Administration and Finance Coordinator – Syria, Damascus

The Administration and Finance Coordinator works under the responsibility of the Country Director. He/she line manages the national Support Manager, herself/himself responsible for overviewing the work of the Administrative Officer and the Compliance Assistant (to be recruited). The Administration and Finance coordinator will manage field officers in Hama and Daraa for all the administrative and finance topics from a functional point of view. The main responsibility of the Administration and Finance Coordinator will be to support the activities implementation while minimizing the financial risk for the organization through the following responsibilities:

The main responsibilities include:

FINANCIAL MANAGEMENT & COMPLIANCE

• Ensure internal financial systems, policies and controls are applied;
• Process to internal control in order to improve the compliance and ensure the well justification of the expenditures reported
• Process to the review supporting document linked to the expenditures in order to ensure the compliance and the well justification of the incurred expenditures.
• Prepare, organize and supervises audits, with the support of the HQ Finance Officer
• Prepare budgets linked with the project proposals
• Coordinate the monthly budget Follow up with Coordinators and update the forecasts
• Monitor ongoing levels of expenditure on individual programs against budget, and provide timely advice of likely over or under-spends to the Coordination Team;
• Monitor overall budget consumption with respect to donors’ constraints creates and updates regularly allocation board and alert the Country Director as well the relevant Coordinator
• Identify and analyze of any discrepancy and suggestion of solution
• Keep an up to date Allocation Table for the mission and forecasts
• Ensure that TGH Shared costs policy is well applied in order to ensure a fair allocation between donors’ contracts
• Elaborate financial donors’ and internals’ financial reports and amendment
• Be the person in charge for the respect of accountancy and accounting process
• Manage and anticipate the cash flow and monthly cash requests to Head Quarters and with the bases
• Organize and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions
• Ensure that payments are made in a timely and secure manner across all the country operations
• Supervise and train the Administrative Officer on daily accountancy, in collaboration with the Support Manager
• Train the Administrative Officer on SAGA and on general TGH procedures, in collaboration with the Support Manager
• In collaboration with the Country Director, assure the link with the financial interlocutors (donors, bank…)
• Prepare financial tool to ease the follow up of project for coordinators and program managers
• Along with program coordinators, build the capacity of Program managers in terms of finance and budget follow up.

ADMINISTRATION

• Ensure that TGH follows the Syrian laws
• Collect all information about income tax and social benefits, and update internal regulations, work contracts and administrative guidelines accordingly
• Keep the Country Directors informed about all new regulations and potential impact on TGH administrative procedures.
• Ensure the respect of internal and donor’s procedures in coordination with the HQ and Logistic coordinator.
• Provide specific training to the national team on the internal logistic, HR, admin and finance procedures
• Support the Administrative team with administrative procedures (i.e. visa/residency, clearance for office, guesthouse, field visit requests…)
• Ensure that archiving process are applied and that the monthly archiving of the hardcopies as weel as the archiving of the softcopies are sent on timely manner to HQ

HUMAN RESOURCES

• Collect and analyze all necessary information on local labour law and update internal regulations/work contracts accordingly
• Follow up of employment contracts and staff appraisals
• Ensure a training plan is updated based on the appraisals and needs assessed by Coordinators, Managers and the Country Director and explore the possibilities of funding for trainings
• Identify the training needs and organize trainings for the support teams along with Logistics Coordinator
• Valid the monthly database prepared by the Support Manager
• Regularly update HR documents (FUs, organigram, leaves etc.)
• Ensure a good communication with the staff related to HR and activities is getting done through internal memos and meetings
• Assist the Country Director in ensuring that HR policies are understood and respected by all staff
• Update the recruitment policy and ensure it is respected on the mission
• Participate in the hiring process of support staff and monitor and contribute to any other recruitment process as needed

GENERAL SUPPORT TO THE MISSION

• Liaise with program and logistics coordinators for project budget follow-up and procurement follow-up
• Contribute to the respect of security measures applied by the Country Director

COORDINATION AND REPRESENTATION

• Attend internal coordination meetings
• Attend external inter-NGO administration, HR and logistic coordination meetings if needed

REPORTING

• Writing financial reports and compiling data for financial reports
• Contribute to monthly reporting to headquarters for accounting in close coordination with the Logistics Coordinator
• Regularly report to the Country Director

This list of responsibilities could be modified according to the needs.