Trócaire Finance & Admin Manager, South Sudan

Description of the unit / department: Trócaire is one of Ireland’s leading agencies working for global justice and promoting human development. The International Division is responsible for Trócaire’s development and humanitarian work worldwide. Background to the Role: The purpose of the country unit in Trócaire’s structure is to deliver results for poor people, achieving change through development, humanitarian and advocacy work which empowers poor and marginalised people to take increased control over decisions that affect their lives and to improve the quality of their lives. The country is also responsible for contributing to the achievement of Trócaire’s overarching goals in relation to international advocacy, campaigns, communications, fundraising and marketing.

The Finance & Admin Manager (FAM) role is new, responding to a strategic decision to deepen Trócaire’s investment in management of financial, HR and administrative systems of the highest quality at country level. While the Country Director is ultimately responsible for all of Trócaire’s work in the country, the FAM has responsibility for all aspects of Trócaire’s finance, HR and administration. Reporting to: Country Director (CD) Managing: (Individuals/Team)
Contract Type: Fixed term Contract Duration: 2 years Grade and Scale: Programme Manager Location of Position Wau, South Sudan
Purpose of the Role Working closely with the CD and the relevant Maynooth based contacts , the FAM will lead and be responsible for the establishment and day to day management of administration, finance, logistics and HR systems, policies and processes within the new country office in Wau. The FAM will lead and advise the CD on all aspects of statutory compliance.
Key Duties & Responsibilities Finance • Oversee the establishment of the finance system in the country office, under the supervision of the CD, and relevant finance managers; • Manage the Finance Officer and ensure adherence to Trócaire finance policies and procedures; • Oversee the establish systems and infrastructure necessary to move management of Trócaire South Sudan bank accounts in-country. • Oversee/establish in-country cash management system; • In collaboration with CD, monitor all aspects of financial management, including the preparation of budgets to Trócaire head office/regional office, ensuring adherence to approved budgets and developing financial reports.

Administration • Develop, implement and manage all administration policies, procedures and systems in the new country office; • Train and manage the newly appointed South Sudan Office finance and admin staff; • Induct and brief all staff on administrative policies and procedures and build a culture of accountability and stewardship within the Country Programme; • Ensure accurate and adequate documentation of work conducted by administration staff. • Supervise the set-up and maintenance of adequate programme and administration filing systems; • Ensure thorough analysis of admin related invoices and prompt payment; • Ensure Trócaire is updated on a regular basis on all statutory and legal issues which do or could affect the organisation; • Manage the completion of the NGO registration process and any other required statutory registration and licensing.

Logistics & Security • Oversee ongoing office set-up including all procurement, facilities and contract management; • Oversee the ongoing establishment of clearly documented South Sudan Procurement and Logistics policies and procedures, in liaison with Regional Logistics Coordinator; • Supervise all logistics and procurement activities with the Country programme and ensure adherence to best practice; • Ensure effective asset management and recording is carried out. • Manage all aspects of transport including flights and vehicles; • Monitor security situation in operational area and advise CD on potential risks or threats and appropriate mitigating measures; • In collaboration with CD, review vehicle and security management procedures and monitor correction implementation and adherence to same.

Human Resources • Develop and regularly review and update HR policies and procedures, including grading and salary scales for the country office, ensuring harmonisation with Trócaire regional and global policies and procedures and compliance with local legislation. Support the CD in the roll out of these policies; • Support recruitment processes at the country level, providing advice and guidance to the recruiting manager from the point of identification of need to recruit to satisfactory completion of probation; • Administering core payroll services including processing monthly payroll and statutory and internal deductions, maintaining payroll records, issuing monthly pay slips; • Monitor and ensure compliance on in-country labour laws, taxation, and other statutory requirements for staff; • Support expats in processing of work permits and visas; • Support/ handle all grievance & disciplinary matters in accordance with documented policies and procedures; • Build effective networks and relationships with external agencies. • Additional HR responsibilities may be added as a result of a Maynooth driven analysis of HR field roles and responsibilities

Other Duties and Responsibilities • Fulfil other reasonable duties and responsibilities, as requested by the Country Director, including deputising for the CD when necessary or appropriate. The ideal candidate will have: Qualification • Masters degree or equivalent in Business, Finance, Human Resources or equivalent; • At least 5 years/substantial experience in managing systems and operations with a humanitarian organisation within an emergency/ recovery environment at a senior level. Experience • Skills and experience in admin, HR, logistics and finance systems; • Substantial people and programme management experience with ability to communicate at all levels; • Track record of delivering results and impact; • Flexibility and ability to work independently; • Willingness to live and work in harsh conditions and live in shared accommodation; • Leadership and good interpersonal skills including the ability to listen; • Experience of working with partners and a participatory approach; • Fluency in written and spoken English and computer literate; • Experience of working in a faith-based organization; • Experience of working with management information systems. Skills • Excellent leadership skills; • Ability to motivate staff to align behind a shared vision and objectives; • Demonstrated ability to think strategically and to develop and implement a clear country level strategy in the context of organisational strategy; • Demonstrated ability to manage multi-cultural teams of national and international staff well, and to implement performance management effectively; • Ability to coach and help others develop in their professional lives; • Excellent interpersonal and relationship management skills and demonstrated ability in using these with internal stakeholders (Trócaire staff in different locations) and external stakeholders (partners, Church, donors, host government etc.); • Demonstrated ability to manage budgets and financial systems on a significant scale, in development and humanitarian contexts; • Highly organised, with excellent planning, prioritisation and problem-solving skills; • Excellent verbal and written communications skills • Competent in Microsoft packages (Word, Excel); • A full driving licence. Qualities • Understanding of, an empathy with, the role of the Catholic Church in development • A strong commitment to the work of justice and an empathy with the ethos and work of Trócaire. Other • Ability and willingness to travel within country and internationally, including travel to HQ in Ireland.

How to apply:

To apply, please send a copy of your CV (résumé) and application letter, quoting the reference number above to: Helen Rafferty HR Partner Trócaire Maynooth, Co. Kildare Ireland Email: jobs@Trócaire.ie Fax: 353-1-6290664