Finance/admin Officer

I. Background ACTED (Agency for Technical Cooperation and Development) is an international NGO founded in 1993 and headquartered in Paris. ACTED provides relief assistance to victims of conflict and vulnerable populations. Its activities range from emergency relief to development projects. In 2005, ACTED implemented more than 300 projects in 35 countries spread over Africa, Central Asia, Europe, Latin America and the Middle East.  II. Assignment The Area Finance/Administration officer is responsible for ACTED Finance, Administration and Human resources (staff management, recruitments, filing and training organization in intervention Area). S/he is also in charge of the area’s accountancy and of the financial follow-up of projects that ACTED is implementing in the region. II. Responsibilities Draft/prepare all administrative letters in Area level; Prepare all Administrative Documents such as internal notes, regulation, memos etc; Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level; Organize meetings with authorities in area level for ACTED Senior management & Area Coordinator; Follow up of Legal-related issues, in coordination with Capital HR dept. Ensure compliance of ACTED to legal requirements of the area of intervention; Management of ACTED premises lease & ensure contract are updated and renewed for each premises; Manage the guests in GH and set regular follow up/management regarding payment with Finance. Manage the ACTED office and GH Respect existing financial procedures and send all accounting documents to Country Office Follow-up financial indicators of ACTED’s projects Help the Country Office to have a clear vision of the area’s financial situation                                               Budget Control: Accountable of his area accountancy Follow up of financial and accountancy procedures of ACTEDIraq Accountable of efficient flow of financial and accountancy information to Country Finance Financial accountability of his area’s project                                                                                                Cost Control: Ensures that all resources of his area is allocated on the project Ensures that the running cost of his area is not raising up from the standard norms Ensures that non allocated resources are not used on any project, unless an approval is given by the CFM             Internal Control: FLAT Management in the area level; Accountable of procurement documentation; Ensures that all resources of his area is allocated on the project Management: Management of public holidays & keeping informed all bases/staff (national/International). Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments; Ensure all staff (national & international) have comprehensive ToRs; Follow up of staff appraisal form with relevant department managers; Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator; Management/Follow up of staff leaves, provide necessary forms for staff, while needed; Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects) Manage the presence of ACTED International staff in Area GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc) Supervise the work of Cleaners in Office and GH; Reporting: Sending monthly reports Staff list/Staff Changes report to be sent to Capital HR dept. Staff Costs report to be sent to Capital HR dept.