Under the supervision of the Deputy Team Leader, the Administration and Finance Manager is responsible for following tasks:

·       Plan and coordinate operational (administrative, financial, human resources) procedures and systems and devise ways to streamline processes

·       Provide advice and insights on compliance, financial, HR and administrative matters

·       Assisting whenever needed the Deputy Team Leader

·       Coordinate and organise the work of the admin/fin team

·       Line manages of the admin/fin team reviewing its work, providing continued and regular advice, guidance, constructive feedback, and supporting professional development

·       Financially

o   Ensure all financial transactions are in line and compliant with the EF financial and administrative guidelines

o   Design and implement financial control mechanisms

o   Establish effective accounting and bookkeeping systems and procedures, and oversee accounting services

o   Monitor costs, expenditures and burn rate of both EF and its implementing partner to ensure timely and reasonable budget management, and to assist in budget planning and forecasting,

o   Establish and implement internal controls, and administrative systems, procedures to ensure that the VET4JOB financial management is in line with approved strategic plans and budgetary allocations

o   Manage the project’s bank account and monitor reconciliations, transactions including wire transfers, credit cards, and keeping track of signing authorities

o   Provide advice and guidance to the implementing partners with regards to EF financial procedures and budget management mechanisms

o   Support and contribute to budget revision processes

o   Prepare and review financial reports in line with the reporting requirements

o   Oversee the reception of timely and complete financial reports from implementing partners

o   Undertake quarterly review of documentation from implementing partners and provide financial support and training for partners as required

o   Prepare documents and schedules for annual audits, and liaise with auditors as needed

·       Human Resources

o   Oversee administration of human resources (national and local staff), including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, purchasing and maintaining adequate health and other insurance policies, etc.

o   Review and verify invoices and HR documents from the wage portage company

o   Contribute to designing policies that promote a healthy work environment

o   Review and verify compensation and benefits plans developed by wage portal company

o   Support managers in discussions related to employees’ career development and identification of capacity-building needs and relevant training programs, as required

o   Monitor HR metrics (e.g. turnover rates and cost-per-hire)

·       Administratively

o   Responsible for all matters related to the operations and administration of the office

o   Manage office lease to make sure it is current and that amendments are processed as required

o   Maintains office files

o   Ensure the smooth and adequate flow of information within the team to facilitate operations

o   Monitor inventory of office supplies and coordinate with the Procurement and Logistics Manager the purchasing of new materials with attention to budgetary constraints

o   Oversee facilities services and maintenance activities

o   Organize and supervise other office activities (recycling, renovations, event planning etc.)

·       Carry out any other tasks as required and assigned by the Deputy Team Leader