G5 Sahel Joint Force: Finance & Administration Officer

Bamako, Mali · Full-time · Officer

About The Position

ORGANIZATION DESCRIPTION: Center for Civilians in Conflict is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. Our mission is to work with armed actors and civilians in conflict to develop and implement solutions to prevent, mitigate, and respond civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org

The Finance and Administration Officer is responsible for finance operations and human resource management of CIVIC’s Mali-based program including with the G5 Sahel Joint Force. CIVIC’s program focuses on supporting the G5 Sahel Joint Force’s (G5S-JF) efforts to implement the human rights compliance framework (HRCF). The HRCF includes mechanisms for civilian casualty and incident tracking, screening, training, rules/regulations/standard operating procedures, planning and operations that take into account human rights and international humanitarian law, after action reviews (AAR), and accountability measures.

This position will require a talented candidate with a strong background in supporting field operations – including financial management, HR and Administration. The candidate will be responsible for financial accountability and management, human resources and benefits, record-keeping and contracting, and administrative office management. This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects. This is a local position and benefits will be in line with Malian law.

Location:               Bamako, Mali, with travel to Niamey, Niger (and potential for periodic travel to Burkina Faso, Chad and Mauritania as well as travel to more remote locations in the Sahel)

Travel:                  Up to 25% required (domestic and international)[

Reports To:           Regional Field Director (RFD)

Key Functions

Financial Management and Accountability

·      Prepare, process and record monthly payroll and field expenses;

·      Receive, approve, and, when necessary, investigate invoices and process accounts payable;

·      Coordinate and process all staff reimbursements;

·      Communicate (both in verbal and written form) with Headquarters, vendors and banking contacts;

·      Keep track of CIVIC assets (technology, equipment etc.);

·      Prepare appropriate financial schedules and reports as requested by Headquarters;

·      Responsible for full financial management of field office budget

·      Responsible for full financial donor reporting

·      Understands all line items as required by the donor

·      Maintains up-to-date budget tracking including actuals and projections for the full life of the project

·      Coordinates with RFD and technical staff to develop work plan budgets and uses this as basis for budget projections

·      Contributes to building new budgets, realignments and amendments by providing field office costs: activities, staffing, and other direct costs.

·      Updates RFD with financial data and information in a timely manner so that s/he is able to make sound financial decisions

·      Handle monthly field advances and reconciliation;

·      Prepare and submit any necessary specific tax forms and payments;

·      Perform other duties as assigned from time to time by Headquarters.

Human Resources

·      Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;

o Manages the full cycle process of recruitment, hiring, on-boarding and orientation for all project staff.

o Collaborates with RFD to understand staffing needs for efficient projects

·      Serve as in-house benefits administrator including processing monthly benefits and serving as point person for all staff inquiries;

·      Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);

·      Liaise with Washington, DC Headquarters to ensure close communication and consistency of processes under supervision of RFD to identify HR needs and requirements;

·      Prepare contracts and additional paperwork for consultants;

·      Monitor consultancies to ensure prompt payment of fees.

·      Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;

o Manages the full cycle process of recruitment, hiring, on-boarding and orientation for all project staff.

o Collaborates with RFD to understand staffing needs for efficient projects

·      Serve as in-house benefits administrator including processing monthly benefits and serving as point person for all staff inquiries;

·      Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);

·      Liaise with Washington, DC Headquarters to ensure close communication and consistency of processes under supervision of RFD to identify HR needs and requirements;

·      Prepare contracts and additional paperwork for consultants;

·      Monitor consultancies to ensure prompt payment of fees.

Office Setup

·      Ensure appropriate registration and legal compliance for CIVIC’s in-country office/program.

·      Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement;

·      Serve as overall first point of contact for staff with administrative issues.

Requirements

·      Bachelor’s degree and 4-6 years of Finance management, bookkeeping experience, including accounts payable, accounts receivable, human resources, payroll, general ledger, and financial reports.

·      Proven experience managing program/project finances as well as donor budgets.

·      Proven experience overseeing human resources for non-profits.

·      Significant experience working for non-profits, ideally in the Sahel.

·      Experience in conflict/post-conflict and/or high-risk environments, including the Sahel.

·      Ability to establish and maintain cooperative working relationships with all levels of staff in a multicultural environment and to maintain a calm, reassuring, and objective attitude in all situations.

·      Exceptional communication skills for explaining complex policies, protocols, and procedures to senior management, employees, and consultants.

·      Highest levels of integrity when dealing with human resources and financial accountability.

·      Ability to work within strict time, budget, and project deliverable constraints.

·      Demonstrated ability to write in a clear, concise, well-organized manner.

·      Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills.

·      Ability to handle multiple tasks requiring a high degree of attention to detail with changing levels of priority.

·      Ability to relate and maintain calm in high-stress situations and ability to respond to emergencies.

·      Excellent Microsoft Office skills, as well as knowledge of travel-tracking platforms like ISOS or iJET, communication technologies like WhatsApp, Twitter, Skype, and sat-phones.

·      Fluency in English and French, written and oral.

Apply for this position