Preliminary Job Information

• Job Title: Finance Manager
• Duty Station:  Mokha – Yemen 
• Reports hierarchically to:  Field Coordinator
• Contract Duration:  6 Months (renewable) 
• Announcement Date: 06-Aug-2024 
• Deadline for Applications: 17-Aug-2024
• Contract Start Date:  ASAP

General Information about the Mission

PU-AMI’s Context & Strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported project to better target and prioritize actions, stabilize, and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs worldwide around 190 projects a year, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 21 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad at Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Job Description

Overall Objective

Under the direct and functional supervision of the Field Coordinator and Finance Coordinator, the finance manager is responsible for the sound financial, accounting, and budgetary management of the Mokha base in compliance with PUI and donor procedures. 
S/he works under the hierarchical supervision of the Field Coordinator.

Tasks and Responsibilities

• Accounting management: S/he ensures the good follow up on the daily, monthly, and yearly accounting activities with the related procedures.
• Cash Management: S/he ensures the cash availability and management regularly according to the PU-AMI cash procedure and SOPs.
• Financial, budgetary, management: S/he supervises the financial follow up and budgetary management on the base and ensures compliance with the related procedures.
• Coordination: Reporting and Representation:  S/he ensures the financial activities are coordinated well with other departments in Mokha, and coordination office, and follows the reporting deadlines as well as represent all financial and accounting matters and reports to the coordination office according to PU-AMI financial and accounting procedures.
• Team and department Management: S/he oversees the financial team and department of her/his base.

Specific objectives and linked activities

1.    ENSURE SOUND FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT OF THE BASE

• S/he ensures that the accounts are entered according to internal rules and communicated to the Financial Coordinator according to the schedule established, after validation of the Field Coordinator.
• S/he is the guarantor of the account keeping and ensures that the balances of cash and bank accounts are always absolutely justified by the appropriate accounting documents.
• S/he ensures the proper maintenance and archiving of accounting (accounting documents, bank reconciliation, physical inventories, bank statements, etc.).
• S/he prepares the Finance documents to be submitted to the Financial Coordinator for an audit.
• With the Finance Coordinator and the Field Coordinator, s/he monitors the cash flow of the base, supervises payments and is the bank’s contact for the base
• S/he ensures compliance with the expenditure initiation procedure and participates in the validation of purchase files.
• Together with the Financial Coordinator and the field coordinator, s/he ensures that an internal control system is in place on her/his base.
• S/he participates in the drafting of donor financial reports with the support of the Finance Coordinator.
• S/he develops project budgets as part of operations proposals (inc. budget narrative) in accordance with the procedures of each donor and in coordination with the base team.
• S/he supports the Base Project Managers in updating their operational monitoring tools.
• S/he co-leads the collective analysis (technical, administrative and logistical) of budget monitoring, detects variances and proposes adjustments to the field coordinator and the Financial Coordinator.
• S/he is responsible for cost optimization, s/he uses budgets monitoring tools and the cost allocation table for this purpose.

2.    ENSURE ACCOUNTANCY PROCEDURES ARE FOLLOWED AS PER PUI-AMI 

• S/he is the focal point for the accountancy of all the project in the Mokha base.
• S/he double-checks cash inventories, bank reconciliations and closure of advances monthly.
• S/he checks that all expenditures are properly allocated as per donors’ budgets and requirements.
• S/he checks that all expenditures justifications are in line with PU-AMI, donors’ rules, and Yemen Law.
• S/he prepares on time the monthly accountancy (soft and hard files) is responsible of its quality before sharing it with coordination office.
• S/he prepares the monthly Tax report monthly and share it on timely manner with Coordination Office
• S/he ensures that the weekly cash balance and updated cash books are shared with coordination.
• S/he is the focal point for the providing the required document to coordination for all internal and external audits.

3.    BASE CASH MANAGEMENT 

• S/he ensures good relationship with the bank and supervises cash withdrawals, transfers, or any other formalities regarding bank accounts.
• S/he ensures the security of the cash according to the cash security procedures.
• He is responsible of the Mokha Cashbox and proceed to the payments according to the rules.
• S/he prepares on a Weekly/monthly basis the cash forecast with the all the expenses to be done and share it on a timely manner with the coordination office his consolidation.
• S/he will be the main focal point bank for all banking related issues.

4.    FINANCIAL AND BUDGETARY FOLLOW-UP 

• S/he attends to the financial follow-up meeting monthly and provides financial input to the Finance Coordinator.
• S/he ensures the FFU is updated on monthly bases and shared with coordination. 
• S/he will oversee following at Mokha level the smooth implementation of the activities according to the plan decided during the FFU meeting.
• S/he provides guidance and analysis regarding eligible expenses and budget allocations to Project Manager/ field team.
• S/he checks financial codes in all order forms according to each project budget.
• S/he plans all project expenses in monthly bases with the Logistic and Program teams. 
• S/he supports the finance team in coordination on the budget development.

5.    COORDINATION, REPORTING AND REPRESENTATION

• S/he ensures the financial activities are coordinated well and procedures are clear to all budget line holders.
• S/he ensures the financial activities and problems are communicated and understood well according to the PU-AMI procedures and policies.
• S/he ensures the smooth coordination with coordination office for all financial related issues.
• S/he follows the reporting deadlines based on the agreed finance department calendar.
• S/he represent all financial and accounting matters and reports to the coordination office according to PU-AMI financial and accounting procedures.

6.    TEAM MANAGEMENT

• S/he oversees the financial team of Mokha and provide functional support.
• S/he provides capacity building to the team under his supervision.
• S/he oversees the departmental needs and necessary procurement.
• S/he participates in the base level coordination and other financial related meetings. 
• Any other tasks assigned by his/her supervisor.

GENERAL ORGANIZATION OF THE WORK

HIERARCHICAL LINK:

• Direct Management By: Field coordinator
• Directly Reports To: By: Field coordinator
• Indirectly Report To: Field coordinator
• Functional Links:  Finance Coordination office.

Team Management:

• Finance Officer
• Finance Assistant
• Details about supervisory role will be communicated during interviews.

REQUIRED SKILLS AND EXPERTISE         

Mandatory Requirements: 

• Education Background: Bachelor’s degree business administration, other professional Diploma trainings in finance will be an added advantage. 
• Language Skills: English Language skills for effective communication with foreign nationals is required, excellent expertise in oral and written Arabic language is an obligation. 
• Working Experience: Minimum of 2 years of work history or experience with INGOs and above in Southern Yemen.
• Computer Skills: Microsoft Office Pack is required, any other expertise in IT related trainings such as the use of Saga is an added advantage. 

Others Expertise: 

• Team Management Skills with strong team spirit & conflict mitigation & resolution experience.  
• Sound knowledge about administration specifically in budget monitoring and management with standard compliance regulations. 
• Knowledge about donor’s procedures (ECHO, CDC, BHA, UN Agencies, and others). 
• Ability to work independently with limited supervision and under pressure. 
• Self-started, proactive in making new initiatives with high sense of responsibility with an expertise of risk analysis and mitigation.
• Capacity to quickly adopt to organizational culture with rigor and ability to meet deadlines. 

SALARY AND BENEFIT PCAKAGE 

Salary: 

• This is a Junior Manager Level Position in the Mission with a very competitive salary package that falls within Level-10 of PU-AMI Salary Scale. It is a Senior Manager position at Mokha Field Base. 
• Further negotiation on salary adjustment is possible based on the skills and competencies that will be exhibited by a wining candidate. 

Benefits: 

• Medical Insurance coverage for employee with two dependents 
• Additional allowances available in line with Government of Yemen Labor Law and PU-AMI Internal Regulations. Accommodation (exceptional) allowance will be available if candidate is a resident out of Mokha City.   
• Details about benefits will be communicated during interview of candidates.