Project Presentation
HI began its activities in Bolivia in 2011 and during this period, it executed a first Inclusive Local Development project in the Department of Potosí. Starting in 2014, support for local and national authorities continued with two new projects: Support for the creation of 7 Rehabilitation Centers in the Departments of Potosí and Oruro and Socio-economic insertion of people with disabilities in the Municipality of El Alto (Phase 1 2014-2016 and Phase 2: 2017-2021). Thereafter, it has strengthened its presence by developing new projects in Inclusive Disaster Risk Management (IGN), Sexual and reproductive health and prevention of Gender-based Violence during the years 2018-2022. Continuing its strategy in the country, for the period 2022-2024, HI is implementing in the departments of La Paz and Santa Cruz, the project:Towards better rehabilitation and health of children and adolescents in Bolivia. The Bolivian mission has its central office in La Paz, but has maintained interventions in the departments of Oruro, La Paz, Potosí, Cochabamba, Pando, Beni and Santa Cruz.
Missions / Responsibilities
General objective of the function: Under the responsibility of the Regional Finance Manager, the Finance and HR Officer for Bolivia has the mission of ensuring Finance management, Administration and Human Resources in the country. Ensures compliance with the legal framework and internal regulations of the organization, taking into account the specificities of the program. Coordinates and streamlines, collaborating with Country Manager, the entire accounting area/financial and human resources of the organization in Bolivia so that resources are optimized for the benefit of our cooperation actions, and that they flow, ensuring respect for legal obligations, donor standards and internal organization standards.
Main interlocutors
– Country Representative
– Regional Accounting Manager
– PAIS Project Heads
– PAIS project partners
– Regional Finance Manager
– Project officers
– Regional Logistics and Procurement Officers
Responsibilities:
Mission 1: Strategy and Direction
• Supervises and informs its hierarchical superior and its functional manager about the accounting risks related to cash of which it is aware and contributes to its mitigation.
• Helps to identify accounting and legal risks for HI within your area of responsibility.
• Participates in strengthening the skills of partners in the financial and cash management area.
Mission 2: Standards and Specialized Knowledge
• Deploy all HI policies, processes, and financial tools within your area of responsibility.
• Ensures that HI’s legal obligations are met and produces the required financial documents.
• Reports any changes in the rules, jurisprudence or practices of other interested parties in the financial field of which it is aware.
• Complies with the General Data Protection Regulations (RGPD).
• Implements and complies with the procedure to archive financial documents and publishes and updates financial documents in dedicated workspaces.
• Contributes to internal control within your area of responsibility and applies the identified corrective actions.
Mission3: Operational Execution
Responsibility 1: Regular maintenance of Accounting
• Make daily entries in the Accounting Information System (SI) (and in the country IF necessary), ensuring that seat descriptions are accurate and consistent with accounting assignments and that all required fields are completed, according to the HI account plan (and the country’s accounting plan, if necessary).
• Receive supporting documents and translate essential elements into one of HI’s working languages (French or English).
• Formalizes requests to create or close account diaries in the accounting IS.
• Prepare all documents for the monthly and annual closing of accounts.
• Create Immo sheets (fixed assets) in the accounting IS and send the identification number of the fixed assets to Logistics for registration in the Equipment Monitoring Table.
• Request the exemption from Value Added Tax (VAT) and prepare the declarations (if applicable).
• Prepare any backup document requested by internal or external auditors.
• It may be necessary to temporarily replace a member of the accounting / finance team.
• Keep local accounting up to date and present the information to control entities.
Responsibility 2: File Accounting Documents
• Produces proof of accounting documents.
• Ensures the readability and regular scanning of backup documents.
• Monthly archive the scanned documents on a server and the paper documents in a place that guarantees their physical integrity.
• Sending the backup documents in digital and physical to the central office (Bolivia) on a regular basis, 15 days after the end of the month
Responsibility 3: Make Payments and Pay advances
• Produces proof of accounting documents.
• Enter and disburse money from the boxes for which you are responsible and record the movements in a cash book.
• Pay advances, record them in an advance book, and make up for them.
• Periodically check the cash balances against the cash book and the advance book.
• Supervise the availability of cash in the boxes and alert Treasurer if there is a risk of not covering the expenses during a certain period. It prepares a verified and approved cost projection by the Project managers.
• Prepare checks and bank transfer orders, present them to the bank’s signatories, and keep a copy.
• Oversee the number of checkbooks available and order new ones as needed.
• Adheres to security, custody and alert procedures to your supervisor in the event of an incident.
Responsibility 4: Guarantees the Quality and Availability of Backup Documents.
• Verifies the admissibility of supporting documents with respect to HI and the country’s regulations, records them in the Accounting Information System (SI) and files them.
• Oversee advances and their supports.
• Prepare supporting documents requested by internal or external auditors.
Responsibility 5: Accounting and Financial Management of Partners
• Review the documentation sent by the partners as the justification of expenses and make the corrections.
• Retrofeed the Administrative and Financial Manager on the disagreements found and the aspects to improve on the part of the partner.
• Produces an analysis of the capacities of partners in the financial field (for example, budget monitoring tools) and, based on this analysis, develops a capacity development plan for these partners.
• Produces an analysis of the capacities of partners in the financial field (for example, budget monitoring tools) and, based on this analysis, develops a capacity development plan for these partners.
• Support the Project Manager in the periodic monitoring of the partner’s budget (s) and in the actions to be taken in the event of a diversion.
• Enter any change in the accounting of costs and budgetary modifications related to the associations in the Financial Information System (FIS).
• Helps partners organize to meet the deadlines of the financial calendar.
Responsibility 6: Contributes to financial and budgetary management.
• Participate in the construction and adjustment of budgets with those responsible for the budget.
• Provides budget managers with regular budget monitoring reports and helps them use tools.
• Prepare and update resource allocation tables ( human, logistical, etc. ) and communicate them to interested departments.
• Integrates budget adjustments to budget monitoring tools and enters cost accounting modifications into the Financial Information System ( FIS ).
• Contributes to optimizing the use of HI’s own funds.
• Meets the terms of the HI financial calendar.
• Consolidate cash flow needs within your area of responsibility.
• Prepare answers to questions from internal and statutory auditors.
• Contribute to the financial management of institutional financing in accordance with the guidelines of “ donors ” and contractual obligations.
• Helps with the writing of financing proposals for institutional donors; compile proposals from multiple programs when the program is a leader.
• Optimize financing schedules (coverage of office and support expenses) in the drafting or revision of institutional financing proposals.
• Ensures that donor obligations are realistic and consistent with HI procedures (payment dates and methods and financial reports, expense justification methods, exchange rates, audits, etc.)
• Informs budget managers about the financial rules of institutional donors and verifies their application.
• Verify monitoring of funding costs and provide budget managers with donor budget monitoring reports. It oversees consumption rates, issues alerts in case of risk of non-compliance with flexibility rules and anticipates diversions by preparing contractual modifications with its interlocutors.
• Produces financial reports for institutional donors in accordance with donor guidelines.
• Prepare payment requests for donors and inform your direct superior in the event of a (possible) delay in payments.
• Enter information regarding donor contracts into the FIS: donor budgets, cost accounting and budget modifications, schedules, reports, etc.
• Prepare answers to questions from internal auditors and donors.
• Archives budgets and financial reports shared with institutional donors (with an internal and external version) in dedicated storage spaces.
Responsibility 7: Operational implementation of HR.
• Support in the recruitment and selection of personnel: Publication of vacancies, reception of resumes, coordination of interviews, verification of references, among other tasks related to the hiring process.
• Personnel administration: Maintenance of employee records, monitoring of licenses, vacations and absences, as well as the preparation of employment contracts and other documents related to personnel management.
• Benefit management: Assist in the administration of benefits such as health insurance, life insurance, pension plans, among others, as well as providing information and support to employees regarding their benefits.
• Training and development: Coordination of training and development activities for staff, including the organization of courses, workshops and training events.
• Payroll management: Collaboration in the process of calculating and paying wages and benefits, as well as preparing and reporting related to payroll and corresponding taxes.
• Legal compliance: Ensure that the company complies with all the labor laws and regulations in force in Bolivia, as well as keep the records updated and comply with the reporting requirements.
• Conflict resolution support: Provide support in the management of labor disputes, investigating employee complaints and helping to find effective and fair solutions. Prepare the payroll
• Archives budgets and financial reports shared with institutional donors
• Contributes to the dimensioning and quality of the Program’s resources.
• Contributes to the budget process in its geographical area and controls the salary mass of personnel.
• Contributes to compliance with the quality of the contracting process.
• Participates in the HR reporting schedule of the Program and helps meet global HI HR deadlines.
• Participate in local NGO meetings on HR issues.
• Guarantees the application of the HR cycle in its geographical area.
• Helps to identify training needs and to develop and monitor the training plan in its geographical area.
• Guarantees the quality of the administration of the HI personnel present in its geographical area.
• He is responsible for the administrative monitoring of international personnel in the country (vacation, R&R, perdiem, visas, etc.)
• It is responsible for the application of the HI social security policy in an equitable manner and in accordance with local legislation.
• Contributes to the management of ongoing conflicts with third parties or employees in Bolivia, together with its head of HR (Region).
• Contributes to the identification of the legal and fiscal risks of HI in Bolivia.
• Develops Bolivia’s HR strategy.
• Collects Bolivian HR data and indicators that are useful for managing the HR part of the STRATOP of the Program and helps to map and mitigate HR risks. Implement and monitor the HR action plan for the country.
• Implement standards, contribute to HI accountability in your area of responsibility.
• You are responsible for applying HI policies and frameworks in your country. Helps adapt HR frames according to the specific local context.
• Ensures compliance with HI HR legal obligations in Bolivia and manages the renewal of legal documents when necessary.
• Responsible for audit and filing procedures.
• Helps to ensure compliance with the rules applicable to donors in their area of responsibility for all projects.
• Updating and creation of administrative, financial and accounting procedures and policies.
Other functions assigned to him by his immediate boss that are not incompatible with his position and that are not detrimental to his other functions and working conditions
REQUESTED PROFILE
• Bachelor of Public Accounting ( CPA )
• A minimum of 2 years of experience in financial monitoring of humanitarian projects.
• Experience in administration and HR is a plus.
• Experience in the use of computers and office software packages ( MS Word, Excel, etc. ).
. Advanced Excel ( dynamic table management ).
• Experience in managing accounting software.
• Work experience with INTERNATIONAL NGO a plus.
TRANSVERSAL COMPETENCES
• Sensitivity to humanitarian work
• Commitment and ethical behavior
• Cooperation and communication
• High capacity for numerical analysis
• Synthesis capacity
• High planning capacity,
• coordination and negotiation (internal and external)
• Sensitivity to humanitarian work
• Cooperation and communication
• Adaptation to change and Resilience
• Agility and innovation
PERSONAL COMPETENCES
• Ethical values and constructive criticism
• Spirit of cooperation / collaboration (look for feedback / listen)
• Sense of responsibility (internal / external)
• Diplomacy
• Audacity (sample initiative / entrepreneurial temperament)
• Resilience in the face of stress and uncertainty
• Self-criticism (listen and seek to improve)
• Pragmatism, ability to adapt easily
• Autonomy and sense of responsibility (focused on results and prioritization capacity).
• Cultural, diversity, gender, religion, race, nationality and age sensitivity
• Commitment to the mission, vision and values of HI.
How to apply
CONDITIONS
Contract type: labor – fixed term
Duration: on 12/31/2024
N ° of vacancies: 1 Location: La Paz – with possible trips inside.
Start date of work: April 22, 2024
Salary: Confidential according to the salary ranges established for said position.
How to apply: People interested in applying for this position should send their Life Sheet to [email protected] by indicating in the Subject: OFFICIAL OF FINANCES AND RRHH BOLIVIA.
Maximum application date: April 14, 2024.
Important note : “ All labor applications will be treated with the strictest confidentiality and must comply with the policies of (Disability, gender and age; PEASS, fight against fraud and corruption, child protection and code of conduct). HI, being an organization that promotes the labor inclusion of people with disabilities, encourages this group of people to apply for this position. If you want to request reasonable adjustments during the application process, send an email to [email protected] indicating in the body of the email to our selection team to provide reasonable adjustments to the application.
Only the people selected for an interview will be contacted ”. Only people selected for interview will be contacted
