Finance and administration

• Definition of the financial strategy for the mission together with the Head of Mission/Country Representative and in collaboration with the technical referent at HQ
• Coordinate and supervise general cash and accounts of the mission
• Ensure and enforce compliance with the organization Anti-Fraud, Anti-Terrorism, Anti-Corruption policies and local financial laws and provisions
• Ensure proper implementation and respect of organization policies and guidelines, design or adapt relevant local policies, procedures and tools for optimized management of the mission financial resources
• Support HQ Administration department in preparing country’s yearly financial forecast of mission (staff, running, shared and indirect costs) and annual budget
• Support Head of mission/Country Representative in elaborating and consolidating the annual accounting of the mission and the report to the relevant authorities and donors
• Support external and internal audits
• Oversee banking relationships and signatory responsibilities delegated
• Monitor the overall financial management of the mission
• Is responsible for coordinating and ensuring effective treasury management for the smooth running of operations, while maintaining appropriate controls to mitigate security risks. Identify and promptly flag financial shortfalls or overspending in the mission's financial management and propose corrective measures.
• Ensure compliance with general accounting and project financial management principles, as well as with UPP's anti-fraud, anti-corruption and anti-terrorism policies and procedures.
• Provide training, orientation and tutoring for finance and logistics staff and partners where necessary and/or requested
• Assess and mitigate the financial risks on the mission, ensure that reliable internal control systems are in place, and financial ethics is respected
• Check that the administrative procedures related to taxes and payment of social security obligations are followed, and comply with established legal procedures in the country
• Monitor the payment of suppliers and staff salaries

HR management

• Together with the Senior Management Team (SMT) and the field managers, plan HR operational and budget needs, in order to efficiently ensure the required sizing and capabilities of the mission
• Support the coordination team and managers in the recruitment processes, ensuring a coherent management of administrative and legal procedures (recruitment, end of contract, payment of national and local taxes, proper upkeep of personnel files, management of extra hours and leaves, etc.), all across the mission in order to meet resources needs
• Support the Senior Management Team (SMT) and the field managers in detecting training needs according to operational requirements, in evaluating people’s performance and in implementing the associated action plans to improve people capabilities
• Is responsible for training and coaching all HR staff in the mission on the key Human Resources pillars, policies, procedures, and practices, as well as raising awareness among key management staff, including coordinators, on HR responsibilities, risks, and good practices
• Define and coordinate the local implementation, in accordance to UPP practices and local regulations, of a fair rewarding policy in order to ensure internal equity
• Coordinate the implementation of local HR administrative protocols and procedures, ensuring compliance with UPP policies and applicable legislation; monitor and mitigate related legal, compliance and operational risks, provide regular information and briefings to personnel, coordinators and managers, supervise expatriate administrative processes, and support management in addressing staff conflicts.
• Ensure the effective implementation of UPP's HR strategy and standards across the mission, adapting them where necessary to the local context and applicable legislation.
• Provide support and guidance to line management in handling staff (expat or national staff) conflicts
• Coordinate and oversee the preparation of the monthly payroll, ensuring accuracy and compliance with applicable local legislation on salaries, taxation and social security contributions.