Context
Akwaba Mousso (“Welcome to the woman” in Akan and Dioula languages) is an NGO that aims to provide care for survivors of gender-based violence (GBV). Its main objectives are:
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- to offer free, confidential and caring services to GBV survivors, providing them with holistic care (medical, psychosocial, legal, judicial, professional orientation), in order to give them the tools to (re)become active in their own lives, and to act with self-determination by allowing them to assert and defend their fundamental rights;
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- to house the most vulnerable survivors with their children in a secure building;
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- to contribute to changing social norms and policies;
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- Generate new knowledge on tools and methodologies to improve the holistic management of GBV survivors and on sexual and reproductive health and rights (SRHR) for scaling up the model.
Our vision is to make the Akwaba Mousso center a place where survivors of GBV in Côte d’Ivoire receive adequate support to rebuild themselves physically and emotionally, and are equipped to prepare their future and that of their children.
Thus, in the first half of 2023, we will open a shelter and a day care center dedicated to women victims of domestic, intra-family, psychological or sexual violence, in a three-story building in the commune of Cocody, in Abidjan.
We will set up the center’s consultation, listening and meeting rooms, as well as our offices, on the first floor. The two floors will house a shelter dedicated to the most vulnerable, with their children (27 adult places – 12 children), for a period of six months (renewable).
Akwaba Mousso is recruiting for its activities, a
Administrative and financial manager
Hierarchical position: reporting to the Executive Director
Location of the position: Ivory Coast, Abidjan
Level required: BAC+5
Remuneration according to experience
Description
Main missions
Under the hierarchical supervision of the Executive Director, the Administrative and Financial Manager is in charge of the financial and administrative management of Akwaba Mousso’s activities.
As such, his/her main missions are to manage, coordinate and supervise the accounting, treasury and fund management, and to propose a short, medium and long term financial policy for the association.
He/she helps set up the budget, validates the decisions made, makes projects possible and balances the budget. He/she keeps the management informed of the health of the association and is also responsible for the preparation of the social accounts. He/she manages the association’s human resources.
Activities and tasks
Budget management
The association’s budgetary management is conducted in close collaboration with the operational team and the executive director. The Administrative and Financial Manager will be responsible for :
– Coordinate and participate in multi-year budget planning and monitor the budget execution of the association’s activities;
– Conduct a monthly analysis of the level of achievement of the association, including the projects implemented and make recommendations, based on the methodologies of the association ;
– Prepare, ensure the internal validation and transmission to donors of financial reports and payment requests in collaboration with the operational management within the deadlines ;
– Monitor, in collaboration with the operational team, compliance with the provisions of the funding agreements and the budget execution for each agreement.
Accounting and financial management
The accounting and financial management is mainly done by the administrative and financial manager, but also by the operational team. In particular, he/she will :
– Maintain regular relations with the partner bank and transmit the necessary information for the follow-up of our activities ;
– Develop and update financial monitoring tools in accordance with the association’s internal tools and procedures ;
– Provide methodological support to the operational team (project manager and steward) and train them on the appropriation of tools and answers to questions related to the procedures of the association ;
– Set up an accounting system by project to facilitate reporting to the various donors ;
– Monitor the association’s expenditures and projects and their allocation/reallocation in collaboration with the Operations Manager and the Executive Director;
– Monitor the cash flow of projects and the household and follow up on payments in close collaboration with the Operations Manager;
– Supervise and validate the quarterly and annual consolidated closings (in the case of multiple projects and donors) within the timeframe and according to the controls defined by the association’s procedures ;
– Plan and follow up on internal and external audits, particularly in relation to donor requirements, and verify compliance with the expenditure authorization circuit ;
– Ensure the controls necessary to make the financial data reliable ;
– Prepare and accompany audits or possible controls ;
– Ensure the implementation of audit recommendations
– Establish / verify bank and cash journals, including the implementation of unannounced controls ;
– Implement / supervise the control of accounting documents ;
– To ensure the payment of the salaries of the Association’s employees ;
– Prepare bank account supply requests in collaboration with the operational teams ;
– Support management in the drafting of responses to calls for tenders/calls for proposals and the submission of funding applications ;
– Advise the Executive Director on the financial and accounting implications of programmatic decisions and plans.
Administrative and contractual management
– Develop and update existing dashboards and data regarding the administrative and contractual management of the people working for the Association ;
– Accompany and assist in the appropriation of procedures and policies as well as the use of monitoring tools by the team and ensure their proper implementation;
– Analyze organizational needs, recommend tools and methods according to administrative, accounting, financial and legal obligations ;
– Ensure the processing of payroll and related declarations ;
– Support the team in procedures related to local legislation and tax obligations ;
– Ensure the administrative management of the personnel (work contracts and personal files of each one, administrative follow-up of the leaves, etc.)
– In collaboration with the Operations Manager and/or the Executive Director, develop employment contracts
– Participate in procurement procedures and support the project manager and the operations manager in the conduct of these procedures ;
– Prepare returns and ensure payment of taxes if required;
– Establish and maintain relationships with administrative authorities at the national level ;
– Ensure the filing and archiving of administrative documents ; and any other document related to the activity ;
– Elaborate the acts relating to the administrative management of the personnel (ensure the follow-up of the data relating to the payroll, the leaves, the reimbursements of the personnel expenses…) ;
– Contribute to the preparation of meetings of the Board of Directors and other governance bodies ;
N.B. : This list of tasks is not exhaustive
Profile required
Diploma and training
University degree or graduate school in accounting, management, auditing, business administration, or any other equivalent degree. A master’s degree will be an asset.
Know-how
– Have knowledge of NGO and association accounting ;
– Mastery of the fundamentals of international project management and their administrative, financial and legal components in terms of budget monitoring and management; knowledge of the fiscal, social and regulatory obligations of an association/NGO ;
– Perfect command of office tools, especially Excel;
– Knowledge of the legal and regulatory provisions in force in the country ;
– Cost accounting knowledge ;
– Knowledge of tax and corporate law ;
– In-depth knowledge of management control, finance, management information systems ;
– Knowledge of the rules and regulations of donors such as AFD, USAID;
– Have a perfect command of accounting and management software ;
– Mastery of the French language ;
– Good command of English.
Know-how
– Rigor, reactivity, autonomy, adaptability and diplomacy;
– Ability to prioritize, delegate, organize work;
– Ease in human relations and good communication;
– Motivation for working with vulnerable women and children;
– Interest in teamwork and human contact;
– Professional awareness and discretion;
– Managerial skills.
Experience
– At least 3 years experience in administrative and financial management in an association;
– Previous experience in cooperation projects with an administrative and financial angle ;
– At least one significant experience in administrative and financial team management.
Application
Your CV and motivation (letter or other) should be sent to contact@akwabamousso.org with the subject “Application for administrative and financial manager”.
Desired start date: 15/03/2023
Application deadline: 06/02/2023
N.B. : Female candidates are strongly encouraged to apply
