Project Finance and Administration Officer

KEY INFORMATION
Job Title: Project Finance and Administration Officer (PFAO)
Position Type: Full time
Duration/Level of Effort: Until September 2025
Position Location: Ramallah
Reports to: Project Management
   
BACKGROUND
The FCDO Trade Facilitation and Customs Support programme (Tasdeer) is a £15m programme financed by FCDO and operational from 2020 – 2025. The objective of the Tasdeer is to improve the trade performance and customs capabilities in the OPTs. It will ultimately contribute to increased inclusive private sector-led economic growth and fiscal sustainability in the OPTs. The programme is designed to be flexible and adaptable, and it will work politically and technically to make progress across the four key interrelated workstreams:

1. Support to expedite the movement of goods and reduce transaction costs
2. Support to improve Palestinian trade-related institutions and business enabling environment
3. Support to improve the private sector’s skills and innovation to export and create jobs
4. Support to improve PA’s customs readiness to assume functions from Israel and revenues from trade-related taxes

The programme is implemented by a Cowater-led consortium on behalf of FCDO.

SUMMARY OF THE POSITION

The Project Finance and Administration Officer (PFAO) will be instrumental in managing all financial aspects of our field office. Key responsibilities include accurate recording and filing of financial transactions, performing detailed reconciliations, and generating comprehensive financial reports. Proficiency in MS Office and QuickBooks is essential, as these tools are central to the role. Beyond finance, the PFAO will also undertake various administrative duties, encompassing office management, procurement processes, and human resources tasks. This role demands a proactive and organized approach to effectively balance both financial and administrative responsibilities. The PFAO will report directly to the Senior Project Manager, playing a crucial role in maintaining the seamless operation of our field office's finance and administrative functions.

KEY RESPONSIBILITIES

Finance and Accounting

• Record and maintain financial transactions in the financial system, ensuring accuracy, timeliness, and compliance with both internal and client’s policies and procedures.
• Update and reconcile all accounting data regularly, ensuring all financial records are supported with necessary backup documentation.
• Prepare monthly and other periodic financial reports for submission to the headquarter office.
• Administer timely payments to employees, suppliers, and contractors, ensuring accuracy and adherence to scheduled timelines.
• Oversee proper tax withholding from relevant payments and ensure timely reporting and compliance with the income tax department’s regulations.
• Track and reconcile advances issued to staff and report any pending or unresolved issues to project management.
• Prepare monthly cash forecasts to analyse and predict future financial requirements, ensuring adequate liquidity.
• Respond promptly to requests from internal and external audits, providing necessary documents and explanations to facilitate the audit process.

Procurement and Contracts

• Verify procurement and grants documentation, ensuring compliance with internal and client’s financial management guidelines.
• Review contracts for suppliers to confirm financial accuracy and ensure that payment terms align with Cowater and FCDO financial policies.
• Assist the HR & Operations Lead (HR&OL) in preparing documentation for major procurement projects as needed.
• Conduct Due Diligence as instructed by the HR&OL.

Office Management

• Act as a liaison with the IT Service Provider to manage and address staff IT support requests.
• Monitor the use of office supplies and stationery, and procure additional items as needed to maintain sufficient stock levels.
• Coordinate the repair and maintenance of project vehicles, office equipment, including overseeing general administrative, logistical, and other tasks necessary for office operations.
• Maintain an up-to-date asset register, recording all program assets to ensure proper tracking and management.
• Ensure car logs are properly maintained, and personal use of vehicles is billed to relevant staff.

Other Tasks

• Provide ad-hoc support as requested by the HR and Operations Lead, the Team Leader, and the Senior Project Manager, catering to a variety of needs that may arise during project execution.

Jobs.ps, Ltd. All Rights Reserved.

REQUIRED SKILLS AND QUALIFICATIONS

• Minimum of a bachelor’s degree or its equivalent in accounting or finance.
• Computer literacy, particularly in Microsoft Excel and QuickBooks accounting software.
• Strong analytical and problem-solving skills, with the ability to interpret financial data and provide informed recommendations.
• Demonstrated ability in effective time management and meeting deadlines, ensuring the timely completion of tasks within a fast-paced environment.
• Prior experience with international organizations or internationally funded projects is highly desirable.
• Proficiency in oral and written English is required.

APPLICATION PROCESS 

Candidates are encouraged to apply as soon as possible, or by the deadline of 31 January 2024. To apply, please submit your CV. For your application to be considered, title your submission using the position acronym "PFAO" followed by your name. Submissions should be sent to [email protected]. We look forward to receiving your applications.