Responsibilities
Essential Job Responsibilities:
1. Financial Management and Accounting
• Manage local bank accounts and oversee daily financial operations.
• Prepare payments (cash, card, and bank transfers) in accordance with internal procedures.
• Prepare and submit payment requests and transfer requests to HQ and/or the Regional Office.
• Maintain the cashbook and oversee foreign currency exchange and reconciliations.
• Record, track, and reconcile expenditures, and support Programme Managers with expenditure forecasts.
• Ensure expenditures are correctly allocated to the appropriate project budget lines.
• Verify budget line coding and confirm the availability of funds before processing purchase requests.
• Prepare and submit interim and final project financial reports.
• Prepare and submit all required accounting documentation to HQ and/or the Regional Finance Office.
• Ensure compliance with local financial legislation, donor regulations, and CESVI financial policies.
2. Procurement and Supply Chain Management
• Implement procurement activities in compliance with the CESVI Procurement Manual and internal procedures.
• Support the execution of low-value procurement by collecting quotations from local suppliers under the supervision of the responsible Officer.
• Prepare, organize, and maintain complete procurement files, ensuring each Purchase Request (PR) includes the corresponding Purchase Order (PO), quotation analysis, delivery note, and all required supporting documentation.
• Scan, archive, and maintain electronic and physical procurement dossiers to ensure audit readiness.
• Support Programme Managers and CESVI staff throughout procurement processes while ensuring compliance with organizational procedures.
3. Warehouse, Inventory, and Distribution Management
• Perform assigned warehouse activities in compliance with the Warehouse Management SOP.
• Conduct daily warehouse operations, including loading, unloading, stacking, and organizing stock according to established storage standards.
• Update Bin Cards and Stock Cards immediately following the receipt or release of goods to ensure accurate inventory records.
• Maintain warehouse cleanliness, organization, and appropriate storage conditions to protect stock from damage, pests, moisture, or theft.
• Assist in periodic physical inventory counts and stock reconciliations.
• Prepare Waybills, Stock Release Forms, and other warehouse documentation for authorization before goods are dispatched.
• Support inventory control and maintain accurate stock records.
4. Fleet Management
• Implement assigned fleet management activities in compliance with the Fleet Management SOP.
• Collect vehicle logbooks from drivers on a regular basis and verify mileage, fuel consumption, and completeness of entries.
• Record fleet data in the fleet management database or designated tracking tools.
• Assist in vehicle inspections to ensure cleanliness, roadworthiness, and the availability of mandatory safety equipment.
• Support the scheduling of drivers and vehicle movement plans under the supervision of the responsible Officer.
• Coordinate administrative matters related to vehicle rental and fleet services.
5. Asset Management
• Tag newly acquired assets with CESVI asset codes immediately upon receipt.
• Maintain Asset Assignment Forms and ensure they are completed, signed, and archived whenever assets are issued, transferred, or returned.
• Assist in periodic physical asset verification exercises and reconcile asset registers with physical inventory.
• Maintain accurate asset records and support organizational asset control mechanisms.
6. Administration and Human Resources Support
• Maintain a structured filing and archiving system for all administrative, financial, logistics, and HR documentation.
• Coordinate office administrative services, including office maintenance contracts, office rent, guesthouse management, utility services, and related operational requirements.
• Maintain accurate administrative records and support internal control systems.
• Support HR transactional activities, including recruitment coordination, onboarding and offboarding processes, payroll administration, performance appraisal follow-up, and other HR support as requested by the HR Coordinator.
About us
CESVI is an Italian NGO founded in 1985 and headquartered in Bergamo, Italy. Committed to humanitarian aid, social justice, and sustainable development, CESVI operates in over 20 countries worldwide. The organization began working in Syria in 2023, responding immediately to the devastating earthquakes with emergency assistance.
Since then, CESVI has implemented several projects in Northwest Syria, strengthening the local education system through school rehabilitation, continuous PSS support, and incentives for teachers and staff. Following the change of government, CESVI expanded its operations beyond Northwest Syria and initiated activities in the south (Dara’a Governorate), supported by an upcoming AICS-funded project, with plans to extend interventions to Rural Damascus. Looking ahead, CESVI aims to strengthen protection systems (with a focus on child protection and MHPSS), rehabilitate essential community infrastructure, support emergency livelihoods and climate-sensitive early recovery efforts, and expand partnerships with Syrian civil society to promote localization.