Finance, Human Resources and Administrative Manager (Part-time) at Victim Advocates International

Background to Organisation

Victim Advocates International (VAI) is a global movement for victims of serious international crimes. For too long, victims of serious international crimes, including war crimes, crimes against humanity and genocide, have been passive observers of foreign courts and justice mechanisms. VAI was established to disrupt the way in which victims are viewed in international justice processes. It will do this by increasing their influence through collective action, and by providing resources to support victim groups to pursue their vision of obtaining a form of justice that is meaningful for them.

VAI is a platform for Victim Associations- similar to a union, where groups of victims can become members of a global movement. Becoming a member of VAI gives Victim Associations access to the VAI Secretariat. The VAI Secretariat is a resource hub where victims can request support to understand how they can interact with judicial mechanisms; access resources on how to develop their own movement; and connect with other Victim Associations around the globe to understand what other groups in similar positions do.

VAI works with both established Victim Associations and specifically targets marginalised members of victim communities to create their own groups and develop their own vision for justice. By doing this, VAI ensures that the most marginalised of the marginalised can access justice mechanisms with their own voice.

2. Description of Position

This role is an exciting next step for an experienced Finance Officer looking to step up and demonstrate their leadership capability. VAI is a new and expanding organisation so we are looking for energetic and enthusiastic team members wanting to help build our vision. The Admin and Finance Manager will be an integral member of the VAI team as the key support person for the organisation across our Africa and Asia programming. The Admin and Finance Manager will be responsible for managing the administration, human resources and finance responsibilities of VAI.

The role is 3 days a week with the possibility to increase to full-time. The role is home-based, due to time zones, individuals living in East Africa and Asia are preferred.

Start date is January 2022.

Key responsibilities and results expected

Financial

Manages VAI financial records for both Asia and Africa programming, including inputting monthly expenses, collecting receipts and documentation and formulating reports indicating monthly balances;

Periodic reporting on the financial position of VAI for both Asia and Africa programming including income statements, statements of financial position, cash flow statement, bank reconciliation statement, budget reports.

Oversee and co-ordinate purchasing procedures including purchase requisition and procurement for both Asia and Africa programming.

Ensure proper controls are in place to safeguard the assets of VAI including maintaining the fixed assets register;

Manage the monthly payroll system for Asia and Africa programming;

Organises and manages financial records and backup documentation for internal and external audits and provides support to external auditors both Asia and Africa programming;

Manages partners’ fund request management including overseeing project budgets and documentation required for grant applications;

In collaboration with the Executive Director updates and amends VAI Finance Manual;

Donor follow up regarding performance reports.

Administrative

Prepare for weekly team meeting, take minutes and prepare reports;

Manage Board Meetings including documents, scheduling, meeting minutes; follow up documents;

Scheduling and travel arrangements for team members;

Manages organisation SharePoint cloud to ensure smooth operation, easy access and information sharing;

Manages relationship with external vendors and organisational service providers;

Administrative tasks as requested.

Human Resources

Prepares contracts and other human resources tasks as required for both Asia and Africa programming;

In collaboration with the Executive Director, updates and amends VAI Human Resources Manual

Implements organisation human resources policy across Asia and Africa programming including information management and employee feedback and review;

Collects, electronically file human resources files, travel requests, advance requests, and insurance documentation, and send to relevant management staff where necessary;

Skills and qualifications required

Bachelor’s degree or equivalent in finance and/or accounting;

Minimum 2 years’ experience in accountancy, bookkeeping, accounting and auditing clerks

Minimum 2 years experience maintaining accounts, grants and financial reporting for an international NGO;

Experience managing cloud software, advanced Excel skills and familiarity with Xero accounting software;

Sound knowledge of administrative standards and procedures;

Ability to follow and, where necessary, develop and amend organisation financial policies.

Ability to work independently and demonstrate leadership;

A sharp eye for detail and strong personal organisational skills;

Strong capacity to work independently and cooperate well with an international team;

High level of English language skills

Reporting lines and duration of contract

Reports to

Executive Director for Asia programming

Africa Director for Africa programming

Duration of position

6 months with an option to extend, subject to a 3 month trial period.

Send your CV and an expression of interest (within the email, rather than as a separate document) to c.brown@victimadvocatesinternational.org. VAI is looking for someone to start as soon as possible; applicants will be considered as they come in, and early applicants will be at an advantage.

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