Position: Finance and Operation Support Manager (FOSM)
Location: Goma or Kinshasa, Democratic Republic of Congo
Responsible to: Country Director, DRC
Start date: April 1st, 2015
Applications deadline: February 28th 2015
1. Overview
1.1. Background
War Child works with children who, as a result of conflict, live with a combination of poverty, exclusion and insecurity. These children might include street children, child headed households, children conscripted into armed groups, children in conflict with the law and others vulnerable children.
Our mission is to support and improve the care and protection of children and young people who live with a combination of insecurity, poverty and exclusion in some of the worse conflict-affected places.
We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organisations like War Child, governments and key decision makers.
War Child UK[1] started work in DRC in 2003 and has since been involved in activities in Kinshasa and North Kivu provinces. WCUK has been targeting children and youth affected by the continuous conflicts and is contributing to other protection activities such as early warning, capacity building, reintegration, coordination and rapid response of child protection.
1.2. Description of the Role
The role of the Finance and Operation Support Manager (FOSM) is to ensure the running of the operation effectively and efficiently, so as to enable programme staff and other stakeholders to carry out the War Child Programme.
In this capacity the FOSM must ensure transparent and reliable processes and generate management information for the stakeholders.
The most important responsibility is budget management and tracking, as well as donor reporting. All other tasks will be supported by in-country staff.
1.3. Key responsibilities
o Financial Management & Administration: Leads on all financial management and reporting across the DRC programme, including advising and supporting the CD in maintaining efficient financial control
o Security Management: Supports the CDin maintaining and developing robust security management
o Logistics: Enhances systems and guidelines for the logistics department of the mission on procurement procedures, store control; equipment, radio & vehicle use and maintenance, fuel tracking, etc
o Information Technology & Communication (ICT): Responsible for management and maintenance of IT and communications (laptops, printers, telephone and other means related to Information Technology and Communication
o Human Resource Management: Ensure that the National Staff Human Resources Management (HRM) policies (HRM instruments, systems and practices) are aligned with local laws and are effectively practiced and adhered to
o Capacity building staff & local partners: Build capacity of the support staff in the country office through on-the-job training as well as organized training programmes and workshops
1.4. Responsible To
Country Director, DRC
1.5. Responsible For
The finance, security, logistics (including ICT) and HR support staff at the country office and provide technical supervision to support staff in the different field locations War Child hires between 15 national staff and 2 expatriates in North Kivu and 10 national staff and 2 expatriates in Kinshasa. The programme may increase in size according to funds in the years to come.
1.6 Working With
The role involves working closely with the following stakeholders
o Programmes Director & the Programmes Directorate (Headquarters[2], London)
o Finance Manager (HQ)
o Human resources/Administrative officers ( 2 ) , logisticians (2 ) , finance officers ( 2 ) in Goma and Kinshasa
o Other War Child colleagues and partners
1.7 Contractual Terms
o Position: Fixed term Contract of 12 months with possible extension dependent on funding
o Salary: £29,070 – £32,180 (gross, dependent on experience)
o Working Hours: Full time, 37.5 hours per week.
o Probation: 3 months
o Leave: 30 days pa, increasing by one day for each year’s service up to a maximum of 5 additional days
o Benefits: Accommodation Allowance, Per Diem, Rest and Recuperation (R&R), Private & Emergency Medical Insurance as per WC Policy
The Finance and Operations Support Manager position is not a family posting with War Child not making financial provision; If the candidate would want to take family member, this would have to be discussed as to security logistics.
2. Job Description
2.1. Financial Management & Administration
o Advise and support the DRC CD in maintaining efficient financial control (of cash flows, local payment, etc) accountability standards, procedures and records;
o Ensure War Child UK Global Finance Manual policies and guidelines are developed and adhered to;
o Prepare budgets and financial management information for stakeholders (Country Donors and HQ);
o Enhance the planning & control cycle within the operation in line with HQ guidelines;
o Ensure accurate, timely and correct bookkeeping;
o Report the relevant developments on finance administration in the field to the support department at HQ;
o Be involved in proposal development for donors to ensure proper budgeting and subsequent reporting;
o Manage money transfers and bank relations;
o Play a crucial role in Risk management;
o Use the software and formats as determined by HQ
2.2 Security Management
o Support the CD in maintaining and developing the country security plan;
o Ensure logistical aspects of security management; ensure all national staff and visiting staff comply fully with War Child’s security policy and procedures
2.3 Logistics
o Supervise the Logistics Coordinator whose role in the logistics department is to enhance systems and guidelines on procurement procedures, store control, equipment, radio & vehicle use and maintenance, fuel tracking, etc
o Directly responsible for procurement and management of supplies, vehicles, assets, stock, computers (PCs and laptops), server and communication (as a delegated responsibility of the CD/)
o Manage NGO registrations, work permits, visa and insurance issues;
2.4 Information & Communication Technology
With assistance from the Logistics Coordinator
o Responsible for management and maintenance of IT and communications (laptops, printers, telephone and other means related to Information and Communication Technology)
2.5 Human Resource Administration and Policy
o Ensure that the War Child UK Global HR Manual (with relevant local operating procedures) are in place and adhered to;
o Ensure proper HR administration;
o Ensure that HR (administrative) policies and practices are in line with local legislation;
o Advise the Country Director and other managers on organizational development and personnel related issues
2.6 Capacity building staff & local partners
o Build capacity of the support staff in the country office through on-the-job training, mentoring, coaching as well as trainings and workshops;
o Indicate training needs and advise managers on possible trainings for the support staff;
o Carry out and follow up on local partner assessments with regards to their internal control environment
o Build capacity of local partners in finance/logistics/HR/admin processes
2.7 Management of staff
o Line Manage the finance, logistics (including ICT) and HR support staff in Goma and Kinshasa and eventually in others different field locations (number of staff varies between 30 and 50 national staff;
o Manage his/her staff by guiding, coaching, instructing and motivating
2.8 Overall
o Advise the CD on the above subjects
o Report relevant developments on Finance, HR, Logistics, Security Management and ICT in the field to the support departments at HQ.
3. Person Specific Requirements
3.1 Work Experience and Knowledge
o Experience in a management position within an international (NGO) environment, preferably in field locations of a developing country and/or (post) conflict area;
o At least 5 years of first-hand experience across financial management and reporting, logistic management and procedures (including maintenance), IT (computer, network, communication means) and personnel management;
o Experience in
o HR administration and the development of HR policies;
o Rigorous budget and expenditure management
o a range of computerised accounting and reporting packages,
o living and working in complex security contexts;
o Excellent knowledge of and ability to use Excel and MS Office
3.2 Education
o Educated to a minimum of Bachelors Degree.
o Fluency (written and verbal) in English and French essential.
o CCAB qualification (ACA, CA, CIMA, ACCA or equivalent) or relevant experience
3.3 Legal
o Eligible to work in DRC and travel to the countries in which War Child operates
4. Desirable
o Experience of internal and/or external audit practises and procedures
o Knowledge/experience of working with major grant giving institutions such as DfID, UNICEF, EC
o Experience, in a comparable position, in setting up a programme and office
o Knowledge of PSF or equivalent accounting package(s)
o Experience of working in DRC or similar country
o Experience of security management
5. Qualities
o Excellent team player comfortable with a hands on approach
o Able to work in a small, dynamic organisation with limited resources
o Proactive in searching and optimal usage of organizational resources;
o Excellent planning and organizational capabilities;
o Decision making capabilities to address tactical and operational issues
o Strong focus on results and cost-conscious
o Calm under pressure
o A commitment to participatory approaches
o Ability to be administratively self-sufficient
o Commitment to War Child’s aims, values and mission
5. Application Process
o Download the Application Pack from www.warchild.org.uk/about/jobs, complete the Application Form and send it to . (Please note that individual CVs will not be accepted)
o All completed application forms must reach War Child by 5:00 PM GMT on 28 February 2015
o Due to limited resources War Child, HR will contact only the shortlisted candidates
o Tests for selected candidates will be held during week commencing 5 March 2015
o Interviews will be held during week commencing 12 March 2015
o Any offer made will be conditional on receipt of 3 favourable written references. (from your most recent employer, any other previous employer and a character reference). In case clarification is required post the receipt of complete reference forms, War Child reserves the right to call the referees.
o The successful applicant will be expected to undergo a DBS check, a medical check for overseas travel purposes, be compliant and sign up to War Child’s Child Protection Policy prior to a final offer being made.
o Start date: 1st April 2015 (induction in the UK before field deployment)
3 / UK Office Address: Linton House, 39-51 Highgate Road London, NW5 1RT | Tel: +44(0)20 79169276 | Fax: +44(0)20 79169280|War Child is an award winning charity which works with local partner organisations to support children acutely affected by conflict in Iraq, Afghanistan, Ugandaand the Democratic Republic of Congo. | www.warchild.org.uk | War Child is UK registered charity no. 1071659
[1] Hereafter referred to as WCUK
2 Hereafter referred to as HQ
[2]