Role and Responsibilities
Responsible for providing financial support and coordination from HQ to the Country Programmes assigned to them: Country Programmes expense accountability, project expenses monitoring, National Staff Payroll set up and day-to-day support, start-up on new Emergency interventions, set-up of finance structure in new programmes, training of new field staff in finance-related topics.
Medair Headquarters
Medair Headquarters (HQ) provides operational guidance for country programmes and activities, along with both technical and compassionate support for our relief workers. Within our headquarters, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes. Our headquarters teams are also responsible for recruiting international and HQ staff, and like our field teams, we are committed to serve the world’s most vulnerable with practical and compassionate care.
Medair
Medair is a humanitarian organisation inspired and motivated by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure. Internationally recruited field and headquarters staff lead the organisation, supported by nationally recruited staff to implement programmes locally.
Workplace
Medair Headquarters, Ecublens, near Lausanne, Switzerland
Starting Date
As soon as possible
Initial Contract Details
Full time, open-ended contract
Key Activity Areas
Field Programmes Accounting
Support Programmes Finance Officers (PFO) in the weekly and monthly tasks related to field expenses review and record into the accounting software (Serenic NAV).
· Support the new expense portal entry “Field Connect” roll-out from HQ;
· Contribute to the review of expenses in Field connect or Expense sheet.
· Draft safe and bank reconciliation to be validated by PFO in charge.
· Update monthly cash count into cash management database for Programmes.
· Support PFOs in the quarterly close of books exercise.
National Recruited Staff (NRS) Payroll
Provide support to field Programmes on the National Recruited Staff Payroll (NRS) process from HQ; in this concern the PFA:
· Prepare the booking of payroll in the NAV accounting software monthly under the PFO supervision.
· Draft reconciliation of NRS payroll booking with actual payments monthly to be reviewed and approved by PFO.
Portfolio System Update
The PFA updates Medair Project and Grant management system, Portfolio, on a daily basis. In this specific, the PFA contribute to maintain grant information up-to-date in the internal Portfolio System. In this regard, the PFA is requested to perform several tasks in Portfolio as follows:
· budget review, consolidation and import.
· Update of grant card with key documents/information whenever required.
· Upload submitted financial reports.
· Update of grant card with grant amendment information, check that all legal documents uploaded into the system are scanned copies of the original duly signed as per Medair policy among others.
Donor Budgeting Preparation
· Support PFO in the preparation of donor budgeting and related annexes as part of new donor proposal submission.
Financial Report Preparation
· Support PFO in the preparation of donor grant financial reports.
· Update Grant Management Tool for Country Programmes as required.
Training and Support
· Contribute to providing continuous support and coordination to field finance and Programmes staff on finance related topics as required.
· Deliver presentation and training to staff aiming to work in the field on specific finance topics.
Team Projects
· Contribute to the Programmes Finance Team projects and development.
· Provide the planned output on team project(s) assigned to his/her responsibility.
International Headquarters - Team Spiritual Life
· Reflect the vision and values of Medair with team members, international team members, and external contacts.
· Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
· Work and pray together in our Christian faith-based team settings.
· Instigate and contribute to prayer times within internationally recruited staff and HQ teams.
· Encouraged to join and contribute to Medair’s international programmes and HQ prayer network.
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organisational needs.
Qualifications
· Degree in Finance & Accounting or combination of accounting studies and relevant experience
· Swiss degrees: CFC Employé/e de Commerce degree in accounting sector with relevant training experience
Languages
· Strong working knowledge of English (spoken and written)
· Working knowledge of French (spoken and written) an asset
Experience / Competencies
· Accounting / bookkeeping experience preferably in the NGO sector an asset.
· Advanced skills with Microsoft Office (especially Excel) and good understanding of user application of accounting software packages.
· Ability to work in a team environment and create and encourage a culture where there are high levels of co-operation and working together in a wide range of teams drawing on the synergy of the team members.
· Organised, able to prioritise and meet deadlines, efficient use of time.
· Flexible, resilient, able to perform in stressful situations.
· Integrity, honesty, trustworthy and discrete, able to maintain strict confidentiality.
Profiles sought for International Headquarters staff
Relief experience
· Experienced Relief Workers and those without field experience
Professional
· Experienced professionals in a relevant Medair sector of expertise
· Overseas intercultural work experience desirable
Values
· Fully committed to the Medair values; to reflect the vision and values of Medair with team members, international team members, and external contacts
Language
· Strong working knowledge of English, spoken and written
· Working knowledge of French (spoken and written) for French-speaking roles
· Working knowledge of German (spoken and written) for German-speaking role
Personal qualities
· Able to work in a multicultural team
· Strong character traits, including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, and honesty
Availability
· Swiss or eligible EU citizens, or those with a valid work permit for Switzerland
· For more senior / technical roles, some other nationalities may be eligible to apply
What benefits does Medair provide for International Headquarters Staff?
· Salary commensurate with the pay-grade of the position
· Annual leave; Accident insurance and pension
· Death and disability insurance; Health insurance for loss of earnings
· A motivating work environment
· The opportunity to work in a Christian organisation where your contributions make a difference for the world’s most vulnerable
HQ Working Conditions
· Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.
Application Process
Follow this link: www.medair.org/work-with-us, check if you fit our standard working criteria, then: apply for this vacancy (or another position that matches your profile)**.**
Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.
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