Job ID
37437
Job Title
Senior Project Administrator
To work for
COOPI Cooperazione Internazionale
Country
Syria
City
Aleppo
Field of Work
Finances/Accountancy - Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Description of the role:
The Senior Administrator is responsible for supervision, management and quality implementation of all aspects of COOPI financial and administrative operations in the country by preparing the coordination budget and controlling the projects' budgets. The administrator will also contribute at managing the relationship with the institutional partners and stakeholders with specific reference to the authorization requests and to the procurement.
In coordination with COOPI’s Country Administrator (Line Manager), the Senior Project Administrator will:
• Respect existing financial procedures and send all accounting documents to HQ
• Follow-up financial indicators of projects
• Help the Country Administrator to have a clear vision of the financial situation
• Respect and follow-up the COOPI’s financial and HR procedures
• Dealing with transfers and exchanges of money
• Petty cash management
FUNCTIONS:
Organizational management:
o Supervise and manage administrative staff: supervise preparation of local personnel contracts (availability of budget general validity according to local laws, coherence with country regulation, compliancy with salary grid, payments, salary advance).
o Budget preparation: support the Head of Mission and Project Managers in budget preparation as well as proposals development.
Budget planning and monitoring:
o Planning and Coordination budget control: preparation and regular verification of the trend of the general coordination and any area coordination's budget; monitoring of the sustainability of all coordination's and field offices under the country coordination responsibility.
o Budget preparation and projects' economic-financial control for new projects.
Financial management and control:
o Provide technical support on correct application of the COOPI and donors’ administrative procedures to the Project Managers.
o Control and assure compliance of program expenditures with program budgets.
o Financial management: supervision and control of the cash management and the cash flow to the projects.
o Projects' economic-financial monitoring: regularly check the economic-financial performance of projects.
o Ensure proper administration for outstanding debtors and creditors, follow-up overdue and signal potential problems in timely manner.
o Verify supporting documents for project and coordination expenditure.
o Ensure classification of all financial information and documents in accordance with the projects and respective budget lines as well as appropriate filing system of financial documentation is in place, accurate and updated.
o Support Project Managers in the management of projects budget, ensuring that the financial resources available for the projects are spent following the donors' procedures and according to the project’s budgets.
o Monitor the sustainability of the Country Coordination and field offices and verifies the correct costs’ attribution/distribution
o Ensures sound planning and preparation of budgets, amendments and forecasts together with the project manager.
o Supervise yearly financial audit on general accounting for local authorities.
Human Resources:
o Coordinate and supervise overall human resources policy implementation, included Labor Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained.
Logistics:
o Supervise preparation of contracts with suppliers and any other contract issued by the coordination office. Ensure that contractual commitments are accurately tracked.
o Provide assistance to project managers and logistics team in procurement process and ensure that all procurements are done according to COOPI and Donor Procedures.
o Ensure budget availability of expenditures and that appropriate authorizations are in place.
Reporting:
o Produce monthly cash and bank reconciliation statements.
Performs other duties as requested
The Senior Administrator is responsible for supervision, management and quality implementation of all aspects of COOPI financial and administrative operations in the country by preparing the coordination budget and controlling the projects' budgets. The administrator will also contribute at managing the relationship with the institutional partners and stakeholders with specific reference to the authorization requests and to the procurement.
In coordination with COOPI’s Country Administrator (Line Manager), the Senior Project Administrator will:
• Respect existing financial procedures and send all accounting documents to HQ
• Follow-up financial indicators of projects
• Help the Country Administrator to have a clear vision of the financial situation
• Respect and follow-up the COOPI’s financial and HR procedures
• Dealing with transfers and exchanges of money
• Petty cash management
FUNCTIONS:
Organizational management:
o Supervise and manage administrative staff: supervise preparation of local personnel contracts (availability of budget general validity according to local laws, coherence with country regulation, compliancy with salary grid, payments, salary advance).
o Budget preparation: support the Head of Mission and Project Managers in budget preparation as well as proposals development.
Budget planning and monitoring:
o Planning and Coordination budget control: preparation and regular verification of the trend of the general coordination and any area coordination's budget; monitoring of the sustainability of all coordination's and field offices under the country coordination responsibility.
o Budget preparation and projects' economic-financial control for new projects.
Financial management and control:
o Provide technical support on correct application of the COOPI and donors’ administrative procedures to the Project Managers.
o Control and assure compliance of program expenditures with program budgets.
o Financial management: supervision and control of the cash management and the cash flow to the projects.
o Projects' economic-financial monitoring: regularly check the economic-financial performance of projects.
o Ensure proper administration for outstanding debtors and creditors, follow-up overdue and signal potential problems in timely manner.
o Verify supporting documents for project and coordination expenditure.
o Ensure classification of all financial information and documents in accordance with the projects and respective budget lines as well as appropriate filing system of financial documentation is in place, accurate and updated.
o Support Project Managers in the management of projects budget, ensuring that the financial resources available for the projects are spent following the donors' procedures and according to the project’s budgets.
o Monitor the sustainability of the Country Coordination and field offices and verifies the correct costs’ attribution/distribution
o Ensures sound planning and preparation of budgets, amendments and forecasts together with the project manager.
o Supervise yearly financial audit on general accounting for local authorities.
Human Resources:
o Coordinate and supervise overall human resources policy implementation, included Labor Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained.
Logistics:
o Supervise preparation of contracts with suppliers and any other contract issued by the coordination office. Ensure that contractual commitments are accurately tracked.
o Provide assistance to project managers and logistics team in procurement process and ensure that all procurements are done according to COOPI and Donor Procedures.
o Ensure budget availability of expenditures and that appropriate authorizations are in place.
Reporting:
o Produce monthly cash and bank reconciliation statements.
Performs other duties as requested
Qualifications
• University degree in finance, accounting, or related field
• A minimum of five years of relevant working experience is required
• At least three years of demonstrated successful experience in international relief and development in a similar position is required
• Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills
• Good knowledge of main donors’ administrative rules and procurement procedures (ECHO, EU, OCHA, UNHCR, AICS)
• Experience in audits management and budget design
• Demonstrated ability to work in stressful environments and under pressure
• Ability to organize work efficiently and deliver assignments in a timely manner often under time constraints
• Strong analytical and practical problem-solving skills
• Strong supervisory abilities, and demonstrated capacity of teamwork and of coordination with the relevant actors
• Proven capacity in managing a team is essential
• Fluency in English language
• Computer literate
• Experience in logistics, procurement and security matters is a strong advantage
• A minimum of five years of relevant working experience is required
• At least three years of demonstrated successful experience in international relief and development in a similar position is required
• Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills
• Good knowledge of main donors’ administrative rules and procurement procedures (ECHO, EU, OCHA, UNHCR, AICS)
• Experience in audits management and budget design
• Demonstrated ability to work in stressful environments and under pressure
• Ability to organize work efficiently and deliver assignments in a timely manner often under time constraints
• Strong analytical and practical problem-solving skills
• Strong supervisory abilities, and demonstrated capacity of teamwork and of coordination with the relevant actors
• Proven capacity in managing a team is essential
• Fluency in English language
• Computer literate
• Experience in logistics, procurement and security matters is a strong advantage
Specific Vacancy Requirements
Due to the urgency of this role, we will be reviewing CVs and interviewing candidate in advance of the closing date. For this reason, interested candidates are asked to submit their application as soon as possible
Salary and Benefits
As per COOPI Salary Scale
About us
We are an independent Italian NGO founded in Milan by Father Vincenzo Barbieri on April 15 1965.
For 50 years we have been dedicated to breaking the cycle of poverty and to supporting populations affected by wars, socio-economic crises or natural disasters in their path to recovery and sustainable development, by making use of the professionalism of local and international operators, and through our partnerships with public and private bodies and civil society organizations.
Today we are present in 24 countries in Africa, the Middle East, Latin America and the Caribbean, with 150 humanitarian projects reaching almost 2,400,000 people. Since 2006 we have been providing food, education, health and protection to thousands of children in 8 countries through our child sponsorship programs.
Since 1965 we have helped 100 million people, through 1,600 projects in 63 countries, employing 4,500 expatriate and 55,000 local operators.
For 50 years we have been dedicated to breaking the cycle of poverty and to supporting populations affected by wars, socio-economic crises or natural disasters in their path to recovery and sustainable development, by making use of the professionalism of local and international operators, and through our partnerships with public and private bodies and civil society organizations.
Today we are present in 24 countries in Africa, the Middle East, Latin America and the Caribbean, with 150 humanitarian projects reaching almost 2,400,000 people. Since 2006 we have been providing food, education, health and protection to thousands of children in 8 countries through our child sponsorship programs.
Since 1965 we have helped 100 million people, through 1,600 projects in 63 countries, employing 4,500 expatriate and 55,000 local operators.
Required employees number
1
Posted On
Nov 14, 2023
Expiry Date
Dec 14, 2023
Photo
Required
CV Language
English
Additional questions for applicants
Q1: Have you been under any administrative, disciplinary or criminal conviction resulted from investigation of sexual exploitation or abuse?
Q2: Have you been under investigation or have resigned before investigation closure related to sexual exploitation or abuse?
Q3: Are you in a sexual relation or married to a person under 18 years old?
Q2: Have you been under investigation or have resigned before investigation closure related to sexual exploitation or abuse?
Q3: Are you in a sexual relation or married to a person under 18 years old?