Finance/Log/Admin Officer

Position in the Organization

Categories: Collaboration Advice Management

Generic Function: Specialiste / Officer

JobTitle: Finance/Log/Admin Officer

Job Family: Admin Officer

Employee Name/Surname:

Reports to (Hierarchically):

Reports to (Functional): Finance Controller, HR and Logistics HQ

Salary level: 3A

Working time in % : 50%

Supervises (Number of subordinates):

Direct: 0 Indirect: 0

Work location (Country + city): Amman, Jordan

Job description valid from : March 2023

General Responsibilities (Overall purpose)

The main purpose of the position is to carry out efficient administrative, logistics and finance management of the projects run from the regional office in Jordan.

Specific Responsibilities / Context (Tasks)

FINANCE MANAGEMENT

Efficient accountancy management at regional level

· Ensure registration of all transactions and invoices related to regional projects;

· Ensure on-going accountancy of regional projects and respect of accountancy cycle deadlines (monthly closure, yearly closure, advances and provisions closure);

· Ensure high-quality accountancy at country level (advances, provisions, exchange rates, third parties, etc.) and compliance with internal Tdh procedures;

· Prepare and send monthly closing of account to HQ;

· Verify and validate the finance and accounting reports and documents from the partners;

· Register the validated transactions from the partners;

· Ensure partners financial review and capacity building plan if/when needed;

·

· Archive accounting records according to Tdh procedures after a final verification of receipts etc.

Cash & treasury management

· Cash-flow planning and handling of cash payments for regional office;

· Prepare monthly treasury request to send to HQ;

· Manage of partners and donors’ installments;

· Manage of open advances and advance clearance process;

· Monitor due dates for payments of contracts;

· Manage transfers between banks, safe and cashboxes in location;

· Manage of bank accounts;

Guarantee compliance with legal framework and donor requirements

· Provide support during projects/donor’s internal/external audits and any regional audit;

· Prepare and provide all the necessary documents and information for the yearly statuary audit process (for the region);

· Follow up partnership contracts and ensure compliance with internal rules and donors’ obligations;

· Ensure Budget Follow Up are updated and reflecting real and clear forecasts for the region;

· Support programmatic staff in partner organizations identification and complete due diligence process;

· Conduct specific spot checks and follow up with partner organizations about administrative process and tools;

ADMIN MANAGEMENT

· Ensure proper documentation and archiving of the regional projects’ information and related documents;

· Facilitate requests from the regional office linked to regional projects deployment;

· Facilitate requests from partner organizations linked to regional projects deployment;

· Follow up and support partner organizations in their requests (financial aspects, logistics or administrative/HR);

· Liaise regularly with the Jordan Office to ensure coordination and compliance with the accountancy, finance, logistics and HR departments;

LOGISTICS MANAGEMENT

Follow up of Procurement Procedures, conforming to procurement guidelines:

· Undertake purchase of good or services following Tdh procurement procedure (collect quotation, comparative bids analysis, draft contracts, follow-upon payment);

· Responsible of filing and archiving of procurement documents, conforming to procedures;

· Keep up to date all the procurement tracker (PSR follow-up, price list, suppliers list);

Support Management of Stocks and Supplies:

· Follow up tools for stock management and undertake periodic inventories;

· Responsible of asset management: tagging of the equipment’s, provide/retrieve equipment to/from users, keep up to date relevant documentation and tracker (staff equipment sheet, equipment sheet, asset follow-up)

Perform any other tasks as maybe be requested by the line manager.

Security

Comply with Tdh Security Regulations;

Inform and share any incident or information related to the security of staff and beneficiaries with the Country Representative.

Safeguarding Policy

Commit to respect the Tdh Safeguarding Policy and principles of child protection;

Commit to ensure the best implementation possible of the Safeguarding Policy in Egypt;

Commit to inform Child Safeguarding Focal Point and to deal with any cases, allegations, or possibility of transgression, even potential, of the Safeguarding Policy.

Other

Undertake all other duties that may be requested by the line manager and that are compatible with the job.

Competencies

* Reference document : Tdh Competency Framework

This role requires a mastery of Personal, Social and Leadership Competencies (PSLC), Technical and Methodological Competencies (TMC) and Management and Strategic Competencies (MSC)

In particular: (select the ones that are most relevant to the job – 5 maximum)

1. Shows integrity and ethical values during activities

2. Manages stress and emotions

3. Masters the tools and applications, both general and activity-specific (computing, technology)

4. Reports any incident, suspicion, or violation of such policies

5. Knows and respects the rules and processes of the different domains concerning one’s activities

As well as the following specific “professional” competencies:
*Reference Document: Professional competencies framework

1. Strong organization and interpersonal skills
2. Ability to work under pressure
3. Excellent knowledge in the human resources field
4. Solution oriented and strong negotiation skills

5. Multi tasks and good time management

Requirements for the position

Education / Qualifications

Bachelor’s degree in human resources or Business Administration

Experience

Minimum of 2 year of professional experience in a similar position

Languages

IT Knowledges

English, Arabic

Advanced in Office, HR software.

Place and date:

Signature of the employee:

(Two copies to be signed, one for the employee and one for the employer)