ATTACHMENT 2
WWF GUIANAS REGIONAL PROGRAM OFFICE
JOB DESCRIPTION
Position title: Grants Manager/Human resources Officer
Reports to: Finance and Administration Manager
Supervises: n/a
Grade:
FLSA Status: Exempt
Location: Paramaribo, Suriname
Date: January 2009
I. Major Functions:
Under direct supervision of the Finance and Administration Manager (F&A Mgr.), the Grant Manager/Human Resources Officer performs a variety of duties in support of the Grants Manager/Human Resources function. He or she will assist in processing and managing of all grants and other agreements in Suriname, and ensuring that all Grantees and Contractors comply with the terms of their respective agreement. Establishes and maintain Human resources files and systems for monitoring effective Human resources administration for the staff in Guyana and Suriname. This function is achieved by using initiatives, judgment, tact and diplomacy and good communication with all staff at all levels.
II. Major Duties and Responsibilities:
1. Coordinates with the Finance and Administration Manager (F&A Mgr.) the preparation of the annual operations and grants budgets in Suriname. Works with consultants, Program Officers representatives, and other Guianas staff to gather financial data on assigned projects.
Assists the F&A Mgr. in the project review process, ensuring that systems are in place to facilitate interaction among the Guianas Regional office, its sub-offices, WWF-US, and the Country Team project review teams.
2. On a monthly basis reconciles the grant accounts of Suriname in ACCPAC with the Accountant to ensure that balances are accurate and updated in the grantees’ files;
3. Reviews and processes grant requests, including preparing authorization documents, securing signatures, distributing documents, and preparing appropriate paperwork for prompt payment.
4. Prepares grant award documents and other agreements for the F&A Mgr. review, working with the relevant Program Officer(s) to draft special provisions as needed.
5. Responsible for maintenance of information and files pertaining to project grants, consultancies, field projects, and other agreements. Revises and analyses all Grantees financial reports for compliance with agreements. Regularly monitors on-going compliance with WWF reporting requirements and individual project deadlines. Ensures all project reports are acknowledged and routed to appropriate individuals for review. Notifies recipients of delinquent reports; informs F&A Mgr. and relevant Program Officer(s). Notifies Program Officers of any problems/discrepancies and provides technical assistance to grantees in resolving problematic issues.
6. Maintains a thorough understanding of WWF administrative and financial systems (e.g. the project approval processes) to ensure all WWF-issued agreements are processed timely and in accordance with WWF policy and procedures.
7. Establishes and maintain Human resources files and systems for monitoring effective Human resources administration. Maintains employee records in compliance with WWF-US policies and procedures as well as local labor laws. Insures that all files are in order and up to date. As instructed, establishes and maintains supervisors and office files.
8. Coordinates the recruitment process from advertising, screening and selection of the best candidates for each open position. Coordinates interviews and reference calls and documents the process. Maintains a database of all short-listed candidates. Establishes and runs a periodic orientation/induction program for new hires. Organises and coordinates regular in-house orientation sessions, as needed, on various topics of interest to the staff.
9. Ensures that the annual performance evaluations and the interim performance assessments are carried out in an effective and efficient way.
10. Obtains legal, fiscal and labor advice when necessary or specifically requested. Reviews local payroll service, including payment of taxes and compliance with government fiscal/labor requirements, in accordance with Human Resources policies and procedures, and local requirements.
11. Prepares contract/appointment letters for staff, interns and volunteers after due authorizations and budgets are secured. Alerts managers if a contract is nearing expiry date. In coordination with respective supervisors, and after due authorization extends/updates contracts/job descriptions of staff.
Ensures that the staff pension enrollments are initiated on a timely manner according to the provisions, and correct contributions are made by HQ in a timely fashion. Updates staff on pension facility. Acts as administrator of the payroll system for Suriname. Uploads salary funding sources in coordination with the F & A Manager, ensures that all staff fills out their monthly timesheets, checks accuracy and forwards to the Accountant each month for payroll processing.
12. Conducts orientation sessions for staff on their benefits and compensation entitlements. Keep track of changes in organisational policies, service rules and benefits by HQ and updates relevant staff of the same.
Initiates and maintains insurance policies (medical, life and group personal accidents) of the staff members and is updated at all times. Keeps staff updated on the same. Ensures staff gets the medical facilities as per the policy. Keeps staff updated on travel insurance and SOS insurance coverage negotiated by HQ.
Keeps track of staff leave records and ensures that staff updates accurate records in their timesheet.
13. Participates in compensation and benefits survey through job matching, data gathering and analysis. Provides support in analyzing survey data against WWF jobs. Continuously keeps abreast of peer organizations’ staff benefit policies.
Participates in periodic HR audit/assessments facilitated by HQ and addresses any queries regarding HR issues.
14. Responsible for completing other assigned tasks and carrying out duties relying on own initiative and independent action to assist supervisor with scheduling and completing work assignments.
III. Supervisory Responsibilities: n/a
IV. Working Relationships:
1. Internal: Interacts frequently with the WWF Guianas Office staff, especially the F& A Manager, and other WWF-US staff.
2. External: Interacts regularly with administration staff of grantees and others.
V. Minimum Qualifications:
1. Knowledge: Bachelor’s degree in Accounting/Management or Finance. Affinity and knowledge of Human Resources issues is a plus.
2. Experience: At least five years of grant management experience, with word processing and spreadsheet familiarity required. Experience with Human Resources issues is desired as well as experience with an international organization.
3. Skills and Abilities: This position requires good people skills, tact and diplomacy as well as fluency in English and Dutch. An excellent interpersonal and managerial skill is required. In addition, the position requires attention to detail, the ability to keep accurate administrative records and the ability to prioritize effectively and work accurately under time constraints using initiative and judgment. Advances computer skills are essential.
4. Candidates should enjoy facilitating the work of others. Personal interest in national and international conservation and development issues is desired.
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Prepared by: Dominiek Plouvier Date:
Accepted by: _______________ Date: ______________
Approved by: Date: ______________
