Finance and Administration – Angola
The MENTOR Initiative (MENTOR) is working in partnership with the government of Angola, through a Memorandum of Understanding with the Ministry of Health, supporting the implementation of the Neglected Tropical Diseases, Malaria Public Sector and Malaria Private Sector programmes.
The MENTOR Initiative is working in 6 provinces, but operating from own bases in the provinces Huambo (Huambo), Zaire (M’Banza Congo), Uige (Uige), Bie (Kuito) and a residential base in the capital Luanda.
The Finance and Administration Manager will lead the MENTOR Initiative Angola mission in achieving administrative, financial, logistics and HR related programme objectives in a timely manner. They will support the Country Director (CD) with the strategic development of grants, related responses to identified needs on the ground and donor funding opportunities. The consultant will establish the organisation’s standardised financial, administrative, logistics and human resource systems and processes, ensuring the implementation of these at all levels of the organisation’s country programme.
A large part of the organisation’s role in Angola is in the area of national staff capacity building and this applies to the Administration role as much as to medical and education positions.
Place of Service: Huambo, with frequent trips to field bases (Mbanza Congo, Uige)
Reporting to: Country Director in Angola
Responsible for line management of: All finance, administration and logistics staff in the MENTOR Angola program.
Responsibilities and tasks
The main responsibilities of this post include the following:
- Financial Coordination
Systems and Accounting
- Ensure good quality finance and administration systems, as per the standard MENTOR guidelines, are functioning and maintained in the programme.
- Provide ongoing supervision and support to all finance and administration officers in the country, travelling to the other provinces with a MENTOR base when necessary.
- Conduct capacity building of relevant MENTOR Angola staff to ensure that all are trained in and understand existing and new systems and procedures to be implemented.
- Supervise and provide in depth training on finance and administration procedures to all concerned staff members.
- Supervise the use and understanding of the accountancy software by the relevant staff (local and international) in each base.
- Ensure that all members of the wider MENTOR team are trained in and respect the Finance and Administration procedures in relation to their respective roles.
- Ensure regular internal audits to confirm compliance with internal procedures and to monitor and evaluate performance against the systems and processes in place.
- Ensure correct account management for all grants in accordance with the grant agreement(s)
- In coordination with the Country Director and Grants Manager, ensure correct execution of all programme budgets.
- Support the Country Director with ensuring compliance to all grant agreements for financial reporting and procurement. This includes field level compliance to all legal aspects of the grant agreement
- Prepare a 3 month forecast of expenditure against project budget(s) using the MENTOR excel budget tracker (BT). These BT will be updated each month to provide a clear picture of anticipated expenditure for the upcoming month.
- On the basis of internal cash available and planned expenditure, send monthly Requests for Cash Advance (RCA) to the MENTOR Initiative Grants Management Team at HQ.
- Responsible for organising salary / fee payments to all local team members including daily workers as required.
- Responsible for distributing ICLA and security cash (when required) to international team members, as well as reimbursement of approved expenses.
- Maintain all MENTOR bank accounts in the programme country.
- Send all hardcopy receipts and other expenditure-related paperwork, including bank statements and payroll, to the MENTOR Initiative Grants Management Team at HQ level.
- Responsible for the design, management and renewal of all contractual agreements made on behalf of MENTOR (including MOU’s, rental agreements for the MENTOR Initiative guesthouse(s), office(s), and vehicles, etc.).
- When necessary, follow-up on the MENTOR Initiative’s registration in country with the relevant government authority and other local actors. Ensure official registration related reporting requirements are met.
- Ensure an up-to-date Parameter Schedule is in place at all times; that it is available and known and adhered to by all staff.
- Ensure major MENTOR assets (vehicles) are properly insured. Ensure other insurance in line with legal in-country requirements, are in place.
- Work alongside the CD with any other administrative tasks as required.
- Human Resources
- Responsible for all administrative aspects of local staff recruitment. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc.
- Ensure that standard salary scale and per diem polices are in place and updated regularly upon validation from MENTOR Grants Management Team.
- Ensure compliance with all local government taxation and labour regulations concerning employment contracts, including relevant insurance policies.
- Maintain complete and well organized HR records.
- In collaboration with the CD, oversee the adherence of national staff to The MENTOR Initiative employment contracts, code of conduct, sexual harassment policies and internal rules.
- In collaboration with the CD and other line managers, ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.
- Lead and manage the process of obtaining entry visas and working permits for all international visitors and consultants.
- Logistics/ Operational Management
- Oversee the work of the Logistics coordinator in terms of harmonizing local procurement, asset management (including vehicles) and other related logistical procedures to ensure they are in line with MENTOR requirements and link with reinforced administrative and financial procedures.
- Advise the relevant team members of MENTOR’s procurement process and ensure that it is followed, fully documented and reported for all procurement.
- Support the Logistics Coordinator in the identification of preferred vendors and in the management of vendor relations.
- Advise the logistics team on correct donor specific procedures for procurement, import & export and asset management.
- Ensure proper asset, inventory and stock registers are maintained. A copy of the updated asset register should be sent to the HQ Grants Manager every month in line with MENTOR procedures.
- Support the CD and Logistics Coordinator in security management, when requested.
- Programme Support
- Assist the program team in ensuring that the donors’ procedures are respected during the execution of the activities.
- Train project coordinators in preparation of annual, quarterly and monthly budget plans and ensure these are submitted in a timely fashion.
- Work together with the CD in the creation of viable new proposals and budgets.
- Assist the CD with writing of Memorandums of Understanding (MOU).
- When required, represent the MENTOR Initiative in external coordination meetings e.g. Administration and Human Resource cluster, NGO forum, or when requested by the CD.
- At the request of the CD, provide finance/admin and/or human resources support during field or assessment missions.
- Participate in regular general team meetings.
- Provide input to MENTOR bi-weekly reports (sitreps). This should include identification of areas of weakness and strengths and recommendation for improvement in implementation and performance of the related tasks.
- Assist the CD with field related information for external reports and/or donor proposals.
- Provide the HQ grants manager with budget reporting to donors, ensuring these are prepared and submitted in a timely manner, as per the grant agreements.
- Attend finance & HR coordination meetings with other NGOs, if appropriate.
- The Consultant will be required to submit a final report detailing the overall accomplishments, challenges and analysis of the ways in which the organisation may best achieve ongoing objectives in relation to the programme.
- From time to time and as requested work with MENTOR Initiative Grants Management Team to share best practice across the organization.
- Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement (by mutual agreement).
- Any other duties as may be assigned by the HQ management team.
Qualifications and Experience
- A strong and demonstrable financial or accountancy background, with experience of managing complex budgets of multiple projects with tight timelines.
- At least 3 years’ experience working in senior roles within international development, and/or in emergency response.
- Experience of all aspects of financial management and administration.
- Fluency in verbal and written English.
- Fluency in oral and spoken Portuguese.
- Excellent verbal and written communication skills.
- Ability to work with minimal supervision, whilst maintaining good communication with HQ.
- Experience of planning and management of complex budgets.
- Adaptable, flexible and responsive to change.
- Actively non-discriminatory, able to work with people from a range of backgrounds and abilities and get the best out of them.