Project Administrator

Syria

Finances/Accountancy - Administrative

Finished or Exempted (For male)

• Finance
o Budget Control
 Provides the accountancy to the Project Manager
 Analyze the Preppy and provide comments and recommendation to the PMs
 Sends alert to Country admin if identifies issue with the over or underspending on a project
 Submit updated preppy for the fund request within deadline
o Cost Control
 Ensures that all employees and other resources of his area are allocated on projects
 Ensures that the running costs of his area are reasonable and allocated on projects
o Internal Control
 Controls the eligibility of the procurement, recruitment and admin documentation
 Controls the eligibility of the project documentation
 Validate the procurement files or ask for additional documents to makes sure the expenses are all eligible and the procedure is in line with COOPI and Donors manuals
 Controls the payroll of the projects before payment
 Vouchers: quality of vouchers should be checked at the end of each months
o Accounting
 prepare documents for payment and verify supporting documents according to COOPI rules as well as country specific legal regulations
 archive payment vouchers with all required documentation
 Register all expenses in the accountancy system according to COOPI procedures
 Cash reconciliation with Desy submitted to country admin within monthly deadline
 Bank reconciliations with desy submitted to country admin within monthly deadline
 Advances: ensure the clearance of all advances for the staff, before paying the salary
 To make bank runs including transfer requests, withdrawals, and issuing/receiving letters and bank statements
• Human resources (as a support)
o Recruitment
 Receive recruitment requests
 Publish vacancies
 Shortlist CVs and make the candidate list in excel
 Organize, conduct and document interviews and written tests
 Prepare and share final evaluation of candidates
 Archive recruitment documentations
o Administrative follow up of HR activities
 Provide support and responses to inquiries related to the interpretations of staff rules and operational policies
 Maintain HR files up to date
 Monitor the expirations of contracts and salary payments, update the Country Administrator and the Head of Mission accordingly
o Taxes
 Ensure the monthly payment of taxes and social security contributions
• Financial reporting:
 Participate in modifications and budget amendments with PM and CA
 Prepare financial report to donors
 provides financial documentation required by the donors
 Assist with the preparation of Internal / External Audits
• Logistics
 Ensure control of procurement procedures in accordance with market rules and in compliance with donor and COOPI procedures, in close cooperation with the logistics
 Ensuring the control of documentary evidence of contracts with suppliers
 To keep the country and individual project inventory records updated in cooperation with the Logistics Department and assist in performing random physical inventories and stock-takings
• Performs other duties as requested
o When required, translate documents from English into Arabic and vice versa and/or check translations done
o When required, support the Country Administrator and Head of Mission in writing contracts and documents

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

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.

Nov 15, 2023

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