Finance and Administrative Officer

Objective 1: Cash management of the mission

-          Daily management of the cash box under the supervision of the line manager

-          Carry out expenses and advances payment, ensuring proper authorization procedure

-          Convert currencies at the line manager’s request

-          Check cash balances daily and report any discrepancies to the line manager

-          Ensure cash box security and confidentiality of information

-          Prepare the treasury sheet together with other departments and submit to Administrative Coordinator for validation

-          Manage the cash-flow and ensure that cash boxes are well supplied for all missions

 

Objective 2:  Accounting management of all missions

-          Keep the cash journal for coordination

-          Follow up advances and their accurate recording in SAGA

-          Record budget allocations and accounting codes of the expenses

-          Before recording, check that the supporting documents complies with established procedures

-          Ensure that accounting documentation is translated if necessary

-          Centralize accounting for different missions within SAGA and carry out the monthly closure

-          Carry out a monthly check of the cash books for other missions (description, accounting codes, analytical codes, monthly exchange rate, etc.)

-          Enter “other mission charges”, ensuring accuracy correct budget lines

-          Check cash box inventories and bank reconciliations for each Balzac of all missions

-          Carry out physical checks of supporting documents received from other missions

-          Archive accounting documents in accordance with established procedures

-          Ensure that the monthly accounting package is compiled and sent to HQ on time

-          Integrate the exchange rates sent by HQ into SAGA every month

-          Send SAGA to other missions following monthly integration at HQ

-          Monitor voucher creation for other missions and the return of documents to coordination

-          Sent original accounting documents for all missions to HQ every 3 months

 

Objective 3: Financial management of the mission

-          Assist the Administrative Coordinator reviewing existing mission policies

-          Ensure proper implementation of the internal policies (cash management policy, PD policy…)

-          Participate to the elaboration of budget proposals  upon request

-          Participate the MFP (Mission Funding Plan) twice year

 

Objective 4: HR management of the mission

-          Regularly update the national FU in accordance with MAGNA procedures

-          Prepare the monthly salaries calculation and submit to Administrative Coordinator for validation and payment

-          Update staff records and follow up HR deadlines

-          Guarantee a proper filing of national staff documents at coordination level

-          Consolidate and update the mission organization chart

-          Participate to national staff recruitment and guarantee that MAGNA policy is respected

-          Ensure that declarations and payment of taxes of staff are made to relevant organizations

-          Collect the necessary information for monitoring changes in the cost of living

-          Propose improvements to employee working conditions

-          Keep informed of all changes associated with employment law and employment in general

-          Continually ensure coherence between MAGNA HR policy and national laws

-          Ensure the administrative management of expatriates within the mission (file, visa, etc.)

-          Supervise the filing of international staff documents

 

Objective 5: Administrative management of the mission

-          Raise awareness among the team regarding the risks of fraud, corruption, abuse, etc. and help the Administrative Coordinator implement preventive control actions

-          Alert the Administrative Coordinator of cases of fraud, corruption, abuse, etc.

-          Assist the Administrative Coordinator during internal and external audits, implement follow-up of audits recommendations

-          Ensure that the administrative calendar is respected by the administrative team

-          Ensure completion of paper and digital filing, and secure administrative documents of the mission

-          Carry out a back-up of administrative files at coordination level on a regular basis and ensure the filling of these documents

-          Prepare and control tax payments (income tax, VAT…)

 

Objective 6: Other responsibilities

-          Introduce ideas on how systems could ameliorate future management

-          Assist in any other duty required by Administrative Coordinator

-          On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the Administrative Coordinator

-          Maintain internal & external relationships with other NGOs, authorities and other partners upon request

 

SKILLS & EXPERIENCE

-          Good communication (both oral/written) English & Arabic

-          Minimum 2 years’ experience similar with NGO

-          Computer skills, EXCEL/WORD proficiency required

-          Experience various accounting software; knowledge SAGA added advantage

-          Good analytical organizational skills

-          Good interpersonal skills

-          Good knowledge finance accounting, finance procedures policies

-          Demonstrated planning organizational as well verbal written communication

-          Good sense of organization and prioritising skills Team spirit but also able to work independently

-          Demonstrate a high level of ethical behaviour

-          Flexibility and capacity to adapt to changes Capacity to take initiatives

-          Work accurately and detail oriented

-          Maintain confidentiality sensitive information

-          Honesty and reliability