Finance, Logistics and HR Coordinator - Djibouti

Job Title Finance, Logistics and HR Coordinator

Organisation Johanniter-Unfall-Hilfe e.V. / Johanniter International Assistance

Organisation Description

Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Christian non-governmental organisation, dedicated to excellence in the field of first aid, ambulance service, social service programmes and other projects in the medical and social field. The Federal Headquarters are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting mostly health projects worldwide.

Job Location Djibouti-Ville, Djibouti

(with frequent travels to field locations and offices)

Closing Date Application 3rd April 2016

Estimated Date of Interviews 12th and 13th April 2016

Line Management Reporting to: Country Director Djibouti (direct supervisor)

Head of Africa Desk in Berlin headquarters (second line supervisor)

Matrix Management Receiving technical guidance from:

Head of Finance Africa, Nairobi

Head of Finance, Berlin headquarters

Working with:

team of national and expat staff

Background

Several years of drought and the rise in global food and fuel prices are the cause of a protracted humanitarian crisis in Djibouti. Small in size and bordered by Ethiopia, Eritrea, and Somalia, Djibouti is considered one of Africa’s most barren countries.

Johanniter International Assistance has been present in Djibouti since 1994, working in close collaboration with the Djiboutian Ministry of Health as well as Ministry of Feminine Promotion and Ministry of Agriculture. Johanniter International Assistance’s programme is focusing on:

• Integrated services for healthy communities: prevention of malnutrition by building awareness program to address inadequate cares for children and women as underlying causes of malnutrition through integrated intervention nutrition and WASH.
• Women’s Life in Dignity: Awareness campaigns in the rural areas of Dikhil, Tadjourah and Obock against the widespread practice of feminine genital mutilation that leads to a decrease in the practice that severely affects the health of girls and women.
• Building Resilience in Communities: work closely with affected communities to build up their resilience and restore their livelihoods, bridging the gap between emergency relief and development.
• Community Based Rehabilitation: This has been the flagship project of Johanniter Djibouti, in which an orthopaedic workshop has been build and equipped. In 2016 and 2017, technical assistance (Orthopaedic Technician’s training to national hospital staff) is provided for a smooth transfer of services.

Job Responsibilities and Accountabilities

Finance:

Accountancy:

• Assure Johanniter’s financial procedures are in compliance with government and donor financial obligatory law and regulations
• Filing documents, allocation of expenditures, vouchers registration, balance checking
• Monthly field accounts and timely preparation of financial reports for donors and headquarters (monthly closing, bank transfers, cash requests, travel claims) in compliance with donor and Johanniter procedures
• Management of bank accounts, money transfers and maintain good cash flow in compliance with guidelines of donors and Johanniter
• Supervision of payment orders and improvement of payment procedures
• Organising and coordination of internal or external audits
• Taking measures for cost controlling in consultation with the Country Director
• Report to the Country Director immediately if any irregularity (fraud, cheating, etc.) noticed
  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, Project Coordinators and HQ desk officer regularly on financial status
• Verify and support partner organisations with financial reporting
  Logistics:
• Assure compliance with Johanniter’s 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 post-delivery 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
  HR:
• Coordinate the planning, recruitment, selection, briefing/debriefing and well-being of all local staff
• Pay local staff according to national labour law and Johanniter guidelines, including timely payment of Staff Social Security, income taxed or other taxes as required by labour law.
• Supervise and train the team of logistic and finance assistants and support staff, including periodic staff appraisals, in field offices and in Djibouti-Ville
• Ensure that all staff have valid contracts and job descriptions
• Draft contractual HR engagements after consultation with a local solicitor and the Country Director
• Provide HR guidance and consultative support to the Country Director and Project managers.
• 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 local staff and up-date Johanniter National Staff Handbook in line with Djiboutian 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 local staff where applicable.
  Administration:
• Draft and follow-up any contractual engagement (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 into French
• Support Country Director in all other tasks.

Person Specification

Profession/Qualification:

University Degree in Business Administration / Accountancy or equivalent degree OR relevant work experience in similar position

Experience:

• At least 3 years of experience in accounting, financial management, logistics and HR procedures in the field of humanitarian aid / development cooperation
• Experience in working with public donors
• Ability to write reports and procedure manuals
• Working experience in Djibouti is a plus
  Skills:
• Financial Management
• Proficient user of accountancy and financial software
• Excellent reporting and computer skills
• Fluency in English and French with excellent verbal and written communication skills;
• Knowledge of German is a plus
• HR management skills
• Cultural sensitivity and team competence
• Sense of delegation and commitment to local capacity building

Terms and Conditions

Contract duration: 1 year definite contract with possible extension

Compensation: Between 38.410 € and 40.431 € 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)

• international insurance package
• 29 days annual paid leave plus additional R&R regulations
• Per diems (for international postings) for days in project country (currently 40€ 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 “Djibouti, Finance, Logistics and HR Coordinator” in the subject line of email and mention your earliest date of availability. Closing date for applications**: 3rd April 2016**. Interviews are scheduled for 12th and 13th April 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.

HOW TO APPLY:

see above