He/she ensures the correct administrative/financial management and the sustainability of the Country Coordination,and Area Coordinations if available, by preparing the coordination budget and by controlling the projects’ budgets preparation. He/she controls all final balances and monitors the correct predisposition of all financial reports, in compliance with COOPI and the donors’ procedures. He/she guarantees the information correctness and completeness to the headquarters. He/She will be in charge for the implementation and monitoring of administrative activities of the on going projects in Malawi, Madagascar and regional Projects
RESPONSIBILITIES
Planning and Coordination budget control: He/she prepares, in cooperation with the Head of Mission, and regularly verifies the trend of the general coordination and any area coordination’s budget. He/she monitors the sustainability of all coordinations and field offices under the country coordination responsibility and verifies the correct distribution/distribution of fixed costs to the projects; he/she monitors the coordination and projects’ non-deductible costs. Budget preparation and projects’ economic-financial control: He/she supervises the new project’s budgets in conformity with the programming and the Country Coordination/Milan’s Headquarters sustainability; in cooperation with the Project Managers, Area Administrators and the Head of Mission, he/she regularly identifies the economic and financial engagements, which are necessary to carry out the project activities. Goods management: he/she verifies the sustainability and correct management of all goods owned by COOPI, in collaboration with the country’s logistic function (“CAMELOT” and inventories). He/she verifies the correct application of the organization’s procedures in relation to purchases and goods management. Financial management: He/she supervises and controls the cash management (safes and bank accounts) and the cash flow to the projects according to the requests; He/she manages and supervises all funding by donors to the projects (anticipations and tranches reception), updating the information for transmission to the central Headquarters; In agreement with the Head of Mission he/she guarantees the correct timing of tranches reception; In agreement with the central headquarters’ Administrative Desk, he/she proposes the priorities for the financial reports submission schedule to the Head of Mission. He/she ensures the correct management and the general coordination/field offices/area coordination cash control and related costs; He/she has the right to signature on all the organization’s bank accounts. Projects’ economic-financial monitoring: In collaboration with the Project Managers and/or Administrative Coordinators and Head of Mission/Area Coordinators, he/she regularly checks the economic-financial performance of projects: final balance, expenditure excess, expenditure projections, and financial forecast . Financial reporting and audit: He/she finalizes and controls all intermediate and final financial reports to be transmitted to the donors, before transmitting them to the central headquarters; He/she is responsible for the correct financial reporting and he/she ensures the correct filing of all projects’ data; he/she is responsible for the preparation and carry out of audits conducted in the country, and for the transmission to the central headquarters of all project documents to be audited in Italy; he/she is responsible for the preparation of annual audits, if expected; He/she guarantees the correct functioning of the field offices, coordinations and areas, also by going on verification missions on field. He/She will organize regular internal audits. Local staff management and local and expatriate staff administration: He/she manages and supervises the administrators/local accountants who work in the Coordination; He/she ensures the training for the Field office/Area Administrators under the Country Coordination responsibility, and for all the expatriate staff involved in the administrative process (ex. Logisticians, Project Managers, Area Coordinators); He/she regularly monitors the work done (remotely or through missions on field); He/she supports the Head of Mission in the elaboration of local staff management standards (local staff regulation) and guarantees the correct management of all documents related to staff management. Procedures: He/she provides technical support to the Project Managers and to the Project Administrators/Administrative Coordinator and controls the correct application and up-dating of COOPI and the donor’s administrative procedures. Data elaboration and transmission: He/she regularly produces and transmits information and data requested by the Milan’s Headquarters, according to the planned schedule.
Administrative documents filing: He/she ensures the correct filing of the country’s administrative documents (central and peripherical level), in compliance with the organization’s procedures. Institutional relations: in cooperation with the Head of Mission, he/she manages all relations and related bureaucratic practices, with public administrative agencies in the country (work inspectorate, taxes general directorate, banks etc.) and with the administrative-financial offices of the donors’ decentralized delegations Training of staff: He/She will organize and manage training of administrative and logistic COOPI staff in the region
Comments on this position: The Administrative Coordinator replaces the coordinator in case he/she was not available. In countries where no Administrative Coordinator is available, the Head of Mission will guarantee the main coordination administrative functions. Location: 60% of the time in Salima 40% of the time in Lilongwe, with frequents travel in the operational offices (Kasungu and Likoma) Accomodation: guest house provided in Salima
No comments: