Head of Finance & Operations

at ProtectDefenders.eu
Published January 31, 2025
Location Brussels, Belgium
Category Finance  
Job Type Full Time  

Description

The Head of Finance & Operations plays a key role in supporting the Director and the Board in the strategic budgeting, financial analysis, budget monitoring and financial forecasting. The Head of Finance & Operations facilitates and coordinates the yearly budget and yearly accounts of the Secretariat, in collaboration with the Director of the Secretariat, the Head of Programmes and the senior program staff, for the Board to make sound informed decisions.

The Head of Finance & Operations reports to the Director and will support the Director in the oversight, development and implementation of the organizational strategy, the daily management of the Secretariat and in bringing together and coordinating the different areas of work of the Secretariat

Key Responsibilities:

As a member of the Senior Management Team:

Provides key strategic support to the Director in the daily management and decision-making of the Secretariat, and in the effective implementation of the financial processes in order to maintain high standard of financial management and control;
Works closely with the Head of Programmes to ensure sound, efficient and relevant programme implementation in line with budget availability;
Provides regular inputs, information and report to the Director and the Board on the financial accounts and budget issues, and gives accurate and sharp analysis of the overall financial health of the Secretariat;
Ensures timely recommendations are presented to the Director and the Board on financial matters that need decision-making to enable sound, informed and collective decision- making to ensure financial stability, sustainability and resilience;
Provides key, clear, timely, and accurate regular financial reporting to the Director and the Board to assist in effective financial governance, leadership, and management of the Secretariat’s overall financial health;
Offers regular sharp analysis of the Secretariat’s general accounts, financial health, forecasting and trending, and alerts the Director and the Board of risks and opportunities, providing recommendations to mitigate risks;
Facilitates, oversees, and coordinates the development of internal policies and in the financial governance of the Secretariat including in:
Elaboration, updating, and implementation of the Financial Guidelines;
Development/updating of financial policies, guidelines and/or procedures;
Feeds into the reflection about the strategic direction of the Secretariat and about the measures needed to safeguard financial stability, sustainability and resilience;
Assumes responsibilities as delegated by the Director and the Board where needed and appropriate.
As Head of Finance & Operations Team:

Provides strategic direction and guidance to the F&O Team and enhances transparent, collective and collaborative team work of the Secretariat F&O staff;
Ensures effective management and implementation of roles and responsibilities of the Secretariat’s finance/HR officers;
Develops the team work plan and ensures its implementation and enhances team work, collaboration, leadership and transparency within the team and with program teams;
Facilitates and leads the finance functional team in the development and implementation of financial management best practices;
Is responsible for financial management and financial control policies, guidelines and/or procedures including a robust Budget Implementation and Monitoring Procedure to ensure accurate and timely financial reporting submitted to donors and to external auditors;
Is responsible for ensuring regular, secure payments between the Secretariat, the partners and the grantees and is responsible for supporting the finance officers to ensure funds are securely transferred;
Supports the update of the Finance Manual and stewards its implementation and compliance;
Facilitates effective and timely coordination between the F&O team staff and program teams in implementing and respecting donors’ requirements and budget guidelines (budgeting, eligibility rules and financial reporting) for accurate reporting;
Ensures delegated work within the team and work in close collaboration with the Program Team in the development of the Secretariat Annual Budget (including implementation and monitoring);
Maintains and delegates tasks within the team to maintain external relationships with appropriate contacts, e.g. auditors, payroll/salaries/benefits handlers, bank, external accountants, external IT support services and any other external contractors;
Oversees logistics support and other administrative tasks carried out by the Secretariat;
Oversees the Human Resources management of the Secretariat, in collaboration with the Director, and oversees the HR/payroll administration function;
Manages, in collaboration with the Director, IT equipment and solutions for the Secretariat, in coordination and the support of IT external contractors.
Line Management:

Supervise and support the finance department, currently consisting of 3 officers
Qualifications:

Bachelor's degree in Finance or any other related field. A Master's degree is preferred.
At least 5 years of relevant working experience, preferably in the field of human rights or international development.
Excellent written and verbal communication skills, with the ability to present complex information in a clear and compelling manner.
Fluent in English; knowledge of French/Dutch or any additional languages is an asset.
Ability to travel as required.

Please provide an updated CV and a one-page letter of motivation that pertains to the position for which the candidate is applying.

No use of AI for letter writing accepted.

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