Finance & Administrative Coordinator

Finance and Administrative Coordinator   Objectives The Finance & Administrative Coordinator will ensure the administrative, human resources, accounting and financial management of the organisation, under the direct responsibility of the Executive Coordinator.  He/She will be based at Mada’s Ain Remmeneh Office.     Internal interfaces  Executive Coordinator  Finance & Admin Officer  Project Coordinators  Board Members  Accountant   External interfaces Partner organizations Other non-governmental organizations, INGO Mada’s plate-form actors Banks Suppliers Funding bodies Auditors Ministry of Finance & Interior NSSF Lawyer   Mission 1: Prepare timely accounting statements -  Maintain the chart of accounts. -  Prepare and record financial accounting entries (such as accruals, prepayments, fixed assets and others) on the accounting system. -  Prepare and record receipt and payment vouchers on the accounting system. -  Maintain and create fixed assets register and update the accounting system accordingly. -  Record cash and bank related transactions. -  Perform regular suppliers’ reconciliations. -  Prepare statements of accounts when requested. -  Process closing procedures on a timely basis. -  Prepare and update the capital and fixed inventory register on a monthly basis  -  Ensure that all accounts are handled in a timely manner by coordinating with the suppliers, if any. -  Provide financial status information by preparing special reports; completing special projects. -  Prepare monthly tax declarations (NSSF, R10..)   Mission 2: Maintain database in addition to establishing the administrative organization and an operating framework -  Document and file accounting transactions in an organized manner. -  Secure financial information by completing database backups; keeping information confidential. -  Maintain a filing system for all the monthly vouchers and other financial documentation. Also maintain a filing system for all administrative related documentation, such as contracts, quotations, and purchase requests. -  Write minutes of meeting -  Be responsible for filing and archiving of administrative, accounts and financial documents. -  Compile invoices related to the expenditure of activities.    Mission 3: Follow-up on law and regulations -  Understand and ensure the compliance on prevailing taxation laws and regulations. -  Ensure that the reporting performed is in compliance with prevailing laws and regulations of the country. -  Coordinate with the external auditors with regards to audit of annual financial statements and other certifications. -  Compile and submit high quality, timely and accurate financial reports to management and donors as required; -  Perform quality and timely financial, MIS, and other analytical reporting for the Management, Board of Directors, and other Government Authorities.   Mission 4: Ensure the management of financial and administrative resources -  Ensure all proper financial procedures and Mada guidelines are correctly implemented. -  Prepare annual and projects budgets (including Audit, MOI and MOF reports). -  Prepare projects' financial situations and Mada’s overall budget to be presented to the Board Members on a quarterly basis. -  Establish and maintain a financial and administrative system for projects. -  Prepare by the 10th of each month, the projects reports including reconciliation with the bank statements and prepare forecast of expenditures for the coming two months. -  Liaise with partners for projects related financial data and required documents. -  Participate in design of budget for new projects, in cooperation with the Executive and Projects Coordinators, and give approval before sending to donors -  Follow up on audit, social security and legal issues -  Ensure that contracts are in line with the projects budget -  Carry out the recruitment and the end of termination of national staff contracts. -  Follow up on financial matters in Mada Platform and Mada Expertise projects. -  Manage cash movements, supply the sites (transfers, advances), and the amounts in circulation, specify the payment procedures (bank transfers, cheques, cash). -  Evaluate the organisation’s cash-flow requirements with the project managers.   Knowledge required - Management: accounts, financial, HR, organisation - Previous experience in NGO - Computers: office pack, accounting software - Languages: English, Arabic and French is an asset.   Skills required - Administration - Finance - Organization - Proactive skills - Inter-relational skills - Motivation - Adaptability - Pedagogy - Initiative