Finance & Administration Officer

Finance & Administration Officer, West Bank

Medical Aid for Palestinians (MAP-UK) is seeking to recruit a Finance & Administration Officer for its operations in the West Bank. Based in MAP office in Ramallah with a small support team, the Finance & Administration Officer provides support for general financial, administrative and logistics management for any on-going MAP activity in West Bank.

Specific Areas of Responsibility:

 Finance:

-Update cashbooks regularly when any cash movement takes place and ensure that cash and bank balances corresponds at all times with the cashbook balance.
-Review and check payment requests and their related supporting documents and make sure that they have the approvals and the authorizations needed from Programmes.
-Make sure that payment requests are in compliance with MAP financial policies and procedures before issuing checks.
-Timely payment of rent, utilities, internet, landline bills and programme purchases.
-Prepare payment vouchers, issue checks or bank transfers to settle payment requests.
-Ensure proper filing of all financial vouchers and reports and make sure that they are in good order.
-Assist in tracking and updating partners’ budgets and expenditures, reviewing and checking their financial reports, submitting the request for money transfer for FAM after getting all approvals needed on the payment request.
-Establish and maintain effective procedures and systems for financial management and control in compliance with MAP and donor requirements.
-Maintain systems of monthly monitoring of project expenditure against budget using MAP current accounting system, and support Programme Officers to be familiar at all times with the financial status of the projects.
-Be responsible for the internal monthly financial reports, using the current accounting system. Submit reports, plus reconciliation sheets to Finance & Admin Manager every month not later than the 5th of the following month.
-Assist in preparing monthly and quarterly expenditure forecasts for MAP and partners.
-Ensure that procurement policies and procedures are followed for different purchases and biddings related to MAP.
-Work closely with project team members on financial issues related to partners.
-Make field visits to partners on quarterly basis to check the original vouchers and supporting documents related to their quarterly financial reports.
-Participate in Bids Opening Committee for supplies, stationary, computers, etc. procured for MAP or for implementing the projects activities and opining bids for partners.
-Close all financial related files when the year ends and open new files for the new year.

Partner Organizations:

-Maintain regular contacts with the finance staff of partner organizations.
-Assist the FAM in helping set up accounting systems and procedures that are required by MAP for partners, highlighting any shortfalls and agree required management actions.
-Ensure appropriate and timely financial reporting of partner organizations; this includes, but is not limited to ensure partners’ submission of quarterly financial reports, invoices/receipts not later than the 7th of the month following each quarter.
-Responsible for the review and correction of partners’ financial reports (including receipts/ invoices) and submission of those to FAM.
-To support Programmes staff in the production of project budgets and proposals, advising on assumptions, risks and opportunities contained within the budgets.
-Identify and assist in meeting the financial training needs of MAP and partner staff.
-Assist in the preparation of interim and final donor reports.
-Assist the FAM in liaising with audit staff (internal and external) ensuring that any recommendations and changes are fully implemented.

Admin and Logistics Duties:

-Assist in the procurement of capital assets, and prepare updated inventory lists.
-Assist in the purchasing, bidding, and preparing payments for general supplies.
-Maintain the confidentiality of incoming and outgoing faxes, email, documents, records and files.
-Coordinate logistics and security arrangements for delegations and partners visiting oPt from the UK such as hotel accommodation, transportation and preparing logistical arrangement payments.
-Responsible for the general filing management in the office, i.e. creating new files with proper indexes according to the need, keeping and sorting documents and keeping them up to date for the purposes of the audit.
-Assist with office management and administrative tasks, including meeting minutes, team schedules, information and documentation, receive and distribute mail and faxes, update contact lists, and follow-up on stationary needs.
-Work closely and carry out other duties as requested by FAM and DoP within the scope of this position

Human Resources:

-To ensure that all staff related documents are updated and kept properly.
-Ensure that all WB based MAP staff fill out timesheets on monthly basis.
-Ensure that annual leave, sick leave and other absences of MAP staff in WB is recorded.
-Keep track of staff contract expiry dates (where applicable) and inform FAM in time for appropriate action.
-Assist FAM and the DoP with job description revision/development and staff recruitment.
-Assist FAM and DoP in WB to work on permit and visa/coordination applications.
-Ensure that premises rental contracts and other service contracts are up to date and payment is done in time.
-Assist FAM to having a proper HR filing system is in place.

Person Specification:

-Bachelor degree in finance, accounting, or a related field.
-At least 4 years of professional experience in finance and accounting.
-Knowledge of general accounting principles and production and interpretation of management accounts.
-Strong communications, interpersonal, organization, and listening skills.
-Ability to travel in the WB with a Valid Driving License.
-Ability to prioritise work and meet deadlines.
-Excellent computer skills in MS Word, Excel (or other spreadsheets) and word processing.
-Good understanding of and sensitivity to the regional/local context.
-Committed to MAP’s aims and values.
-Good interpersonal skills – able to deal diplomatically and flexibly with a range of different people.
-Excellent written and verbal communication skills in both English and Arabic.
-Highly organised self-starter, able to work alone or as part of a team.
 

Application procedure and deadline:

Please send CV and cover letter to
 

[email protected]

by 17:00 GMT on Thursday, 23 June 2016.  Please note that only shortlisted candidates will be contacted for interview.

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