Finance and Admin Manager

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Finance and Administration manager. 

About the job 

Under the supervision of the Chief of Party, the position will ensure sound financial management of the entire grant and support functions of the project. The position will provide coordinated and strategic leadership for all support functions and ensure the smooth running of all support functions to meet the fund management needs in line with DRC and the donor’s requirements. 

The position will be the entry point for all partners related to questions and issues regarding the finance elements of the grant. This position will also handle all the administration regarding the consortium units such as office management, procurement and staff administration within the consortium unit. They will liaise with the responsible organisation to ensure the consortium unit is aligned with the donor requirement. The position will also organize regular workshops, in liaison with the chief ofthe  party, to update the partners on the latest tool. 
 

Your main duties and responsibilities will be: 

Supervise the financial oversight reporting of the consortium. 

• Supervise financial follow-up and reporting from DANIDA partners, ensuring timely submission to the donor. 

• Liaise with partners to ensure financial reports are submitted to the Consortium Unit on time. 

• Review and validate financial reports before submission to the donor. 

• Oversee controls and checks of supporting documents for partner financial reports. 

• Lead and ensure compliance for financial aspects of applications, including no-cost extensions, amendments, top-ups, and reallocations requested by the consortium. 

• At the frequency specified in the steering committee framework, prepare financial report and analysis on funds management to present to the consortium steering committee and DANIDA 

• Prepare specific financial reports for steering committee meetings and respond to related financial inquiries. 

Supervise all the fund's management and movement  

• Ensure monthly financial tasks (e.g., payroll, cashbooks, and forecasts) are completed in alignment with hosting structure procedures. 

• Establish and maintain effective donor fund tracking systems, ensuring availability and proper usage. 

• Review payment and reimbursement requests from partners, ensuring alignment with donor requirements. 

• Approve and facilitate fund transfers to partners upon meeting the required criteria. 

• Monitor and control fund transfers between the lead and implementing partners. 

Archiving and documentation management 

• Develop and implement a physical and electronic filing system to ensure secure preservation of essential documents, including reports, administrative records, and procurement files. 

• Facilitate access to archived information for monitoring and audits. 

• Ensure compliance with legal standards and donor requirements for archiving purposes. 

• Create and enforce an archiving management policy, including retention periods. 

• Digitize key documents for secure, long-term storage and accessibility. 

Ensure donor policy implementation 

• Regularly update and share donor guidelines with relevant stakeholders. 

• Organize training sessions and refreshers on donor policies for partners, including during project kickoff meetings. 

• Participate in due diligence assessments of partners as requested. 

Consortium Unit Operations management 

• Serve as the primary budget holder for all support service lines within the consortium unit. 

• Oversee budget monitoring and forecasting for support service budgets. 

• Manage administrative issues related to the Consortium Unit office, such as utilities, IT needs, and lease agreements, in coordination with the hosting structure. 

• Ensure procurement of necessary equipment and furniture within the dedicated FMU budget. 

• Supervise the setup and operationalization of a dedicated Consortium Unit office, if required. 

• Coordinate HR tasks for consortium unit members, including recruitment, onboarding, training, leave tracking, and performance reviews, in line with hosting structure procedures and in consultation with the Chief of Party. 

• Facilitate the logistical aspect of the consortium unit travel and event planning.  

Ensure audit coordination and completion  

• Lead the selection process for auditors for the consortium and initiate required audit processes. 

• Organize and facilitate partner audits with the selected audit firm. 

• Liaise with partners to plan and coordinate audits. 

• Maintain an audit recommendation tracking sheet and follow up with partners on implementing recommended actions. 

Team management 

• Recruit and manage the finance and administration team of the consortium unit. 

• Facilitate team integration, provide daily support, and strengthen capacities through training and mentoring. 

• Address disciplinary matters and conduct regular performance evaluations. 

• Develop and manage team schedules. 

• Ensure compliance with organizational procedures (administration, HR, finance, procurement, and logistics) and adhere to the DRC Code of Conduct. 

• Demonstrate flexibility to address any service needs as instructed by the line manager. 

The responsibilities listed in the job description are not exhaustive and may be adjusted according to operational needs but will remain aligned with the overall objective of the role. 

About you 

To be successful in this role we expect you to have a Minimum of 7 years of progressive experience in financial control, financial management, administrative, HR and supply chain roles. Moreover, we also expect the following:  

Required  

• At least 4 years of experience in a similar role in an international NGO in the field or the development sector.  

• At least 3 years experience with people management 

• Significant experience in grant management and understanding of institutional fund-raising 

• Proven significant experience in financial management including with complex settings (consortium with several partners) 

• Advanced university degree (or bachelor’s degree with equivalent professional experience) in a relevant field. 

• Communication skills and ability to convey ideas easily.  

• Experience with standard procurement procedures and documentation of NGO sector 

• Familiarity with procedures and regulations of institutional donor DANIDA. 

• Team /Project Management qualifications or certificates 

• Fluency in written and spoken English 

Desirable 
 

• Knowledge of the fiscal and legal environment of Tunisia is an asset  

• Previous experience with DRC would be an asset 

• Work experience in a full remote setting would be an asset. 

• Excellent computer skills in MS Word and Excel are required 

• Knowledge of Microsoft Dynamics (DRC ERP system) would be an asset 

• Relevant professional humanitarian qualifications/certificates from recognized training programs in grant-related areas (M&E, IM, CHS, SPHERE, Protection, etc.) are desirable 

• Desirable for knowledge in Arabic, French 

In this position, you are expected to demonstrate DRC’s five core competencies:   

• Striving for excellence: You focus on reaching results while ensuring an efficient process.   
• Collaborating: You involve relevant parties and encourage feedback.   
• Taking the lead: You take ownership and initiative while aiming for innovation.   
• Communicating: You listen and speak effectively and honestly.   

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. 

We offer 

Contract length: 12 Months Contract 

Band: F 

Designation of Duty Station: Tunis, Tunisia. 

Start date: 01 Mar 2025 

Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national/international employees; please refer to our website. For questions regarding the vacancy please contact Andrew Merat, andrew.merat@drc.ngo. 

Application process 

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered. 

Closing date for applications: 27 Jan 2025 

For further information about the Danish Refugee Council, please consult our website drc.ngo.