COOPI is looking for a Country Administrator for Somalia

Role purpose and definition

Under the supervision of the Head of Mission Somalia Kenya, The Country Administrator (CA) will direct and coordinate all administrative, accounting and financial services associated with the Somali and Kenya Coordination Office. Also, s/he will:

• be responsible for the country’s financial balance
• take part in defining COOPI’s human resources policy and ensure that it is followed
• monitor adherence to COOPI’s administrative procedures and donor procedures as well as to the laws of the country in which intervention is taking place
• be the point of reference for the country, and the link between headquarters and the Country Coordination Office for all administrative matters.

ORG CHART POSITION (reporting and functional relationships)
Line manager: Head of Mission Somalia Kenya
Line report(s): Program Administrators, Regional Admin Assistant, Logistics Officer, HR Officer etc.
Functional report(s): Regional Administrator, Grant Manager, Program Coordinator

Main responsibilities and tasks

FINANCIAL, ACCOUNTING AND BUDGETARY MANAGEMENT
✓ Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
✓ Consolidate the mission’s monthly closing accounts
✓ Verify the accounts before they are sent to headquarters
✓ Prepare, monitor, and revise the mission’s financial programming
✓ Complete the consolidation of monthly budget follow up (preppy) and ensure that the country office remains financially stable
✓ Connect budgetary consumption with activity progress and Propose changes if necessary
✓ Monitor the mission’s operating costs
✓ Train the mission’s senior staff in how to use the budget follow up tools
✓ Prepare and assist with possible audits or inspections of projects expenditures
✓ Review and consolidate the financial sections of proposals
✓ Integrate the new donor contracts into the financial management of a mission’s projects, adhering to COOPI’s procedures
✓ He/She supervises and controls all bank operations in the country (Country Coordination and with the Milan’s headquarters
✓ He/She manages and supervises the financial movements and the funds coming from donors to the projects under the Country Coordination responsibility (anticipations and tranches reception);
✓ He/She manages and controls the Country Coordination cash safe and its expenses
✓ He/She is responsible for preparing and carrying out audits conducted at Country office

CASH MANAGEMENT
✓ Manage the cash flow between headquarters and the mission and ensure that field bases receive funds timely.
✓ Ensure that the cash box and coffers are well kept and that funds are secure at all bases
✓ Compile and monitor all fund requests and forward them to headquarters
✓ Monitor enforcement of cash payment rules and accurately record transactions in the internal dedicated software.
✓ Centralize the country office accountancy within the internal dedicated software

ADMINISTRATIVE MANAGEMENT OF THE COUNTRY OFFICE
✓ Supervise documents filing, as well as ensuring the security of administrative documents
✓ Supervise the mailing of administrative archives to headquarters after internal inspection or to donors whenever needed.
✓ She manages and supervises the administrators/accountants of the Regional Coordination; in coordination with the central headquarters he/she trains the country Administrators (initial and tailor-made training).
✓ He/She provides technical support on a correct application of the COOPI and donors’ administrative procedures to the Project Managers of all projects directly managed by the Regional Coordination office, and to the program Administrators.
✓ Select and contract a lawyer who will examine legal issues and limit any legal risks

TEAM MANAGEMENT
✓ Work with administrators to define administrative personnel needs for the mission and recruit according to allocated resources and to COOPI’s operational strategy
✓ Coordinate, plan and supervise the activities of the administrative team
✓ Train and appraise the administrative team
✓ Lead administrative team meetings

REPORTING/COMMUNICATION
✓ Ensure regular financial and administrative reporting to headquarters, on a schedule defined in the administrative calendar
✓ He/She reviews all intermediate and final financial reports to be transmitted to the donors for all different countries, before transmitting them to Milan;
✓ Establish and maintain relationships with the administrative authorities at a national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms
✓ Act as a link between headquarters and the field for all matters relating to administration
✓ Reply to HQ requests regarding specific needs
✓ Reply to HoM requests regarding specific needs

Profile requirements

✓ Master’s degree in Finance/Accounting and other related fields,
✓ Minimum 8 years’ experience in administration management ideally within an international non-governmental organization (INGO);
Experience & Requirements
✓ Experience with administrative management of institutional donor’s projects (i.e., ECHO, EU, SHF, UNICEF, UNHCR, USAID, DANIDA, DFID, etc.);
✓ Demonstrable financial and budget management experience, including the ability to train and mentor staff on project financial and logistics management;
✓ Knowledge of procedures, accountability frameworks and best practices in emergency management;
✓ Knowledge and experience of logistic planning and management and procurement procedures;
✓ Experience in Human resource and personnel development; Budgeting, financial planning; Office administration and management
✓ Ability and willingness to travel regularly in the field especially in Somalia
✓ Proven team working skills, adaptability and flexibility;
✓ Proven ability to work under stress and with tight deadline;
✓ Strong communication skills;
✓ Excellent written and spoken English;
✓ Excellent IT skills.
✓ Experience in managing development and emergency programs at field-level; ✓ Previous working experience in emergency contest;