Finance, Logistics and HR Coordinator
The Johanniter Unfall Hilfe e.V. (Johanniter International Assistance) has been working in Afghanistan since 2002, implementing projects in the field of health, nutrition and disaster preparedness. The Johanniter country office is located in Kabul from where the country programme is coordinated. The humanitarian situation in Afghanistan continues to deteriorate, with growing needs amongst internally displaced people (IDPs), other people struggling with the impact of conflict and natural disasters and communities exposed to communicable diseases coupled with challenges for some populations to access basic services. To address these challenges Johanniter is implementing various projects in Kabul, Balkh and through local partner NGOs in other Provinces.
Coordination of all financial, logistical and HR administrative processes of Johanniter activities in Afghanistan in close collaboration with the Country Director.
Tasks
Finance:
Accountancy:
- Assure Johanniters financial procedures are in compliance with government and donor financial obligatory law and regulations
- File documents, allocate expenditures, register vouchers, check balances
- Monthly field accounts and timely preparation of financial reports for donors and headquarters
(BVAs, monthly closing, bank transfers, cash requests, travel claims) in compliance with donor and Johanniter procedures
- Manage bank accounts, money transfers and maintain good cash flow in compliance with guidelines of donors and Johanniter
- Supervise payment orders and improve payment procedures
- Organise and coordinate internal or external audits
- Take measures for cost controlling in consultation with the Country Director
- Report immediately if any irregularity (fraud, cheating, etc.) noticed
- Undertake partner capacity assessment including regular visits to project sites/partners and train partners to increase their competence in preparation of financial reports, donor financial reports in line with various reporting requirements and guidelines
Budget Management:
- Prepare overhead and project budgets, budget revisions and extensions in compliance with financial guidelines of donors and Johanniter
- Monitor budgets, give relevant advice concerning financial matters and inform Country Director, Head of Field Office Mazar and HQ desk officer regularly on financial status
- Verify and support partner organisations with financial reporting
- Preparatory review of proposals and grant agreements/contracts prior to submission to the donors/ HQ including liaising with the programmes team ensuring programme proposal correlates with organisational budged and guidelines
Logistics:
- Assure compliance with Johanniters procurement procedures, government obligatory regulations and donor guidelines. Assure all supporting documents are available.
- Procurement: management of procurement processes and adherence to Johanniter and donor rules and regulations; management of emergency stocks; inspection of quality of received goods; provision of list/database of pre
- approved suppliers
- Shipping (Supply Chain): organize exemption letters, assure tracking of procurement and postdelivery inspection; provide waybills, assure sending of items to / receiving from field
- Storage/Warehousing: check quality and reinforce stock management systems, procedures & routines controls and reporting on diesel consumption for generators, vehicles, motorbikes; stock management of drugs and other supplies.
- Fleet management/transport: management of vehicle use and servicing; provide incident/accident reports, assess vehicle documents & roadworthiness of cars; train drivers
- Maintenance: maintain vehicle, generator and residences / field offices
- Equipment: monitor and regularly inspect asset/inventory register; ensure asset repair; train staff on use of assets/equipment
- Communication: monitor internet provision; explore needs and costs of security communication; IT
- Manage team accommodation HR:
- Coordinate the planning, recruitment, selection, briefing/debriefing and well
- being of all national staff
- Pay national staff according to national labour law and Johanniter guidelines, including timely payment of Staff Social Security, income tax or other taxes as required by labour law.
- Supervise and train the team of Admin and Finance and support staff, including periodic staff appraisals
- Ensure that all staff have valid contracts and job descriptions
- Draft staff contracts after consultation with a local solicitor and the Country Director
- Provide HR guidance and consultative support to the Country Director and Head of Field Office Mazar.
- Maintain systematic HR databases and filing systems (incl. staff lists, leave register, etc).
- Follow up changes of rules and regulations in national law for the employment of national staff and up
- date Johanniter National Staff Handbook in line with Afghan and JUH regulations and People in Aid recommendations
- Follow
- up on visa and work
- permits for expats
- Coordinate planning of annual leave and R&R of expats and national staff where applicable. Administration:
- Draft and follow
- up contractual engagements (rental, vehicles, MoUs, Registration, etc) in consultation with the CD
- Set
- up and maintain a systematic hard and soft copy filing system for all administrative matters
Other:
- Assist the Country Director in security management
- Regularly coordinate all above mentioned aspects with the Country Director and the Desk Officer and Controller in Berlin
- Assist the country office team in translating guidelines and templates
- Support Country Director in all other tasks.
Terms and Conditions
Start date: asap
Contract duration: definite contract for 12 months (with possible extension)
Remuneration: Between 39.063 € and 41.119 € annual gross salary (according to Johanniter
AVR-J internal tariff and depending on relevant previous working experience).
Benefits: -
social security provisions (lump sum 375 € per month) (for expats not falling under social security)
international insurance package
29 days annual paid leave plus additional R&R regulations
yearly home flight (for contracts > 1 year)
Per diems (for international postings) for days in project country (currently 25 € per day)
Please note that this position is unaccompanied.
Contact and application
Applications for this position (including a cover letter, CV, reference contacts of three former supervisors as well as job certificates in case available) should be sent to: staff@johanniter.de. Please indicate
Finance, Logistics and HR Coordinator in the subject line of email and mention your earliest date of availability. Closing date for applications: 17th November 2016. Interviews are scheduled for 23rd / 24th November 2016.
Please be advised, that due to the urgency of the situation, we might start short-listing even before the end of the deadline. Only short-listed candidates will be notified.
