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Finance, HR and Administration Coordinator (m/f/d) - Sri Lanka

Permanent employee, Full-time · Sri Lanka

Background
Form of Employment: Full-time
Starting Date: As soon as possible
Duration: 6 months, with the possibility of extension
Location: Colombo, Sri Lanka    
     
Background:
  Democracy Reporting International (DRI) is a non-partisan, independent, not-for-profit organisation registered in Berlin. DRI promotes political participation of citizens, accountability of state bodies, and the development of democratic institutions worldwide.

  DRI is currently recruiting a full-time Finance, HR and Administration Coordinator for its Country Office in Colombo, Sri Lanka. Under the overall supervision of the Programme Director or his assigned representative, the Finance, HR and Administration Coordinator will ensure that the country office and management of project funds, meet all donor requirements, Sri Lankan legal requirements, German bookkeeping requirements as well as DRI internal policies and procedures, including procurement, recruitment and human resources, reporting, and legal matters. The Finance, HR and Administration Coordinator will be responsible to line-manage a finance and administration team of two staff.
   
Your tasks
  Compliance
  • Ensure that the DRI Sri Lanka office meets all donor requirements, Sri Lanka legal requirements, German bookkeeping requirements as well as DRI internal regulations;
  • Draft and oversee implementation of all     administrative policies, procedures and templates;
  • Prepare documentation for external audits and     expenditure verification, including evidence of payments, procurement and     activities as well as compiling the audit samples as required.
  Finances and donor reporting
  • Be responsible for the monthly financial     reports to DRI Headquarters and budget monitoring;
  • Forecast cashflow requirements and prepare     monthly wire transfer requests;
  • Prepare (activity-based) budgets, budget     amendments and donor financial reports as per donor requirements;
  • Manage the local bank accounts and process     payments (cash and bank) and prepare all accounting records;
  • Manage the partners assessment process     according to DRI’s policy;
  • Provide training and financial guidance to     subgrantees and project partners and oversee controlling of their     financial reports and payment requests; 
  • Ensure that all invoices and receipts are collected,     classified and stamped in accordance with the structure of the budget and     DRI cost centre; 
  • Oversee procurement processes and ensures     accurate procurement documentation;
  • Act as a main contact person for financial and     administrative external stakeholders (bank, lawyers, state authorities     regarding office registration, sub-grantees).
Human Resources
  • Support the team with recruitment of candidates for open positions in coordination with Head Office, the approval and signature of timesheets, payroll preparations and payroll related statutory compliances;
  • Preparation of contracts and contract     amendments;
  • Preparation of employment and work     certificates;
  • Further development of HR processes (e.g.     onboard and offboarding processes) and mapping this in our HR Management     Software Personio.
Management
  • Manage the DRI Sri Lanka office, including     rentals/landlord relations, fixtures and
  • maintenance, IT issues, utilities/supplies,     and maintaining/updating the inventory of assets;
  • Line-manage a team of two staff member,     including the delegation, review and quality check of tasks and input for     staff’s performance appraisals.
Administration
  • Develop an electronic and physical filing     system for administrative and financial records. Electronic filing will be     done with SharePoint in the future.
Other relevant duties, as required.
   
Your skills and experience
  Required:
  • University degree in finance, accounting, business administration / commerce;
  • Minimum of five years of relevant experience     with monthly financial reporting, cash flow forecasting, budget     development and expenditure forecasting, preferably on democracy related     projects in a non-governmental organization working on the basis of donor     regulations;
  • Experience with European donors funded     projects and in working with subgrantees;
  • Demonstrated experience in contributing to the     development and review of organizational finance and administration     policies, procedures and guidelines;
  • Ability of supervise and manage professional     and support staff;
  • Understanding and demonstrable experience of     human resources, information technology, procurement and logistics aspects     of administration; 
  • Strong coordination and communication skills     and experience working with a range of stakeholders including from the     profit and non-profit sector such as service providers, CSO/NGO     representatives etc.;
  • Excellent attention to detail to numbers and     commitment to quality;
  • In-depth of knowledge and experience in     working with Microsoft (MS) Excel 
  • Strong proficiency in English, fluency in     Sinhala and/or Tamil;
  • Ability to travel nationally and     internationally;
  • Understanding of or interest in the political     context and democratic reform process in Sri Lanka is desirable.
  Preferred:
  • Initial experience in the use of digital tools     (HCM system, SharePoint).
What we offer
DRI offers you a job with flexible working hours, health insurance, training opportunities and the opportunity to work as part of an international and diverse team. The competitive remuneration for this position is aligned with DRI’s remuneration range for national employees.
Application Instructions
  If you are interested in this position, please submit your application (cover letter and CV). This position is subject to funding.

  Closing date for applications: 16 June, 2021. The position may be filled before the deadline has been reached, so early applications are encouraged.

DRI is committed to diversity and treats everybody equally, independent of gender identity, sex, pregnancy, race, ethnicity, nationality, religion, sexual orientation, age, ability, socio-economic status, political opinion (as long as respectful of democratic principles), or any other status protected by the laws in the locations where we operate.
   
About us
Democracy Reporting International (DRI) is an international, not-for-profit, non-governmental organisation committed to political participation and democratic governance around the world. DRI headquarters (HQ) is located in Berlin; DRI has country offices in Pakistan, Myanmar, Sri Lanka, Tunisia, Lebanon, and Ukraine and works with local partners in a number of other countries. The working language is English.


We look forward to hearing from you!
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