Finance Supervisor

Place: Ha Noi, Vietnam
Type of contract: Fixed Term contract
Starting date: Jan 2023
Closing date for applications:  05/08/2022

Humanity & Inclusion (HI) is seeking
FINANCE SUPERVISOR

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

CONTEXTUALISATION:

Project Information : Handicap International - Humanity & Inclusion (HI), in Vietnam is currently accepting application for Finance Supervisor against a NOFO released for an USAID-funded Inclusion IIb project. This 4-year cooperative agreement aims to improve the quality of life of persons with disabilities in Binh Dinh and Kon Tum provinces of Vietnam. The goal of the project expands the rehabilitation and social services for persons with disabilities, as well as promote the implementation of disability policies in the target provinces. The $12.5M project aims to subgrant its 80% of the budget, so one of the key functions of this position is to build the capacities of sub awardees on the sound financial management of the project.

About the position : Reporting to HR-Fin-Log Manager, The Finance Supervisor produces quality financial  information and  contributes to  the  application  and dissemination of the budget framework, local and donor rules and HI’s tools, procedures and standards in the financial field.

This position is contingent upon donor approval and funding.

Line Manager :HR-Fin-Log Manager

Duty Station : Ha Noi (with occasional travels to Binh Dinh and Kon Tum)

MISSION/RESPONSIBILITIES

Mission 1 : Management

• Embodies HI's values on a daily basis (Manager as a role model).
• Understands the strategy, makes it explicit, translates it into operational objectives for his or her team, leads the necessary changes. Gives meaning to each management action. Encourages inter and intra departmental exchanges of practice. Encourages innovation and risk-taking (Manager as coach for meaning).
• Organises the operational management of his or her team, structures the work around identified processes, steers performance and facilitates the resolution of problems (Operational manager).
• Contributes to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensures compliance with the code of conduct of institutional policies, the state of mind and the expected individual and collective behaviour (Manager 1st HR&Coach).

Mission 2 : Strategy  and steering

• Implements and monitors the actions plans for HI’s financial strategy within his or her area of responsibility.
• Updates financial information and monitors financial indicators within his or her area of responsibility.
• Monitors and reports to his or her line manager and functional manager on the financial risks of which he or she is aware and contributes towards their mitigation.
• Helps to identify financial and legal risks for HI within his or her area of responsibility.

Mission 3 : Standards  and expertise

• Deploys all of HI’s financial policies, processes and tools within his or her area of responsibility.
• Ensures that HI’s legal obligations are met and produces the required financial documents.
• Reports any changes in standards, case law or in the practices of other stakeholders in the financial field of which he/she is aware.
• Complies with the General Data Protection Regulation (GDPR).
• Implements and complies with procedure for archiving financial documents and publishes and updates financial documents in the dedicated workspaces.
• Contributes to internal control within his or her area of responsibility and applies identified corrective actions.

Mission 4 : Operational  implementation

Responsibility 1 : Contributes  to financial and budget management

• Participates in the construction and adjustment of budgets with the budget holders.
• Provides budget holders with regular budget monitoring reports and assists them in the use of tools.
• Produces and updates resource allocation tables (human, logistical, etc.) and communicates them to the departments concerned.
• Integrates budget adjustments into the budget monitoring tools and enters cost-accounting modifications into the Financial Information System (FIS).
• Contributes towards optimising the use of HI’s own funds.
• Adheres to the deadlines in HI’s financial calendar.
• Consolidate cash flow needs within his or her area of responsibility.
• Prepares responses to questions from internal and statutory auditors.

Responsibility 2 : Contributes  to the financial management of institutional funding in compliance with “donor” guidelines and contractual obligations

• Assists with the drafting of funding proposals for institutional donors; compiles multi-programme proposals when the programme is lead.
• Optimises funding schedules (coverage of office and support costs) in the drafting or revision of institutional funding proposals.
• Ensures that donor obligations are realistic and compatible with HI procedures (payment dates and methods and financial reports, methods for justifying expenditure, exchange rates, audits, etc.)
• Informs budget holders of institutional donors’ financial rules and verifies their application.
• Verifies funding expenditure monitoring and provides budget holders with donor budget monitoring reports. He or she monitors consumption rates, issues alerts in the event of a risk of non-compliance with flexibility rules and anticipates slippage by preparing contractual amendments with his or her interlocutors.
• Produces financial reports for institutional donors in conformity with donor guidelines.
• Prepares payment requests for donors and informs his or her line-manager in the event of a (possible) delay in payments.
• Enters information concerning donor contracts into the FIS: donor budgets, cost-accounting and budget modifications, schedules, reports, etc.
• Prepares responses to questions from internal and donor auditors.
• Archives the budgets and financial reports shared with institutional donors (with an internal and external version) in the dedicated storage spaces.

Responsibility 3 : Contributes  to the quality of partners’ financial information

• Produces an analysis of partners’ capacities in the financial field (e.g. budget monitoring tools) and, based on this analysis, builds a capacity-building plan for these partners.
• Checks the supporting documents provided by partners and the accuracy and conformity of their accounts before validating payment requests.
• If needed, assists partner(s) in their budget development and adjustment.
• Support the Project Manager in the regular monitoring of the partner(s) budget follow-up and in the actions to be taken in case of drift.
• Enters any cost-accounting changes & budget modifications related to partnerships into the Financial Information System (FIS).
• Helps partners to organise themselves to meet the deadlines in the financial calendar.

Mission 5 : Profession  facilitation

• Puts in place and monitors the elements of his or her profession that fall within his or her area of responsibility: dissemination, use and contribution to revisions of standards, monitoring of recommendations for the skills development of the teams, etc.
• Coordinates profession facilitation in his or her area of responsibility, fosters a team spirit and ensures the inclusion of all team members by encouraging regular contributions, especially through practice-sharing.
• Develops a pool of local talent.

Mission 6 : Emergency preparedness  and response

• Leads the emergency preparedness actions in his/her department and, in case of emergency, reorganizes the priorities of his/her team according to the humanitarian imperative, in order to ensure HI’s quick and efficient response.

PROFILE REQUIRED

Management skills

Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously

Knowing how to position oneself so things can move forward

Knowing how to simplify and prioritise

Professional skills – Finance(see profession design template)

Other professional skills - HR (see profession design template of the profession with the skill you need)

Other professional skills – Risk Management (see profession design template of the profession with the skill you need)

Other professional skills – Information System Management (see profession design template of the profession with the skill you need)

Other professional skills – Emergency (see profession design template of the profession with the skill you need)

Other professional skills – Project management (see profession design template of the profession with the skill you need)

Other professional skills – MEAL-IM (see profession design template of the profession with the skill you need)

Other professional skills – Facilities management (see profession design template of the profession with the skill you need)

Other professional skills – Humanitarian access and security (see profession design template of the profession with the skill you need)

Cross-sector skills (see Cross-sector skills base)

Language skills (see Cross-sector skills base)

Specific qualifications required

Qualification: 2 years of study in the financial field

Experience: 1 year of experience working in the financial field

CONDITIONS OF THE POSITION:

• Type of contract: Fixed term contract of 48 months/ starting from Jan 2023
• Wage: According to profile and experience
• 24 hours insurance for employee and dependents
• 40 hours a week with 2,5 days annual leave /month

TO APPLY: Only online by joining a CV and cover letter via the following email: [email protected]. Only short-listed candidates will be notified.

Humanity & Inclusion (HI) is an equal opportunity employer. Women and people living with disabilities are strongly encouraged to apply. HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do. For further information about the association: http://www.handicap-international.fr/