Administrative and Finance Manager Syria, 100%

n Syria, HEKS/EPER has been providing humanitarian assistance to affected populations since 2017 through local partners. HEKS/EPER has recently secured its registration inside Syria and is looking to set up a country office and develop humanitarian projects that will be implemented by HEKS/EPER directly (self-implementation).

HEKS/EPER is looking for an experienced Administrative/Finance Manager (Syrian National only) who will contribute to the establishment of the HEKS/EPER Syria office and country program in Syria, managing all the financial and administrative aspects of the office in accordance with HEKS/EPER internal rules and procedures. The Administrative and Finance Manager will report to the Humanitarian Aid Country Director (HACD) and the Humanitarian Aid Controller (HAC) at HQ.

Your responsibilities:

Country Office (CO) – among others:

• Maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).
• Preparing, checking and submitting monthly reports to the HQ. This includes amongst others the balance sheet, income statement and cash flow forecast of the CO.
• Ensuring that all financial transactions of the CO are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, separation of duties, etc.
• Working with the HACD, define, adapt, plan and supervise the implementation of human resources policies, ensuring they are in line with the context, the operational challenges and the strategic HR plan.
• Is co-responsible of ensuring that HEKS/EPER is a responsible employer, supports proper management of HR across the board and assumes full responsibility of all Administrative requirements and obligations (such as tax, social security, etc.), and legal issues of the CO, under the supervision of the HACD, and support from the HAC.
• Ensuring the preparation of documentation for the audit and that the audit is carried out in a timely fashion, as well as the implementation of the audit recommendation

Partners:

• Conducting on-site financial monitoring of partners on a regular basis. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the HACD and the HAC (and if severe to the Desk Officer). For doing so, it is recommended that the AFM visits partner organisation for at least 5 days per month for checks and training. Producing financial monitoring reports and a list of recommendations to be sent to the partners.
• Reviewing, checking and finalising partner’s budgets (including checking against price index) and comparing the partners’ accounting to the financial reports.
• Assessing new partners with respect to their financial and administrative capabilities.
• Ensuring that partner organisations are audited in time and in line with HEKS/EPER’ requirements. Checking the audit reports of partners and ensuring that the audit findings/recommendations are implemented within a reasonable time.

Administration and Programme:

• Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.
• Supporting the HACD in organising and conducting consultants’ and partners’ visits, training sessions and meetings.
• Ensuring the proper use and maintenance of CO’s equipment and office supplies, bringing any problems to the attention of the HACD.
• Ensuring that HEKS/EPER’s capital assets inventory information is recorded.

Your profile:

• University Degree in Finance and Accounting
• Minimum 2 years’ relevant experience in a similar senior function in an International NGO or national NGO
• Proven ability for budgeting, cash flow forecasting, financial analysis and monitoring
• Excellent knowledge of all relevant national and international accounting standards
• Proven capability to provide support, guidance and training to internal and external stakeholders
• Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates
• Experienced in logistics and human resources
• Excellent analytical and conceptual skills.
• Good communication skills and conversational command of English (spoken and written).
• Ability to work in complex environments and to ensure that deadlines are met by internal and external stakeholders (good prioritisation and time management skills).
• Ability to ensure that internal and external stakeholders understand and duly follow HEKS/EPER’s procedures and guidelines.
• Excellent IT and computer skills (particularly Microsoft Excel and accounting software).
• Diligent and trustworthy person with appropriate attention to details.
• Excellent team player and social capabilities.
• Good knowledge of relevant local laws and obligations (labour, tax, social security, etc.).
• Available for frequent local and national travel.
• Professional, cooperative, efficient and effective working attitude.

We offer:

• Salary: Competitive salary & benefits
• Duty Station: Damascus, Syria
• Duration:1 year with possibility for extension after a 3 months-probation period