Head of Finance and Administration - NRC Flüchtlingshilfe Deutschland (NRC FHD)

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and beliefs guide our actions and relationships.

Background

The  Head of Finance and Administration will work in NRC’s Representation Office in Germany, NRC Flüchtlingshilfe Deutschland (NRC FHD).  The office is one of the units in NRC’s Partnerships and Policy Department (PnP).  PnP is responsible for NRC’s strategic relations with institutional donors and private foundations; the organisation’s global advocacy and policy work; and partnerships with UN agencies and INGOs.

Role and responsibilities

The purpose of this role is two-fold: 1) to be responsible for financial, administrative, ICT and HR issues to facilitate the effectiveness and efficiency of NRC FHD, and 2) to provide support and advice on financial aspects of German institutional donors (FFO, BMZ, GiZ, KfW).

Generic responsibilities

1. Assume overall responsibility for the smooth functioning of the financial, administrative, ICT and HR aspects of NRC FHD office in accordance with NRC policies and procedures. Oversee and, when necessary, develop procedures and processes to assist the Managing Director in efficient management of office resources such as staff, finances, and information and communication technology;
2. Further professionalise NRC’s donor work in respect to German institutional donors. This includes developing and maintaining a help-desk role on the financial and administrative aspects of grants from German institutional donors, with the view to improve the quality in donor submissions as well as adherence to rules and regulations. 
3. Ensure adherence with NRC policies, tools, handbooks and guidelines;
4. Ensure compliance by NRC FHD with legal and regulatory frameworks in Germany, and provision of governance and administrative support. Ensure proper filing and retention of documents;
5. Promote and share ideas for technical and non-technical improvements. In charge of the development of systems and procedures for the NRC FHD Office; and
6. Maintain open and effective communication with staff at NRC headquarters on administrative and financial matters.

Specific responsibilities

• Oversee the physical space of the office, order and organize equipment and office supplies. Ensure that all areas of expenditure fit business priorities and are within agreed and delegated budget;
• Manage external providers of business services such as the tax and legal advisors, building manager, landlord, ICT consultants, telecom and stationary. Periodically review relationships to ensure cost-effectiveness;
• Oversee the office budget and signal issues to the Managing Director as needed. Ensure on-time reporting of financial data to the NRC head office in Oslo. In close collaboration with the Managing Director, prepare the annual budget;
• In charge of general financial and accounting matters. Oversee annual audit process and ensure financial compliance;
• Manage HR and payroll related matters including benefit plans, and on-boarding of new staff members. Collaborate with external advisory services providers on a regular basis to ensure full compliance to German labour and tax legislations;
• Provide an internal help-desk function for donor related financial and administrative issues, including the following tasks:
• develop and update procedures, guidelines, tools, trainings, etc. related to the financial and administrative aspects of grant management
• assist with due diligence procedures that donors require for potential partners
• Attend meetings of relevance to NRC FHD activities and provide summaries of their content;
• Perform other related duties as assigned.

Generic professional competencies:

• Bachelor’s degree. Additional relevant training/education is an asset;
  

• Five years of experience in a similar position;

• Knowledge of financial, tax-related, and labour legislation in Germany;

• A conscientious and structured person with strong analytical, planning and administrative skills. A good level skills in Excel, Agresso or a similar ERP system is required;

• Experience managing contractors and supplier contracts;

• Experience in facilities management or similar;

• Experience monitoring and reporting on budgets; and

• Ability to communicate with clarity (orally and in writing) in German and English.

Context-specific skills, knowledge and experience:

• Knowledge of humanitarian issues;

• Knowledge of the financial rules and regulations of German Institutional donors (FFO, BMZ, GiZ, KfW); and

• Understanding of humanitarian and development sector in Germany and associated laws and regulations.