Admin & Finance Officer

Medicos del Mundo Spain is looking to recruit a highly motivated and professional person to join the team for the position of "Admin & Finance Officer" with the below details:

Administrative Management:

Base Procedures and Management

- Follow up and advise the implementation of the administrative, financial, and human resources procedures for the MdM-S office in the Base in collaboration with the Field Manager.

- Under the supervision of the Field Manager, prepare procedures for eventual issues related to the WB and Jerusalem office.

- Brief new staff about MdM-S terms and conditions of employment and internal regulations.

- Track office consumption of electricity, telephone, mobiles, internet, and car fuel.

Filling and Reporting

- Responsible for filing and archiving administrative files and financial documents.

- Proceed with tax payments.

- Facilitate the external auditing reports.

- Draw up monthly reports to be submitted to the Field Manager.

Financial Management:

Budget

- Propose and estimate the budget of MdM-S projects in WB with the Field Manager. In particular, participate in the elaboration of the annual project budget, and the project proposals’ budget.

- Identify the monthly financial needs in the WB Base in collaboration with the Field Manager and request HQ fund transfers when needed.

- In coordination with the Field Manager, follow up on the budget execution.

Accountancy

- Recording, codification, and filing of all invoices and receipts of expenditures daily according to the MdM-S financial procedures.

- Encode financial transactions as per MdM-S models and procedures, monthly.

- Prepare the monthly accounts and send them to HQ timely.

- Support and advise the Field Manager on preparing VAT exemption requests, ensuring compliance with VAT exemption rules and procedures and other relevant requirements; legal, financial, etc.

Cash management

- Responsible for the finances of the WB base.

- Responsible for the payment of bills, rent, and other expenses linked to the MdM-S office in WB and Jerusalem, including the payment of staff salaries.

- Management of daily, weekly, and monthly closure of petty cash by donors.

- Management of cash payments and cash documentation: receipts, invoices, and all the documents involved in the justification of the expenditure.

- Fulfill the advances of cash for any activities in the field.

- Request and collect the Bank Statement on a monthly basis.

- To fulfill timely Accountancy as per MdM-S models and procedures.

- To prepare the Bank Conciliation Sheet.

Purchase

- Validate the order forms according to the purchase procedures of MdM-S.

- Participate in bids opening for supplies, stationary, computers, etc. procured for MdM-Spain or for implementing the project's activities, upon the request of the line manager.

- Liaise with the Base Logistic Officer to maintain the tracker for the procurement contracts with amounts due and payments made to date.

Human Resources

- Record Keeping

- Keep individual staff files for MdM-S WB base national staff.

- Update and archive appropriately all administrative documents related to the WB staff.

- Tabulate the working hours' forms of all national staff, and follow up on the compensation for extra hours according to the MdM-S procedures.

- Update on a monthly basis the follow-up of annual leave of the WB staff. Make sure all national staff shall plan their annual leaves according to the MdM-S procedures.

- Advice the Field Manager in whatever modification of the Labor law.

- Support the Field Manager in requesting and follow-up on the coordination of permits.

Representation

- Attend administrative forums in WB upon request of the Field Manager.

- Represent MdM-S in meetings with project partners and financial institutions in administration issues prior request of the Field Manager.

- Represent MdM-S in the relationship with the Palestinian authorities in WB relate (especially with the Ministry of Finance and/or Ministry of Interior).

- Coordinate administrative actions related to MdM-S staff with other MdM-S Bases.

- Keep the Field Manager updated and bring feedback from all meetings.

Other Specific Task

- Translate verbally/in writing from Arabic to English and vice-versa when necessary.

- To attend team meetings and give qualitative inputs

- Perform other additional duties at the request of the Field Manager/General Coordinator.

جميع الحقوق محفوظة لموقع جوبس.

REQUIREMENTS

Academic / Professional background:

- Bachelor's degree in accounting, finance, or a relevant field, and a strong knowledge of financial principles.
- At least 2 years of experience in the finance field, INGOs experience is an asset.

Specific Skills:

- Organized and detail-oriented.
- Excellence in organizing, planning, and prioritizing tasks.
- Coordination ability to perform his/her duties as part of a team.
- Flexibility and Ability to cope with challenging security contexts.
- Task independence but also open to receiving feedback and technical support.
- Ability to identify strengths/weaknesses, and propose solutions.
- Culturally sensitive, respectful attitude and collaborative approach to diversity
- Proven sense of professional discretion, integrity, and ability to work in an international environment.
- Resilient, empathetic, and with effective responsibility.

Language requirements:
Fluent in speaking and writing English, and native Arabic.

Computer literacy: 
Microsoft Office Package (Word, Excel, PowerPoint, Outlook).

Candidates meeting the above requirements are invited to send in their CVs along with cover letters to email " [email protected] "  no later than April 3, 2023.

Please add the name of the position "Admin & Finance Officer" to the subject of the email.

Qualified female candidates are strongly encouraged to apply