Business Support Manager

Oxfam is a global movement of people working together to end the injustice of poverty. This means that we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 20 organisations (affiliates) plus the Oxfam International Secretariat, all working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. All our work is led by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality. To read more about our values please visit our website at: https://www.oxfamnovib.nl/donors-partners/about-oxfam/our-story

Oxfam Novib Somalia / Somaliland is looking for a

BUSINESS SUPPORT MANAGER (Interim)

Duty station: Hargeisa, with travel to other offices in Somalia/Somaliland

Type of contract: International

Contract duration: Fixed term for 12 months, with possibility for renewal depending funding and performance.

Work schedule: Full-time (40 hours per week)

Reports to: Country Director

Staff reporting to this position: Finance Manager, Finance Coordinators, Partnership & Program Administrator and Logistics Coordinators.

Annual Budget: EUR 13 million

Type of Posting: Single Posting (non-family station)

Salary & Scale: €3.605,= to €5.549,= (gross) depending qualification and experience/ Oxfam Novib’s scale 710 (Int Grading C1)

Start date: as soon as possible

OBJECTIVE OF THE TEAM

To provide a professional, business focussed finance, IT and logistics service, delivering a proactive solutions-based approach for resolving issues and ensuring that the operational business requirements are effectively managed to deliver organisational results, and support the achievement of program outcomes.

OBJECTIVE OF THE POSITION

The purpose of the job is to contribute actively to the development and management of country plans and strategies, which are aligned to corporate objectives and priorities. The job holder will be responsible for the implementation of financial, IT, administration and logistics strategies, policies and procedures and the provision of quality information to the Senior Management Team in the respective functions and to support, generally, the Somalia teams to manage resources – budget and people, ensuring quality reports and timelines are adhered to and optimal utilization of resources.

KEY RESPONSIBILITIES AND TASKS

Provide strategic direction

•  Participate in the strategic management of the Somalia Country office, by serving in the senior Management Team (SMT).
•  Provide high quality management reports as required including the Country Quarterly Management Reports and change management plans
•  Own the business position – consider cost and resource demands against business drivers and critical success factors.
• •  Provides professional advice to managers and partners on finance, logistics, IT, system administration.
  •  Provide assistance to the Country Funding Coordinator on resolving donor contract management issues.
  •  Influences the development of strategy and ensures and supports operational implementation.
  •  Develops solutions to diverse and complex problems within organisational policy.
  •  Interprets and applies operational and specialist information in a variety of forms from a variety of sources.
  •  Flexibility to resolve challenges within corporate or divisional parameters, with moderate scope
  •  Impact of this role is significant within the country programme in terms of business processes being improved and simplified
  •  Implements best practice and ensures adherence to all relevant national laws and guidelines
  •  Works collaboratively across various teams within the country programme.
  •  Participate in the strategic management of the Somalia programme by sering on the mangement team.
  •  To provide leadership to the business services team, act as a business partner to Oxfam in Somalia, and manage all business process in compliance with Oxfam policy and local law..
  •  Participate and contribute to country strategic planning processes, ensuring financial management and risk implications are considered in all processes.

  Financial System

  •  Ensure that the country financial management systems & records are adequate in order to identify and protect the assets & interest of the organization.
  •  Maintain an effective & efficient system of internal controls, which comply with Oxfam Novib financial guidelines.
  •  Review existing systems on an on-going basis in order to maintain an adequate level of internal controls, in compliance with Oxfam’s policies and procedures.
  •  Oversee compilation of financial records & accounts in a timely and accurate fashion and in line with international accounting standards & donor regulations.
  •  Ensure that the country financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities.
  •  Lead the preparation of annual & revised Country budget and donor budgets.
  •  Closely monitor all financial activities and keep the Country Director/Senior Management Team advised of all situations, which have the potential for a negative impact on internal controls or financial management performance.
  •  Keep up to date with donor regulations and ensure that all controls are in place to meet donor compliance.
  •  Manage internal and external audits that are carried out as per Oxfam requirements; support the Country Director to prepare management responses; ensure all agreed remedial actions are undertaken in a timely manner.
  •  Undergo regular and random checks for compliance.

  Financial Reporting

  •  Manage timely & accurate preparation of data for monthly management accounts for Program accountant, budget-holders, and Country Management to ensure that they can monitor the budget utilization and take appropriate action on any significant variances.
  •  Review and completion of the financial reporting pack prepared by Accountant including country commentary and senior management team (SMT) approval and dealing with feedback from head office jointly with Finance, Accountant. Support the timely & accurate preparation of donor reports for external donors / agencies.
  •  Reconcile all balance sheet items on a monthly basis, in accordance with Oxfam Worldwide policies & procedures based on transactions details provided by Accountant.
  •  Provide financial analysis where necessary especially on maximizing available funds and advice to CD.
  •  To periodically monitor programme spending and performance of the Country office and revise where needed the (financial) planning. To record this in the management information systems. In cooperation with the Country Director, prepare the country office input for the Balance Score Card (BSC).

  Procurement & Logistics

  •  Support the Supply and Logistics Coordinator in design and implementation of effective supply chain and logistics management strategies working with the Country Director with respect to identifying required interventions.
  •  Together with the Supply and Logistics Coordinator, manage costs and ensure that budgets are not eroded through unwarranted procurement expenses.
  •  Support the team to embed organisational systems, standards and structures into logistics &procurement functions, including strategic advice, clarity on policy, procedures and ways of working.
  •  Exercise approval and signature authority within defined limits for all purchases and contract agreements and subject to appropriate approvals.
  •  Strengthen the organisational readiness to respond to humanitarian situations in line with global Oxfam goals and benchmarks. In doing so, to mount appropriate and timely responses at scale consistent with Oxfam plans and organizational policies.
  •  In coordination with the Country Director and SMT members maintain consistent and coherent engagement in key inter-agency emergency preparedness and response coordination mechanisms including the Cluster system.
  •  Coordinate proposal development, particularly with respect to innovative resource planning and budgeting and realistic estimates related to logistics requirements for support and other costing for support functions.
  •  Exercise cost efficiency through ensuring framework agreements are in place, and be part of procurement committee.

  Information Technology

  •  Ensure that IT strategy not only incorporates developing effective business solutions and services with the underlying infrastructure but that it underpins the delivery of appropriate technology enabled solutions.
  •  Ensure continuous follow up to IT process and day-by-day operation that complies with Oxfam minimum standards and policies; promote best practices.

  Capacity Building, Partnership and Risk Management

  •  To identify and coordinate appropriate training for staff and partners in the areas of financial management, human resources, logistics and including effective programming.
  •  In liaison with Programme team, develop Partnership strategy that takes forward the Change Strategy and translate for local use the new global Partnership Policy.
  •  Review and where necessary support programmes formulate partnership contracts, supplier’s contracts that align to policy and mitigate financial and operational risks.
  •  In collaboration with the Security focal point, to ensure that Oxfam Health and Safety and Security guidelines are implemented.
  •  To support the programme officers and advisors through relevant financial and related contextual information gathering, monitoring situations and consolidating and reviewing proposals as required.
  •  To motivate the support team to work interactively with the programme team and to come up with and communicate innovative solutions and systems that allows the programme to serve its overall goal. This component is critical to the success of this post.
  •  Support the CD to achieve the programme objectives and reduce risks associated with the programme around legality and compliancy issues and alert the CD of any imminent risks.
  •  This position will deputise for the CD as and when necessary.

  Staff Management, Mentorship, and Development

  •  Ensure appropiate staffing within Business Support Unit, including sub office staff.
  •  Ensure that all staff understand and are able to perform their roles.
  •  Manage Business Support team: define expectations, provide leadership and technical support as needed, and evaluate regularly.
  •  Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of proffesional develpment opportunities for staff.
  •  Incorporate staff development strategies and performance management systems (Let’s Talk) into team building team process.

  KNOWLEDGE, SKILLS AND EXPERIENCE

  Essential

  •  Relevant University Degree or equivalent accountancy professional Qualifications ACCA, or CPA
  •  7 years’ international senior finance and business support management experience and donor contract management (financial management and accounting, setting up internal control systems / carrying out audits/reviews, and well exposed to the relevant statutory /legal issues that affect Oxfam as a programme and the region as a whole).
  •  Proven international experience in Business Support management and/or coordination in an international organisation.
  •  Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
  •  5 years with good training and coaching skills and a willingness to support development of others.
  •  Good negotiation and diplomacy skills
  •  Good written and spoken English is essential.
  •  Commitment to humanitarian principles and action.

  WHAT WE OFFER

  Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors. The salary range for this position is set in scale 710 with a salary range between €3.605,= to €5.549,= gross per month.

  HOW TO APPLY

  If you are interested please use the apply button, y our application must be received by 30 June 2022 at the latest.

  •  Only applications submitted through our portal (online application) will be taken into consideration.
  •  Only applicants under serious consideration for a post will be contacted.
  •  This vacancy is posted both internally and externally at the same time, however with equal suitability, the internal candidate will be preferred.
  •  Applications from qualified candidates from all gender identities, sexes, sexual orientations, races, colours, religions, cultures, abilities, etc. are encouraged.
  •  Oxfam aims to attract a diverse mix of talented people that share our standards, values, principles, and are committed to prevent and eradicate any type of misconduct including sexual harassment, exploitation and abuse, any other type of misuse of power or lack of integrity and financial misconduct. We are committed to promoting the welfare of children, young people and adults. High priority is placed on ensuring that only those who share and demonstrate our values are recruited to work for us.
  •  All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism, finance checks, or integrity screenings/references relating to misconduct and disciplinary actions in prior employment.
  •  Oxfam Novib retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.

  !Acquisition on the occasion of this vacancy is not appreciated .