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ADMINISTRATIVE AND FINANCE OFFICER 1017 views47 applications

 

 

TERMS OF REFERENCES

 

POSITION: ADMINISTRATIVE AND FINANCE OFFICER

DUTY STATION: GAZIANTEP, TURKEY

DURATION OF ASSIGNMENT: 10 months

STARTING DATE: August 2018

 

Administrative and Financial Officer

 

Based in Gaziantep (Turkey)

 

Expertise France is a French public agency created on 1st January 2015 after the merger of 6 public agencies under the tutelage of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter- ministerial vocation. EF offers project engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder projects, EF can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, EF has acquired a sound experience in administrative and financial management of large-scale international projects and is accredited by the European Union for the management of delegated Community funds.

With a volume of activity worth 120 million euros, more than 300 projects implemented in 80 countries as well as 63,000 days of expertise delivered in 2015, Expertise France is the leading public agency of French international technical assistance.

 

CONTEXT

 

Syrian conflict

The Syrian conflict is having a devastating and lasting impact on Syria and across the region. With the conflict entering its sixth year, the needs of the affected populations for assistance, including 9.3 million people inside the country and more than 2.7 million refugees plus their overstretched host communities in neighboring countries, are of an unprecedented scale. In 2013, the Syria crisis has transformed itself from a humanitarian emergency to a multidimensional and protracted crisis directly affecting several countries in the region – mainly Lebanon and Jordan, but also Iraq, Turkey and Egypt – whose social and economic capacity to deal with the ever growing influx of refugees is all but exhausted. All actors involved in the response agree that this massive challenge requires a comprehensive regional response not only including humanitarian aid but also longer-term structural support to host countries and communities, especially as no political solution to the crisis is in sight in the short-term.

At present, it is particularly those who live outside of Government of Syria controlled areas who are facing at best irregular humanitarian supplies and quickly deteriorating public services and infrastructure. Local councils have been formed in many places as makeshift governance structures to maintain or rebuild a minimum of basic services. In that context, and since 2013, Expertise France has developed and manages direct stabilization projects to conflict affected communities in Syria, including through support to civilian structures.

 

Description of tasks

 

In the framework of its Programmes, Expertise France (EF) recruits an Administrative and Finance Officer.

The Administrative and Financial Officers establishes and maintains efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensure compliance with EF administrative, human resources and financial rules and procedures. The incumbent manages the day to day human, financial and administrative resources of the project team; conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, ensuring that disbursements are made in accordance with the administrative budget and EF’s Financial Rules Administration and implementation of program and operational financial services. S(he) supports EF partners’ in the implementation of the activities through administrative and financial advices.

 

  • Administration and implementation of program and operational financial services

Support program manager and partners in implementing projects and make sure sound and coherent financial procedure are adapted:

  • Work closely with the program manager and partners to validate new projects budgets
  • Support partner’s capacity by conducting pre-assessment, training and final evaluation.
  • With support from each implementing partner Admin/Finance Officer, ensure efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, and ensuring production of appropriate financial reports for internal and external stakeholders).
  • Regularly review with Project managers, in line with, the Project Delivery Status Reports and investigate any overspend and take immediate corrective action;
  • With support from each implementing partner Admin/Finance Officer, ensure efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, and ensuring production of appropriate financial reports for internal and external stakeholders).
  • With project managers, provide information/guidance to the implementing partners on routine implementation of project. Keep track of an appropriate & timely use of financial resources;
  • Implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status (budget follow-up). Track and report on program and operational financial resources;
  • Liaise with EF at HQ level and its Finance Section for requests for preparation of donor reports and review and comment on draft financial reports in conjunction with project managers.
  • Liaise with EF at HQ level for preparation of donor audits and respond to requested explanations and justifications
  • Support program manager to keep solid updated e-filing system and make sure S.D procedure is implemented.
  • Office expenses and logistics:

Make sure all office logistics and payments are done properly according to EF procedures:

  • Make sure all paid expenses has been validated according to EF procedures
  • Make sure all expenses documentation matches with donors and EF standards
  • In coordination with Administration and Financial coordinator, submit monthly financial report and make sure S.D is implemented well
  • Manage office assets and make sure they are all recorded.
  • Make sure all staff logistics needs are pro
  • Follow up driver’s transportation plan
  • Human Resources:

Close follow up for staff contracts, monthly payments and support

  • Organise a consistent and rational follow-up of EF human resources in line with EF accountancy and HR procedures (contract, payment slips, holidays, evaluations etc.) for the programme.
  • Support recruiting process and conduct orientation for new staff
  • Make sure staff return all equipment before leaving Expertise France
  • Development:

Support Administrative and Financial coordinator in developing Administrative and Financial policy, procedures and templates

 

Ideal profile

Accountancy:

  • Proven financial analysis and forecasting ability. Experience with various accounting software and multi-currency accounting.
  • Experience at providing support, guidance and training to financial and non-financial partners and colleagues.

Human resources:

  • Proven experience at organising all contractual and legal aspects of Human Resources.

Partners:

  • Syrian conflict and internal displaced persons
  • Ethics and Values: Demonstrate and safeguard ethics and integrity

Teamwork and general management:

  • Strong communication and reporting skills in English (verbal and in writing);
  • Ability to work to deadlines with good prioritisation and time management skills;
  • Willingness and ability to travel to visit local partner organizations;
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
  • Development and Innovation: Take charge of self-development and take initiative;
  • Demonstrated ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;

 

Minimum Qualifications and Experience:

 

  • Education: Bachelor degree in Business Administration, Accountancy or similar.
  • Experience: 2-3 years of experience working with an international NGO or similar organisations
  • Sound knowledge of International donors procedures (EU – DFID)
  • Languages: Fluency in written and spoken English. Turkish& Arabic is assets.
  • Computer skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of database packages

 

Contract:

 

Duty station: Gaziantep and movements in Turkey

Duration of assignment: 10 months renewable

Starting date: August 2018

Salary: According to EF salary scale

 

Application:

Deadline of submission: 31/07/2018

Expertise France reserves the right to fill in the position before the deadline due to urgency.

Applications must be made in English

Please send your applications to the following email address:Applications.turkey@expertisefrance.fr

 

with:

– A CV

– A brief cover letter (1/2 page maximum)

– 3 references

Incomplete applications cannot be considered.

Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card etc.) and successfully obtaining permission to work with the Government of Turkey (work permit)

 

More Information

  • Sector Civil Society
  • Level Employee
  • Highest Degree University
  • Experience 1-3
  • Language Level English (C1, Level 5, Upper Intermediate), English (C2, Level 6, Advanced)
  • This job has expired!
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The mission of Expertise France is in line with French co-operation, development aid, influence and economic diplomacy policies. The agency promotes French public expertise with a view to building public policies meeting the institutional, economic, demographic, social and environmental challenges of partner countries.

Expertise France supports administrations or any other actor taking part in the implementation of these policies, such as public institutions, Parliaments, civil society or the private sector, in order to:

  • promote democratic, financial and economic governance;
  • work towards a return to stability and respond to threats;
  • meet the challenges of sustainable development and climate change;
  • contribute to harmonious human development.

With a volume of activity worth 120 million euros, more than 300 projects implemented in 80 countries as well as 63,000 days of expertise delivered in 2015, Expertise France is the leading public agency of French international technical assistance.

 

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