Emergency Deputy Finance Admin Director ER-002

Job Location:

Job Description:

***NOTE*** - THIS POSITION IS TO APPLY TO A STAND BY ROSTER FOR INTERNATIONAL MEDICAL CORPS EMERGENCY RESPONSE TEAM (ERT).

Candidates selected for this position will be placed on the ERT standby roster and may be called when the International Medical Corps ERT responds to an emergency. This position is not compensated unless candidates are responding to an emergency response.

When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene—providing rapid and effective aid that saves lives, reduces suffering, and promotes self reliance.

International Medical Corps has established an International Emergency Roster to ensure that emergency positions are filled in a timely manner with professionally qualified, gender balanced, geographically diverse, linguistically able and a highly motivated corps of professionals. The team includes coordinators, logisticians, doctors and water and sanitation experts. It also includes specialists who focus on protection, prevention of sexual violence and aid for rape survivors and mental health.

Emergency Response Team (ERT) members are always on standby to deploy to a crisis within 72 hours, whether they are launching into new areas or lending support to International Medical Corps teams already on the ground.

International Medical Corps maintains a roster of staff which is updated on regular basis in order to include new staff into the system. This also provides an opportunity for the existing staff to update their areas of expertise and other relevant information.

Through this expression of Interest, applicants are encouraged to submit their profiles so that their information is readily available in the International Medical Corps applicant tracking system.



JOB SUMMARY
The Emergency Deputy Finance Admin Director assists Emergency Finance Admin Director and directly oversees all financial, accounting and administrative activities including human resources administration and all finance administrative activities and reporting in the emergency offices.
He/she will work at the direction of the Emergency Finance Admin Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Accounting and Finance Management
• Ensure compliance with the organization and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation
• Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performed in accordance with internal policy and procedures
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
• Suggests formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes
• Ensures the maintenance of accurate records of financial transactions of the office (main and field offices) in order to monitor financial status of all project activities
• Manages the finance department of the office to meet the financial reporting requirements of in-country emergency management and Headquarters; This function includes ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports
• Directs the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements
• Maintains the organizations system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Oversee training of finance staff and provide technical support to program and logistics
• Supervise or prepare budgets
• Present & facilitate review of actual to budget expenditures with Team Leader/Emergency Finance Admin Director and Site Managers
• Provide recommendations for budget realignments as required
• Make frequent visits to field offices provide training to finance staff on internal procedures and requirements

2. Emergency Response:
• Close collaboration with Emergency response team and ensuring that all finance / admin aspects are covered
• Participation on ER conference calls
• Ensuring that finance dept is properly staffed
• Acts as main finance / admin support to the rest of the emergency response team as well as a point of contact for all finance issues when it comes to communication with HQ Finance
• Responsible for the finance / admin setup of the office;
• Provide suggestions to HR /Finance department re benefits for international staff (hardship, living allowance, etc). Ensure that these are duly communicated and agreed upon with the rest of the team.
• Ensure adequate and smooth cash flow; investigate means of sending cash from the HQ office and provide recommendation. Where applicable, ensure that bank account is opened as soon as possible

3. Human Resources Management
• Supervise the human resource and administrative functions in field offices to ensure their smooth and effective operations
• Supervise the oversight of staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context
• Ensure compliance to local labor laws including contracts, compensation packages and working hours
• Oversee the recruitment and selection of qualified program field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors
• Collaborate with security officer/CD to maintain security of staff in the field locations
• Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to field staff
• Maintain open lines of communications with all field staff

4. Training/ Capacity Building
• Determine training needs for finance and human resources staff
• Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs
• Advocate and plan for professional development for expat and national staff

5. Working Relationships
• Maintain frequent communication with Regional Finance Coordinator to ensure finance activities and objectives are communicated
• Work with Team Leader and Emergency Finance Admin Director and Logistics staff to ensure the coordination of programs are within budgeted targets
• Attend coordination meetings which are relevant to emergency activities
• Interface with national government and relevant agencies to ensure compliance with varying government regulations

6. Representation
• Serve as the principal liaison with donors on matters related to the program to ensure financial and programmatic accountability to donors
• Establish and update contact details of potential donors
• Participate in donor meetings and communicate relevant information to HQ
• Work with key donor Staff to develop and maintain optimum financial and programmatic relationship
• Ensure maximum visibility of the agency amongst the NGO community
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors

7. Security
• Ensures financial considerations are planned for and implemented as required at each security level
• Ensures application and compliance of security protocols and policies
• Sends copies of key internal documents to HQ for back-up
• Facilitates emergency and non-emergency security expenditures