Job Description

Position: Colombian Certified Public accountant and administrative manager

Location: Bogota, Colombia

Responsible To: Regional Secretariat Coordinator

Responsible for: , , , administration, security, safeguarding, , and services

Support for: Finance, operations, accounting, HHRR, , IT

Contract: Fixed Labour Contract

Background

HelpAge International is the secretariat to the HelpAge Global Network, which brings together a wide range of organisations and individuals working to promote the rights and meet the needs of older women and men, nationally and/or internationally.

At the core of this network are the civil society members, a group of civil society organisations working with older people around the world. These organisations share a vision of a world in which all older people are valued, and lead dignified, healthy and secure lives.

We aim to extend the reach and influence of the HelpAge Global Network to all those in a position to help bring about our vision for older people – including Governments, policy makers, the private sector, and academic institutions.

HelpAge International is going to start a new vision 2030, keep working with, for and through our members . Our three functionalities are: support, convent and thought . In Latin America the regional is in Bogota.

Our Values At HelpAge International we work hard to achieve our goals together as a team with a clear shared purpose. Everyone who works at HelpAge shares our values and are committed to behaviours that demonstrate and support them. Our values inform how we work together:

Inclusive We respect people, value diversity and are committed to equality.

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Impact We value and recognise the contribution of our staff and network members as we put older people at the centre of everything we do.

Partners We work alongside network members and others to increase reach, influence and impact. We are committed to a culture of and building positive relationships. Learning We are passionate about learning, accountable and work together to find creative solutions

Equal Opportunities HelpAge International is committed to creating an inclusive working environment, promoting and providing equal opportunities and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage and civil , pregnancy and maternity, race, religion or belief, sex and sexual orientation. We encourage and facilitate a flexible working environment. Safeguarding Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required.

Job Purpose:

To be responsible for the financial and accounting, systems and controls for the Latin American and Caribbean Secretariat office, to lead the logistics, security and administration functions. To provide financial , elaborate budgets, information and analyses to the LAC Secretariat office, the UK secretariat and donors.

• To ensure comprehensive and effective financial, IT and logistics management in the regional Secretariat. • To provide high level support and advice to Secretariat Coordinator and members. • To focus on areas of risk including gaps in financial performance & funding and coordinate with UK finance on global financial matters. • To ensure donor and internal financial compliance and checks and balances • To be a security, human resources and operational focal point • To carry out partners assessment and procurement assessment.

Responsibilities:

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Financial Accounting

• To establish and maintain effective procedures and systems for and in compliance with HelpAge International and donor requirements. • To establish and maintain effective accounting systems (Colombian and British systems) for the recording of all financial information. • To oversee the year-end procedure, ensuring that all financial returns are completed accurately and to the required timescale. • To provide monthly accounts and donor financial reports to HELPAGE’s Secretariat in accordance with the organisation’s requirements and timetable. • To manage cash flow, ensuring that regular and accurate transfer requests are made. • To liaise with Audit staff (internal and external) ensuring that any recommendations and changes are fully implemented. • To ensure compliance with Colombia statutory and other financial obligations such as levies and carrying out the accurate recording of and payment of Country • Engage actively with the International Regional Finance Team

Management Accounting

• To carry out the Colombian accounting and elaborate financial balance. • To ensure that thorough and effective budgetary control is undertaken. Highlighting the key variances, reasons for these, and any remedial action that is required. • to ensure effective financial control, conforming to procedural standards and deadlines • To coordinate and oversee the budgeting, and mid-year financial review processes, liaising with budget holders and contract managers to ensure that procedures are understood, and timetables communicated • To support the staff in the production of project budgets and proposals, advising on assumptions, risks and opportunities contained within the budgets. • To review and authorise the financial aspects of all funding proposals. • Identify the financial information needs of the programme and to set up systems to ensure that these needs are met.

Logistics & Security

• To support and manage the support and administration staff to coordinate effective logistics in all activities required. • To act as a security focal point, to design and manage a security system which ensures the security of HelpAge’s staff and property, and to maintain awareness of security developments in Colombia which may impact on this security. • To ensure that appropriate procurement procedures are followed and maintain an asset register.

Grant- Contract management • Carry out partnership assessment • Ensure compliance and understanding of donor terms and HelpAge policies

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• Monitor high and medium risk contracts • Provide input into donor reports and budget proposals

Cash and bank management

• Manage the banking arrangements in the Region ensuring compliance with HelpAge International policies • Ensure strong cash management is in place • Maintain and reconcile bank accounts and cashbooks and upload to organisational system on a monthly basis • Make payments to suppliers as required

Human Resource, Logistic & Administrative duties

• To ensure the HelpAge office have adequate IT provision and are compliant with all HelpAge IT policies • To provide support to the Secretariat Coordinator in human resource functions like drafting contracts which comply to local law • Draft and issue monthly payroll for the office • Oversee office management, including maintenance of the office equipment and consumables. • To oversee, develop and implement systems and procedures relating to logistic operations, including scheduling of all transport such as flights. • To be the focal point for safeguarding assessment and to support LAC Secretariat in that matter.

Other

• To ensure that appropriate procurement policies and procedures are followed and an asset register for the Secretariat is maintained, and all assets are adequately insured against risks in accordance with HelpAge Finance Manual. • Assist Secretariat to maintain effective administrative procedures and systems in the office, ensuring compliance with HelpAge requirements. • Perform other financial, administrative and organisational tasks assigned by the Secretariat.

Extent of Authority • The post holder is expected to operate within all HelpAge International policies and procedures. • To represent the financial views and needs of the Secretariat office when liaising with London staff.

Person Specification:

Essential:

• Qualified Accountant in Colombia • Substantial relevant experience in a finance department in the field at an appropriate level, with sound understanding of logistics

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• Experience of coordinating multiple functions, roles or departments. • Production and interpretation of management accounts. • Review and development of financial procedures. • In-depth knowledge and experience of working with International NGO • Experience working with donors particularly EC, UN, DFID, UNICEF, etc. • Analytical skills, both organisational and financial. • Communication and reporting skills (verbal and in writing). • Advanced spreadsheet skills. • Co-operative and supportive team player in a cross-cultural environment. • Ability to work to deadlines. • Exceptional coordination, and prioritisation skills, with a proven track record of managing competing demands. • Demonstrable experience of managing and developing staff. • Fluency in English

Desirable: • Experience working in the capacity of security officer or security manager. • In-depth understanding of electronic communication systems and methods. • In-depth knowledge and experience of operating computerised accounting systems. Good working knowledge of SUN accounting system or equivalent • Ability to work independently and make rational strategic and routine decisions

How to apply

If you meet all requirements, please send your CV and cover letter in English to Marcela Bustamante [email protected]

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