Country Finance/HR Manager Burundi

Position: Country Finance/HR Manager Burundi

Location: Bujumbura, Burundi

Reporting Relationship: Country Representative (Line Management) and Regional Finance Manager (Functional Management)

Starting date: 01/04/2024

Application deadline: 21/01/2024

Family Duty Station: YES

Working Context

WeWorld has been present in Burundi since 1995 and is currently active in 14 out of the 18 provinces of the country. During these 25 years of continuous presence in the country, and thanks to various donors (ECHO, UNICEF, WFP, Netherlands Embassy, EU, UNHCR), WeWorld has carried out health, nutrition, food security and WASH programs.

Purpose of the Role

The Country Finance/HR Manager is responsible of all the administrative, HR and accounting processes, including financial reporting, budget planning, development and monitoring. He/she manages team office staff within the Finance and HR Department in country.

Main functions and duties

General Administration

• Track and manage deliverables and timelines related to grants, contracts, vendors, and partners
• Monitor grant administration to ensure compliance with reporting and expenditure requirements
• Supervise compliance of administrative documents and their proper filing
• Ensure the smooth flow of administrative information and data to the HQ
• Supervise flow of administrative information from project partners and the compliance with MoU
• Ensure smoothly and punctual communications and reporting with local Bank

Accounting

• Supervise and approve regular accounting, including monthly reconciliations, monthly and yearly closing of accounts, monthly journal entries
• Supervise cash and bank balance checking process when closing the monthly accounts

Financial Reporting

• Is responsible for the preparation of financial reports, in coordination with Regional Finance Manager, and administrative team
• Ensure the compliance of financial reports with donors and internal rules and procedures

Budget & Planning

• Collaborate with the Country Representative and Programs/Project Managers to develop budgets according to donor’s regulation
• Review administrative/financial terms of grant contracts before signature (payment & financial reporting schedule, etc.)
• Collaborate with the Project Managers and Procurement & Logistics Managers to monitor actual and forecasted expenses against budget to avoid under and overspending on the projects; comply to the flexibility rule
• Monitor financial flows of the projects
• Anticipate financial risks, present budget updates and mitigation plans and report them to the Country Representative
• Coordinate the preparation and constantly monitor/update of core budget of WeWorld for Burundi and provide an analysis to the Country Representatives focusing on gaps and risks
• Participate with the Country Management Team in reflecting on the evolution of the mission, and the programming of new projects and/or reorientation

Audit Process

• Collaborate to the management of financial audit performed on the projects
• Supervise yearly financial audit on general accounting for local authorities
• Prepare information and is directly responsible for any assessment/audit performed by donor on WeWorld administrative procedure

Procedure

• Design and implement administrative routines, procedures, and systems to increase efficiencies
• Updated the Local Operational Manual for both missions based on WeWorld procedures to implement organizational policies related to the Finance Department

Operational

• At Country level, liaise with the Human Resources and Procurement and Logistic departments for a fluid and collaborative collaboration
• Follow-up payments from donors and financial project close-out

Human Resources

• Participate in analyzing staffing needs & costs, compensation & benefits
• Supervise administrative and finance local personnel to complete routine tasks and help them in organizing work so that all internal and external deadlines are met (RACI follow-up, departmental action plan to identify priorities, etc.).
• Capacity building of local finance staff and partner organizations in areas such as financial management, administration, good governance and management of accountability and transparency
• Support the Country Representative and the HR Manager to monitor and revise salary scale, whenever necessary
• Coordinate and follow up on reports for ministries and local authorities
• Verify and finalize any HR-related annexes required with financial reports
• Set up recruitment procedures for national staff, training of administrative team
• Maintain a fiscal, legal and juridical watch on the mission’s rights and obligations vis-à-vis institutions, and ensure compliance with current legislation
• Develop, propose and implement any updates to HR policy
• Participate in identifying training needs and implementing training procedures and plans
• Conduct annual appraisal interviews and plan leave for employees under his/her direct responsibility

Representation

• Participate in inter-admin meetings with other INGOs and NGOs
• Ensure official representation for the administrative management of the Mission to the competent authorities

Requirements

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Bachelor’s Degree or equivalent experience in Financial/Accounting management
• Knowledge of institutional donor procedures (EU, UN)
• Fluent in French both written and verbal
• Good knowledge of English both written and verbal

Professional experience

• At least 3 year of specific experience in finance/administrative/HR positions in the international cooperation sector
• Experience of representation to institutions and participation in coordination meetings
• Experience in budget and HR management
• Experience in using accounting software

Skills and Abilities

• Strong flexibility and capacity to adapt behavior to the needs of the situation
• Capacity to work autonomously and in problems prevention/resolution
• Proven organizational skills and ability to effectively manage multiple tasks while fostering quality, team spirit and positive working relationships with colleagues
• Ability to identify, initiate and maintain good relationships with partner organizations, donors and national authorities including building professional relationships with senior decision-makers and influencers / leaders
• Good communication, negotiation skills and sensitivity in dealing with local institutions on critical issues
• Cultural, gender, religion, and age sensitivity and adaptability
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics

Desirable Requirements

• Knowledge of Italian would be considered an asset
• Previous experience in the East Africa Region is an asset

Other information

WHAT WE OFFER

Type of contract: a first 6 (six) month collaboration contract subject to verification of the achievement of specific objectives (these objectives will be agreed together with the Line Manager upon arrival on assignment); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first months of contract

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex, housing and hardship based on place of work; schooling, flights for children and insurance coverage for children)

Other conditions: Tax Treatment: equal tax treatment between Italian and foreign residents is guaranteed

Annual leave: 2,5 days/month (working days)

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

Family duty Station: YES

R&R: NO

WHO WE ARE

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld works in 27 countries around the world, including in Italy, with more than 165 emergency, humanitarian aid and development projects. Its activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.

The organization operates in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. The organization operates also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.