Finance, HR & Administration Coordinator

Contract

This is a DRC - National contract. More about DRC - National contracts.

Who are we?

Danish Refugee Council (DRC), one of the world’s leading humanitarian NGOs, is looking for an experienced coordinator within finance, HR and administration to support the opening of DRC’s representation in Berlin, Germany. In line with DRC Strategy 2025, DRC wants to strengthen its position vis-à-vis German humanitarian and development actors to forge strong partnerships to work towards increased protection and enhanced inclusion for conflict and displacement affected persons globally.

About the job

Based in Berlin, you will report to DRC’s Representative in Germany, cooperate, and closely coordinate with colleagues in DRC Headquarters in Copenhagen and the offices in Brussels and in Geneva to ensure smooth cooperation across offices. This role provides broad support to the further set up and development of DRC’s Representation in Germany and ensures compliance to DRC procedures and guidelines related to and within the Representation. The role contributes to the development of the strategy for DRC in Germany, which is translated into action plans and day-to-day tasks. A key responsibility is to fulfil daily administrative, accounting and HR tasks and coordinate financial functions and services. The role is expected to develop as DRC Germany evolves.

Your immediate main duties and responsibilities will be:

Financial Management:

• Provide monthly/quarterly financial indicators and reports and support and ensure regular follow up on finance, budget and spending in line with DRC Policy and procedures. DRC uses a MS Dynamics ERP System for all transactions.
• Provide technical assistance to DRC HQ Finance Department to ensure awareness of and compliance with financial donor requirements (German donors only).

Accounting & auditing:

• Post and pay staff salaries, expenses, purchase invoices, office costs etc. in MS Dynamics
• Ensure sufficient documentation for accounting & audit purposes
• Monthly reconciliation of Bank, Credit Card and Petty Cash
• Prepare and provide supporting documents for donor-required audits.
• With DRC HQ, Supply Chain and HR, ensure compliance with GDPR & German Data Protection regulations

Administration:

• Ensure timely updating and renewal of organisation registration certificates

• Support the Representative on the running of DRC Germany formal organisation in accordance with German non-profit organisational regulations

• Handle contractual matters regarding renting of office space, maintenance, and supplies as required and as DRC Germany develops

• In coordination with DRC HQ Finance Department submit the annual tax declarations for the German office.
• In coordination with the Representative, draft official letters to German authorities and translate documents as needed.
• Provide support to coordination of meetings and events.

HR:

• Work closely with payroll provider and liaise with German tax and social security authorities
• Advise and assist the Representative in Human Resources matters and recruitment and ensure that the Representation complies with all relevant DRC HR policies and German regulations.
• Act as focal point for Code of Conduct of the Representation in Germany.
• Support implementation of compensation, benefits & HR Policies. Develop Staff Human Resources Handbooks for DRC Germany as necessary
• Work closely with DRC HQ to share information and provide support as required and ensure compliance with German Legislation and HR regulations.

Donor financing:

• Budget control, planning and reporting:
• Develop and ensure the implementation of shared cost tools
• Liaise with Program Managers on regular budget monitoring
• Prepare and use budget control tools for regular budget follow up
• Prepare and assist in issuing donor reports
• Support the development of new proposals with financial information for budgeting

About you

To be successful in this role we expect you to be experienced within Finance & Accounting and/or HR & Administration coordination, and to be flexible, open and solution oriented. The Duty Station is Berlin, and you will report to the DRC Representative in Germany. All employees should master DRC's core competencies: Communicating, Taking the lead, Collaborating, striving for excellence and demonstrating integrity.

Specifically, we expect the following:

Required

• University degree in Accounting, Business Administration, HR Management, or equivalent
• Professional work experience of minimum 5 years within support functions in international humanitarian/development work
• Knowledge of German requirements for gGmbH structure
• Knowledge of German HR and tax related regulations
• Knowledge of the German government landscape
• Professional proficiency in German and English, and ability to live and work in Berlin

We offer

Contract length: One year+ with the possibility of extension pending funding.

Duty Station: Berlin, Germany

Start date: as soon as possible.

This is a national position for which local terms and conditions apply.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.

A****pplications sent by email will not be considered.

Closing date for applications: 9 January 2024. Interviews are planned in the week of 15 January.

Further information

For questions regarding the vacancy please contact the DRC Country Representative, Marten Mylius at [email protected]

For further information about the Danish Refugee Council, please consult our website drc.ngo.