Director of Administration and Finance

Job Description

OTHER SOLUTIONS Consulting (OSC) is a dedicated company which provides 3 types of risk management services: operational support; coaching and mentoring; training. OSC ensures that its clients understand their operational threats and reduce their vulnerability in high-risk areas, mainly Western, Central and Eastern Africa, the Middle East, North Africa, and increasingly Western Europe.Our team is composed of permanent staff and a pool of external international consultants.OSC seeks a responsible, self-driven professional to manage the global administrative, financial and HR aspects of the business from its London office. S/he reports to the Managing Director and supervises the support team and any potential interns. S/he works in close coordination with the Managing Director and the Operations Manager.HR Management (30%)The DAF is the primary focal point for matters of HR by focusing on enhancing professional development, compensation and benefits, performance evaluation, training, and recruiting. S/he ensures that recruiting processes are consistent and streamlined and that staff contracts are effectively enforced. S/he creates and manages appraisal forms and processes, and supports the supervisors establishing targets and objectives. S/he establishes and oversees salary grids and annual increments, based on the supervisors’ inputs and the result of appraisals. S/he creatively evaluates and proposes items of professional development, establishes and manages a comprehensive training program to educate employees regarding staff tools, policies, and procedures and office welfare —including for external consultants. S/he keeps the roster of consultants regularly updated by reaching out regularly to the market and by maintaining quality contact with the consultants. S/he also collects and centralizes feedbacks from staff and consultants and supports the Director in taking informed decisions relevant to HR management. S/he provides support to all in order to maintain a quality working atmosphere at the office; making sure in particular that everyone is engaged, involved, and has a meaningful share in the development of the company. S/he is creative in the development of tools for HR optimization (time management, work/life balance, learning by-doing, one-to-one dialogue, etc.).Financial Management (30%)The DAF oversees and leads annual budgeting and planning process in conjunction with the Director; administers and reviews all financial plans and budgets; monitors progress and changes; and manages organizational cash flow and forecasting. S/he develops financial tools and projections to orient OSC business strategy that will inform such capital areas as HR decisions, business development strategies or company investments.S/he analyses and presents financial reports in an accurate and timely manner; clearly communicates monthly and annual financial statements.S/he implements a robust contracts management and financial management/ reporting system; ensures that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.S/he updates and implements all necessary business policies and accounting practices; improves the finance department’s overall policy and procedure manual.The DAF also supports the Operations Manager in the preparation of bids by informing decision on profit margins based on financial strategies and building proposal budgets.Backstopping (20%)The DAF supports consultants in carrying out their assignments and delivering their objectives in two ways. S/he leads the administrative and financial side of backstopping by co-building an operational budget with the Operations Manager (s/he sets expenditure limits), and making sure that the consultants’ travels, visas and contracts are taken care of. S/he also participates in the technical side of backstopping under the responsibility of the OM, which includes client relations, project management of contracts, and supervision of consultants.Office Management (20%)The DAF ensures that bills (utilities, outsourcing contracts, etc.) are paid; keeps track of insurances and other office supports. S/he ensures that the office always has the right amount and quality of equipment and consumables to operate efficiently. While s/he takes responsibility for this category of tasks, many will be progressively delegated to the Admin Assistant so that s/he can increase her/his involvement in other categories (esp. business development and HR management).PROFILEMinimum of a BA, ideally with an MBA/CPA or related degreeAt least 2 years of relevant experience in profit or non-profit organisation/business companyThe ideal candidate has overseen an HR function previously and has experience of final responsibility for the quality and content of all financial dataFluent oral and written in both English AND French is mandatoryIT literate: strong knowledge of Microsoft Office Pack is mandatoryProven ability to work efficiently under pressureA successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision makingCommitment to training programs that maximize individual and organization goals across the organization including best practices in HR activitiesExcellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholdersA multi-tasker with the ability to wear many hats in a fast-paced environmentInterest in the Aid and Development sectors - a previous experience in these sectors is an advantagePersonal qualities of integrity, credibility, and dedication to the mission of OTHER SOLUTIONS"Elegance under pressure" (a.k.a. "grace") and sense of humour a big, big plus in a small team Required skills

Finance

French

Human Resources

Project Management

Plain English

Keyskills :
Finance French Human Resources Project Management Plain English