Humanité & Inclusion recrute un(e) Responsable des services d’appui en Moldavie.

Humanité & Inclusion recrute un(e) Responsable des services d’appui en Moldavie.

YOUR MISSION:

Ensures the mission’s accountancy and cash flow management:

• Manage the monthly accountancy closure process,
• Carry out the necessary accounting controls (validity of vouchers, quality of the accounting transactions, etc.),
• Carry out physical checks of safes and cashboxes and ensure control rules are being applied,
• Supervise draw up cash-flow forecasts and ensure the optimal management of cash flow.

Carry out the management of budget and donor funding contracts:

• Ensure realistic budgeting, proper codification of expenses and good budget steering,
• Ensure the respect of Financial Calendar as defined each year in line with HQ deadlines and regional internal financial monitoring process,
• Analyze budget follow-up on monthly basis and ensure necessary feedback is given to budget managers,
• Alert, when necessary, but early enough on financial risks in the mission,
• Realize & analyze the donor budget monitoring,
• Anticipate and prepare cost or no-cost extension of donor contracts or budget amendments,
• Ensure proper follow-up of donor deadlines as per funding database and draw up the financial reports.

Ensure smooth running of mission’s logistics:

• Update and apply logistics procedures (purchase, stock, transport, equipment, vehicle fleets, power supply and telecommunications), in compliance with the legal framework and donor regulations,
• Set up monitoring tables to improve regular data follow up,
• Train teams on logistics procedures,
• Supervise supply chain management,
• Supervise the management and use of the vehicle fleet,
• Supervise stock and equipment management (set up and monitor the Equipment Monitoring Charts (EMC)),
• Supervise the management of general services (expatriate staff accommodation, offices and storage facilities).

Ensure the implementation of the mission’s HR processes (recruitment, remuneration, social and healthcare coverage, evaluation, training) and compliance with local legal framework:

• Ensure high quality and transparent recruitment processes are in place within the mission,
• Ensure adequate induction is provided for new staff based on relevant HI policies and guidelines,
• Manage the remuneration system and employment policies at mission level in coordination with the HQ,
• Ensure performance appraisal system is in place, and is completed, monitored and evaluated across the mission. Assist managers and staff in understanding and using HI’s appraisal tool,
• Ensure the formalities required by government bodies are completed in time, ensure pro-active follow up of legal matters and inform management accordingly.

Guarantee international and national personnel administration at mission level:

• Define and ensure the application of internal regulations and national personnel employment terms and conditions at mission level and monitor the application of general and specific terms and conditions for expatriates,
• Ensure proper calculation and remittance of mission’s monthly payrolls,
• Ensure appropriate filling of all HI staff information in the mission: personal data, contractual documents (Job description, signed TCE and IR, IAP, contracts, disciplinary actions, appraisals…),
• Be directly responsible for the administrative follow up of all expatriates staff in the mission and registration with local authorities. Supervise the day to day management of international staff and transmit the information to the head office,
• Check that variable data for expatriate advances has been sent on time to head office and information is updated,
• Manage national personnel disciplinary procedures and support managers in these procedures with support of the head office.

Manage support services team:

• Supervise and lead the mission administrative team, set objectives and assess direct reports,
• Set up communication and coordination mechanisms for your team,
• Manage contractual monitoring (leave, end of trial periods, etc.) of the staff you line-manage,
• Oversee the team’s career development: define training needs and provide guidance on professional development.