JOB SUMMARY:

Expertise France is recruiting an Administration and Finance officer for 3 years as part of the Iraqi Women Economic Empowerment (IWEE) project. The contract is a one-year contract renewable 3 times according to the performance evaluation during the first year. The Administration and finance officer will be responsible for supporting Finance & Administration operations by filing, documentation of financial processes, monitoring field financial practices and sound implementation of administrative procedures and systems, in compliance with EF and donor requirements.

PURPOSE OF THE CONSULTANCY / ASSIGNMENT:

Under the supervision of the Project Manager / Deputy Project Manager, the Administration and Finance officer will be responsible for:

Administration/HR:

Keeping detailed HR archive files for all IWEE staff.

Monitor travel requests and make all needed coordination.

Requesting sim cards recharge and updating the Erbil Finance Officer on the amount to be paid, request for new number.

Perform vetting/background checks for suppliers or other beneficiaries that we work with.

Issuing support letters.

Follow-up translation of administrative documentation.

Preparing meeting report upon request.

Preparing the monthly payroll: Collecting the timesheets/invoices and providing attendance report monthly and leave tracker.

Participate in the process of contracts issuance and amendments of employees and organizing orientation sessions for the new employees in coordination with other departments and units in the organization. (Confirming the offer and ToR by the Project Manager, Creating the contract and Atlas number, getting it signed by both parties, archiving the contracts and updating all contacts trackers).

Updating the Employee database: Maintain an updated contract tracking sheet.

Preparation of capacity building plan, requests, and registrations plus tracking the fees in addition to searching for courses and trainings as per project managers’ requests.

Monitoring leave balances for each individual staff by updating the leave tracker and archiving leave papers.

Prepare and follow up on employee clearance form.

Supporting implementation of administrative procedures and systems, in compliance with EF and donor requirements.

Finance/Grants:

Make sure of the readiness of all documents of monthly closing (Scanning files, cash exchange, etc.)

Collect and archive financial documents with needed supporting documents (PR, Invoice, GRN, Payment, quotation, emails…etc.).

Manage petty cash purchases when assigned by Senior Officer in charge of finance, admin and HR, directly communicating with logistics department to receive and pay all invoices (except direct purchases) after sharing with the Senior officer and receiving the approval of the BAP.

In charge of double checking all supporting documents before submitting to the Senior Officer.

Support in preparing cashbook on monthly basis.

Support in preparing financial related documents need (EX: BAPs, receipts, ERF, etc.)

Classify and file financial documentation.

Contribute to preparing external financial audits.

Make sure that assistance related to finance is given to all EF programs staff and partners (subgrantees) when needed.

Manage petty cash purchases and ensure accurate recording of expenses.

Assist in the movement of cash, liquidity management, the bank transactions and transfers.

Check finance documentation from partners (subgrantees).

Perform any other finance related tasks requested by the line manager.

Logistic:

Plan and coordinate meetings, workshops and conferences.

Booking Hotels, taxis and flights for the guests and staff.