes and tools within their area of ​​responsibility.

• Ensures HI’s legal obligations are met and produces required financial documents.

• Reports any changes in regulations, jurisprudence or the practices of other financial stakeholders of which it is aware.

• Complies with the General Data Protection Regulation (GDPR).

• Implements and complies with the procedure for filing financial documents and publishes and updates financial documents in dedicated workspaces.

• Contributes to internal control within area of ​​responsibility and applies identified corrective actions.

Mission3: Operational Execution

Responsibility 1: Regular maintenance of Accounting

• Performs daily entries in the Accounting Information System (IS) (and in the country IF necessary), ensuring that entry descriptions are accurate and consistent with accounting assignments and that all required fields are completed, in accordance with the HI chart of accounts (and the country’s chart of accounts, if necessary).

• Receive supporting documents and translate essential elements into one of HI’s working languages ​​(French or English).

• Formalizes requests to create or close account journals in the accounting SI.

• Prepare all documents for monthly and annual account closing.

• Creates Immo sheets (fixed assets) in the accounting SI and sends the identification number of the fixed assets to Logistics for registration in the Equipment Monitoring Chart.

• Request exemption from Value Added Tax (VAT) and prepare the declarations (if applicable).

• Prepare any supporting documents requested by internal or external auditors.

• A member of the accounting/finance team may need to be temporarily replaced.

• Keeps local accounting up to date and presents the information to control entities.

Responsibility 2: Filing accounting documents

• Produces proof of accounting documents.

• Ensures legibility and regular scanning of supporting documents.

• Archive scanned documents monthly on a server and paper documents in a place that guarantees their physical integrity.

• Sending supporting documents in digital and physical form to the central office (Bolivia) on a regular basis, within 15 days following the end of the month

Responsibility 3: Make Payments and Pay Advances

• Produces proof of accounting documents.

• Enters and disburses money from the cash registers for which he is responsible and records the movements in a cash book.

• Pays advances, records them in an advance book and clears them.

• Periodically checks the cash balances against the cash book and imprest book.

• Monitors the availability of cash in the tills and alerts the Treasurer if there is a risk of not covering expenses during a certain period. Prepare an expense projection verified and approved by the Project Manager(s).

• Prepares checks and wire transfer orders, presents them to bank signatories and retains a copy.

• Monitors the number of checkbooks available and orders new ones as needed.

• Adheres to security and custody procedures and alerts supervisor in the event of an incident.

Responsibility 4: Ensures the Quality and Availability of Supporting Documents.

• Verifies the admissibility of supporting documents against HI and country regulations, records them in the Accounting Information System (IS) and files them.

• Supervises advances and their supports.

• Prepares supporting documents requested by internal or external auditors.

Responsibility 5: Accounting and Financial Management of Partners

• Review the documentation sent by partners such as justification of expenses and make corrections.

• Provide feedback to the Administrative and Financial Manager about the nonconformities found and aspects for improvement by the partner.

• Produces an analysis of the partners’ capabilities in the financial field (e.g. budget tracking tools) and, based on this analysis, prepares a capacity development plan for these partners.

• Produces an analysis of the partners’ capabilities in the financial field (e.g. budget tracking tools) and, based on this analysis, prepares a capacity development plan for these partners.

• Support the Project Manager in the periodic monitoring of the partner(s) budget and in the actions to be taken in case of deviation.

• Enters any cost accounting changes and budget modifications related to partnerships into the Financial Information System (FIS).

• Helps members organize to meet financial calendar deadlines.

Responsibility 6: Contributes to financial and budget management.

• Participates in the construction and adjustment of budgets with those responsible for the budget.

• Provides budget managers with regular budget monitoring reports and helps them use tools.

• Prepares and updates resource allocation tables (human, logistical, etc.) and communicates them to the interested departments.

• Integrates budget adjustments into budget tracking tools and enters cost accounting modifications into the Financial Information System (FIS).

• Contributes to optimizing the use of HI’s own funds.

• Meets HI financial calendar deadlines.

• Consolidate cash flow needs within your area of ​​responsibility.

• Prepares responses to questions from internal and statutory auditors.

• Contribute to the financial management of institutional funding in accordance with “donor” guidelines and contractual obligations.

• Assists with writing funding proposals for institutional donors; compiles proposals from multiple programs when the program is the leader.

• Optimizes financing schedules (coverage of office and support expenses) when drafting or reviewing institutional financing proposals.

• Ensures that donor obligations are realistic and compatible with HI procedures (dates and methods of payment and financial reporting, expense justification methods, exchange rates, audits, etc.)

• Informs budget holders about the financial rules of institutional donors and verifies their application.

• Verifies tracking of funding expenditures and provides budget holders with donor budget tracking reports. It monitors consumption rates, issues alerts in case of risk of non-compliance with flexibility standards and anticipates deviations by preparing contractual modifications with its interlocutors.

• Produces financial reports for institutional donors in accordance with donor guidelines.

• Prepares payment requests for donors and informs your line manager in case of a (possible) delay in payments.

• Enters information related to donor contracts into the FIS: donor budgets, cost accounting and budget modifications, schedules, reports, etc.

• Prepares responses to questions from internal auditors and donors.

• Archive budgets and financial reports shared with institutional donors (with an internal and external version) in dedicated storage spaces.

Responsibility 7: Operational implementation of HR.

• Support in the recruitment and selection of personnel: Publication of vacancies, receipt of resumes, coordination of interviews, verification of references, among other tasks related to the hiring process.

• Personnel administration: Maintenance of employee records, monitoring of leaves, vacations and absences, as well as the preparation of employment contracts and other documents related to personnel management.

• Benefits Management: Assist in the administration of benefits such as health insurance, life insurance, pension plans, among others, as well as providing information and support to employees regarding their benefits.

• Training and development: Coordination of training and development activities for staff, including the organization of courses, workshops and training events.

• Payroll management: Collaboration in the process of calculating and paying salaries and benefits, as well as the preparation and presentation of reports related to payroll and the corresponding taxes.

• Legal compliance: Ensure that the company complies with all current labor laws and regulations in Bolivia, as well as keeping records updated and complying with reporting requirements.

• Conflict resolution support: Provide support in managing labor disputes, investigating employee complaints and helping to find effective and fair solutions. Prepare the payroll

• Archive budgets and financial reports shared with institutional donors

• Contributes to the dimensioning and quality of the Program’s resources.

• Contributes to the budget process in its geographical area and controls the staff’s salary bill.

• Contributes to compliance with the quality of the hiring process.

• Participates in the Program’s HR reporting calendar and helps meet HI’s overall HR deadlines.

• Participates in local meetings between NGOs on HR issues.

• Guarantee the application of the HR cycle in your geographical area.

• Helps identify training needs and develop and monitor the training plan in your geographic area.

• Ensures the quality of the administration of HI personnel present in its geographical area.

• Is responsible for the administrative monitoring of international staff in the country (vacations, R&R, perdiem, visas, etc.)

• Is responsible for the implementation of HI’s social security policy equitably and in accordance with local legislation.

• Contributes to the management of ongoing conflicts with third parties or employees in Bolivia, together with your HR manager (Region).

• Contributes to the identification of legal and fiscal risks of HI in Bolivia.

• Develops Bolivia’s HR strategy.

• Compiles Bolivian HR data and indicators that are useful for managing the HR portion of the STRATOP Program and helps map and mitigate HR risks. Implements and supervises the HR action plan for the country.

• Implements standards, contributes to HI’s accountability in its area of ​​responsibility.

• You are responsible for implementing HI policies and frameworks in your country. Helps adapt HR frameworks according to the specific local context.

• Ensures compliance with HI’s legal HR obligations in Bolivia and manages the renewal of legal documents when necessary.

• Responsible for audit and filing procedures.

• Helps ensure compliance with donor standards in your area of ​​responsibility for all projects.

• Update and creation of administrative, financial and accounting procedures and policies.

Other functions assigned to you by your immediate boss that are not incompatible with your position and that do not detract from your other functions and working conditions

REQUESTED PROFILE

• Graduate in Public Accounting (CPA)

• A minimum of 2 years of experience in financial monitoring of humanitarian projects.

• Experience in administration and HR is a plus.

• Experience using computers and office software packages (MS Word, Excel, etc.).

. Advanced Excel (handling of dynamic tables).

• Experience in using accounting software.

• Experience working with INTERNATIONAL NGOs a plus.

TRANSVERSAL COMPETENCES

• Sensitivity towards humanitarian work

• Commitment and ethical behavior

• Cooperation and communication

• High capacity for numerical analysis

• Synthesis capacity

• High planning capacity,

• coordination and negotiation (internal and external)

• Sensitivity towards humanitarian work

• Cooperation and communication

• Adaptation to change and Resilience

• Agility and innovation

PERSONAL COMPETENCES

• Ethical values ​​and constructive criticism

• Spirit of cooperation/collaboration (seek feedback/listen)

• Sense of responsibility (internal / external)

• Diplomacy

• Boldness (shows initiative/business temperament)

• Resilience in the face of stress and uncertainty

• Self-criticism (listens and seeks to improve)

• Pragmatism, ability to adapt easily

• Autonomy and sense of responsibility (focused on results and ability to prioritize).

• Cultural sensitivity, diversity, gender, religion, race, nationality and age

• Commitment to HI’s mission, vision and values.