The Finance and admin Officer ensures accounting processes and systems are running effectively and efficiently to enable programme staff, other stakeholders and key partners to implement the organization programme for the needs of Syrian children. This position will be responsible for the compliance with external donor financial and administrative requirements, local regulation, organization policy, and risk management.

Position in the organisation

The Finance and Admin Officer will be based In the Northeast Syria and will be part of the Finance department reporting to the access and operation Manager at the Northeast Syria organization office.

 Partnerships

·         Review partners’ financial reports and supporting documentation, providing feedback to partners as necessary and flagging any compliance and any potential issues to Finance Manager.

·         Review regular forecasts of project budget utilization and monitors the resource allocation and spending of the respective implementing partners.

·         Monitors the budget for the implementing partners to ensure compliance with donor requirements and NGO’s policies and procedures by reviewing the BFU.

·         Submit the importing tool (Agresso) based on the final approved partner financial report to Finance Manager.

·         Verify completeness and accuracy of all documentation needed, that includes 1st reviewing, sending comments to partners, 2nd reviewing and cross checking with program team.

·         Archive and maintain record of all sub-award documentations and make it available for review.

·         Update the Partnership Tracker on a regular basis.

·         Supports and advises the programme team on all relevant finance issues regarding implementing partners project management with full coordination with Finance Manager.

·         Participates in regular meetings with partner organisations to ensure that the working relationship between them and NGO is positive, open, and conducive to the successful achievement of agreed objectives.

·         Coordinates with partner organisations to fully understand their work context and operating environment to ensure effective support is provided.

·         Review partner's instalments and payment requests.

·         Maintain a filing system of partners on the SharedPoint (PFA, Budget, Amendments, Approvals, Instalments, BVA, Forecast, Financial reports and supporting documents).

·         Lead/Participate in financial and general compliance monitoring visits to partners’ offices.

·         Check project budgets and submit to Finance Manager.

·         Prepare information required by auditors.

·         Any other duties as assigned by Area or Finance Manager.

Accountancy:

·         Process petty cash and daily payments including reviewing the receipts and eligibility.

·         Review vendors’ accounts monthly and take follow-up action to clear any outstanding balance.

·         Review and reconcile advance payments.

·         Follow up with Hawalah providers on monthly transfers and reconciliations.

·         Ensures that all bookkeeping/financial documents of partners and organization are compiled and organized according to international auditing standards.

·         Checks and verifies that all payments are done in accordance with NGO Financial & procurement rules and regulations.

·         Support in the preparation of periodic forecasts.

·         Involved in the budget creation process in cooperation with the relevant team.

·         Identifies and manages financial risks by tracking irregularities in financial documents or idenfifying potential compliance issues.

Financial Admin and other tasks

·         Ensure finance processes fully support the activities of the projects.

·         Provide data and analysis as requested by Finance Manager.

·         Maintain accurate files for supplier invoices, staff expenses claim, petty cash and credit card expenses.

·         Support with scanning and electronic filing of financial documents and receipts.

·         Provide project budget information and financial reports to project staff as requested.

·         Result: Finances are handled in such matter that all financial documents are done according to international auditing standards

Knowledge and Experience 

·         Preferably to have degree in accounting or similar degree;

·         Three years’ experience in similar positions with an NGO for an EU- or UNICEF/UNHCR funded project is preferable (if possible, UNIT 4 package);

·         Preferably previous experience working with children/refuges/vulnerable populations.

Skills and Competencies

·         Strong computer skills, Microsoft office and especially Excel;

·         Fluency in Arabic and English;

·         Cultural sensitivity;

·         Result-oriented;

·         Attentive to detail and cost-conscious;

·         Works well in small team;

·         Flexibility;

·         Strong multitasking and time management skills;

We Offer

·         A dynamic and challenging work environment, with opportunities to grow and enhance your skills.

·         A fair salary and comprehensive secondary benefits including opportunities to develop professionally.

·         Working as part of a multinational team who is hands on to make change happen!

Contract

The duration of the contract is 12 months with the intention to extend depending on performance and fund availability.

Job Location

Northeast- Reqqa, Syria.