vacancy Finance admin officer

BACKGROUND:

HelpAge International is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives.
HelpAge started working in oPt (the Gaza Strip) in February 2009 following the December 2008 – January 2009 conflict. It is providing a response for older people needs including psychosocial support, livelihoods support and health/physical rehabilitation.

HelpAge seeks for one experienced committed professional for a full time “Finance/Admin officer”, based in Gaza.
Duration of the contract: 12 months starting as of January 2012
Reporting to: Gaza Programme Manager


Main JOB PURPOSE:
The Finance admin officer provides for general financial management for any ongoing HelpAge activity in the Gaza strip, the management of the financial risk and opportunities and the analysis of the financial aspects for future proposals and/or reports.


KEY RESPONSIBILITIES:

Finance:
-Be responsible for daily cash handling and reporting for Gaza expenses; this includes but is not limited to the following;
-Ensure that for each cash advance and/or payment done, documentation (cash advance paper and/or invoice plus receipt) is available in the office, before any cash withdrawal from the safe or payment is done
-Update the cashbook every time or at least at the end of every day when any cash movement takes place.
-Ensure that the cash balance in the safe (cash count) corresponds at all times with the cash book balance.
-Timely payment of car- and premises rental, utility- internet-, phone bills and programme purchases
-To establish and maintain effective procedures and systems for financial management and control in compliance with HelpAge International and donor requirements.
-To maintain systems of monthly monitoring of project expenditure against budget using HelpAge current accounting system and monitoring system and support the Programme Director/Programme Manager 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 Gaza Programme Manager every month not later than the 3rd of the following month.
-Take the lead in Monthly and three monthly expenditure forecasts for HelpAge and partners.
-Partner organizations;
-Maintain regular contacts with the finance officers of partner organizations
-Work with partners, helping set up accounting systems and procedures that are required by HelpAge. To monitor this work, highlighting any shortfalls and agree required management actions with relevant staff.
-Ensure appropriate and timely financial reporting of partner organizations; this includes, but is not limited to submission of monthly financial report, invoices/receipts at the latest on the 4th of each following month.
-Responsible for the review and correction of the partner financial reports (including receipts/invoices) and submission of those to the Gaza Programme Manager , every month not later than the 5th of the following month.
-To ensure - in close liaison with the Programme Director, Gaza programme Manager and West Bank finance/admin officer - that thorough and effective budgetary control is undertaken in the oPt programme.  Highlighting the key variances, reasons for these, and any remedial action that is required.
-To work with programme teams helping set up accounting systems and procedures that are required by HelpAge. To monitor this work, highlighting any shortfalls and agree required management actions with relevant staff.
-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 team members and partner staff.
-Assist in the preparation of interim and final donor reports.
To liaise with Audit staff (internal and external) ensuring that any recommendations and changes are fully implemented.

Administrative duties
-To keep abreast of admin developments in Gaza which may impact the program by attending relevant cluster and/or working group meetings.
-Translation of documentation (Arabic into English, English into Arabic)
-Human resources;
-To ensure that all staff related documents are updated and kept properly;
-Ensure that all Gaza based HelpAge staff and partner staff  fill out timesheets  on a monthly basis
o-Ensure that annual leave, sick leave and other absences of all Gaza based HelpAge staff is recorded
-Keep track of staff contract expiry dates and inform Gaza Programme Manager in time for appropriate action
-Assist Gaza Programme Manager with job description revision/development and staff recruitment
-Assist Gaza programme Manager/oPt Programme Director with Work permit and visa/coordination applications
-Ensure that premises-, car rental contracts and other service contracts are up to date and payment is done in time.
-Maintain a detailed contact list of stakeholders
-Assist the Gaza team in having meetings organized/appointments made
-Assist Gaza Programme Manager in drafting MoUs and contracts    
-Ensure that a proper filing system is in place

Other duties: Perform other duties, as assigned by Gaza Programme manager and oPt Programme Director 

Minimum requirements:
-Strong analytical and interpersonal skills/team player
-Strong understanding of humanitarian/development policy and principles and challenges
-Strong understanding of security/safety
-Ability to prioritise work and meet deadlines
-Fluent in Arabic and English (written and spoken).
-Excellent computer skills in MS Word, Excel (or other spreadsheets) and word processing.
-Knowledge and experience of operating computerised accounting systems
-Minimum of 3 years of relevant experience;
-Accounting/financial management
-Developing financial systems
-Producing budgets and financial monitoring reports
-Providing financial training to non-finance and finance staff
-Donor reporting
-Proven management, administrative and organizational skills

Previous Budget Management Responsibilities

Desirable
- Ability to travel to West Bank
- Knowledge and experience of ageing and issues older people are facing.

HOW TO APPLY:
Please send CV (in English), cover letter (in English) and 3 references to
 

, no later than 8th of January 2012.
Clearly mark “vacancy Finance admin officer” in the subject header of your email.
Only shortlisted candidates will be contacted 
Note: Applications should be sent only by email and we will not consider any application received by hand or fax

HelpAge office: Gaza/ Haboush st, /Dream building, 6th, floor / Tel: 08-2822733