Administrative Officer

Main Duties and Responsibilities

 

Finance Management

 

  • Expense Management
  • Validates all operational payments and transactions.
  • Manage expenses related to the daily operations of MdM Syria Mission (Amman Office).
  • Management of cashbox, keeping track of receipts and invoices, updating and reconciling in accordance with MdM procedures.
  • Estimates the mission’s monthly need for funds.
  • Reports irregularities to General Coordinator.
  • Performs advances for project staff when needed.
  • Conduct a weekly cash count with the GenCo.

 

Accounting

  • Is primarily responsible for the bookkeeping and monthly accounts.
  • Ensure that each expenditure, income or transfer is recorded in the Excel and SAGA software accounting books and is justified by a corresponding receipt
  • Ensure that all cashbooks and bankbooks balances are equal to the cash controls and bank reconciliation statements, co-signed by the General Coordinator
  • Ensure the accounting system is functional, timely, correct and conducted with respect to MDM and Jordanian accounting procedures and regulations.
  • Send the monthly accounting (electronic closure, scanned vouchers and hard copies) to the MdM Headquarter on a regular basis: before the 12th of each month for electronic closure and 15th for scanned vouchers
  • Carry out of MdM bank transactions. All of the following actions must be accompanied by the MdM Coordinator signature
  • Pay MdM suppliers, providers (based on the bills or contracts), salaries of MdM staff (based on the payroll sheets) and operational partners,
  • Ensure financial follow up of operational partner’s expenses and verify the compliance of its financial documents along with the Log department.

 

Human Resources Management

 

Recruitment

  • In case of recruitment, ensures a written job description for the position is validated by the General Coordinator.
  • In case of recruitment, carry out job advertisement, pre-selection of the applications and short-listing of candidates with the GenCo in accordance to mission recruiting procedures.
  • Performs reference check and verifies all documents provided by the candidate.
  • Issues job offer letters to the chosen candidate, informing the General Coordinator beforehand.

 

Contracting

  • Establishes all staff personal files and collects all necessary administrative documents (contracts, personal documents, pay slips, leaves, regulations, etc.)
  • Carry out end-of-employment procedures (discharge, balance of accounts).
  • Issues warnings, sanction letters, or notification of contract-ending when necessary, informing the general coordinator beforehand.

 

 Administrative HR Management

  • Organizes social, commercial insurances as per mission policy; organizes related annual health checks for staff and contacts insurances if necessary
  • Records leaves and attendance; updates the monthly timesheet and holiday follow-up sheet.
  • Calculates payroll and prepares salary slips, calculates expatriate monthly flat rent reimbursement, updates monthly HQ expatriate and national staff statement.
  • Fulfils monthly tax and insurance payment requirements for all staff
  • Is the contact of the local staff for all their requests of information concerning status, social and medical benefits and requirements and day-to-day management.

 

 

General Administration

 

  • Manage activities related to minor legal consultancy
  • Monitors the deadlines of payment and contractual dates and ensures all obligations to suppliers, vendors and others are met in a timely manner.
  • Is responsible for the central collection and archive of all mission contractual documents (partnership, work, lease and etc.).
  • Participate in audits processes related to the Syria mission

 

 

 

 

Academic and Professional Qualifications

 

  • Relevant accounting degree; further trainings will be a plus
  • Minimum one year previous work experience with a satisfactory performance in the same or similar functional area
  • Previous experience with MdM is an asset

 

Knowledge, Skills & Personal Attributes

 

  • Strong organizational skills
  • Good communication skills
  • Meticulous attention to details
  • Problem-solving aptitude
  • Highly approachable, trustworthy and confidential
  • Native Arabic skills and proficiency in English language
  • Excellent knowledge of Microsoft Office, especially Excel and Word

 

 

 

This list of tasks is not exhaustive and may be subject to changes and additions.

 

This position will be temporary under a short-term contract.

 

Starting date: Immediately

 

تاريخ النشر: ٢ مارس ٢٠٢١
الناشر: Akhtaboot
تاريخ النشر: ٢ مارس ٢٠٢١
الناشر: Akhtaboot