Job ID
31984
Job Title
Finance and logistics Assistant
To work for
ZOA - International
Country
Syria
City
Aleppo
Field of Work
Finances/Accountancy - Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
The Support Assistant will be a full-time employee of ZOA Syria. Under the direct supervision of the Area Manager as the main line manager, but with the Finance Manager and the MoO in Damascus as functional line-managers. Functional line manager will provide training and could request tasks based on specific tasks, for example related to donor compliance, financial and procurement procedures and quarterly closing of finances.
The Support Assistant provides logistical, procurement and financial support for the ZOA Programme in Aleppo, helping to ensure the timely and cost effective implementation of the programme.
As the team in Aleppo will be small at the beginning, major procurement will still be done with the support of the procurement and logistics team in Damascus. However, the follow-up of payments for those procurements needs to be done from Aleppo. Procurements up to a limited amount should be done in Aleppo by the Support Assistant, as well as small maintenance to the potential office and liaising with the Damascus office for transport and accommodation.
Cash payments and entering those payments into the ERP software of ZOA will be done by the Support Assistant.
III. Main Activities
Main Activities For Logistics & Procurement:
1. Collect request for quotations and find new suppliers. Do market assessments to see the suppliers in a specific market.
2. Fill new suppliers in supplier database and do supplier evaluations.
3. Collect regular information on prices and price developments in the local market and update ZOA Price List on regular basis.
4. Support in the tender process and assist with the effective organization of Procurement Packs (PRs, RFQs, QAMs, and Agreements) as well as filing and archiving on the SharePoint.
5. Follow up suppliers’ payments.
6. Update Procurement Tracker records regularly, according to the received purchase orders and the released payments.
7. Maintain all logistics records, including an effective filing system for storing procurement documentation to enable tracking and auditing.
8. When the Aleppo office gets vehicles, do fleet planning.
9. Support programme team in distribution and transportation activities, by arranging trucks and material, including taxis and vans for volunteers.
10. Follow up the movement plan of ZOA or ZOA vehicle management, including taxis, together with the office in Aleppo.
11. Arrange and take part in checks at supplier warehouses and other locations for the quality of items to be procured or before distributions.
12. Ensure proper functioning of the office in Aleppo, including equipment, supplies and services.
Main Activities For Finance:
13. Manages petty cash accounts, ensuring accurate records are kept, and that accounts balance, following up where discrepancies are identified.
14. Responsible ensuring petty cash funds are always available.
15. Registration of payments in the ZOA ERP software.
16. Ensure that all payments and transactions are registered timely (before the end of the month or quarter).
17. Scanning, archiving and filing in a correct way all finance documents.
18. Do bank payments after a bank account has been opened in Aleppo and ensure that payments are signed by the right levels of authority.
19. Receives funds request from staff and review for correct approvals of expenses and completeness of documentation of financial transactions in compliance with ZOA guidelines prior to data entry into the accounting system within a reasonable time.
20. Process all invoices accurately and promptly, checking for completeness and eliminating errors, and ensuring payment is made within the appropriate timescale.
21. Assist with audits pulling out and refiling documents, preparing, and processing various adjustments and schedules as required.
22. Assist with monthly, quarterly, and annual accounting closures.
23. Keep track of vendors bills and coordinate payment to vendors.
24. Pursues a right level of segregation of duties
25. Any other tasks requested by the line Manager.
The Support Assistant provides logistical, procurement and financial support for the ZOA Programme in Aleppo, helping to ensure the timely and cost effective implementation of the programme.
As the team in Aleppo will be small at the beginning, major procurement will still be done with the support of the procurement and logistics team in Damascus. However, the follow-up of payments for those procurements needs to be done from Aleppo. Procurements up to a limited amount should be done in Aleppo by the Support Assistant, as well as small maintenance to the potential office and liaising with the Damascus office for transport and accommodation.
Cash payments and entering those payments into the ERP software of ZOA will be done by the Support Assistant.
III. Main Activities
Main Activities For Logistics & Procurement:
1. Collect request for quotations and find new suppliers. Do market assessments to see the suppliers in a specific market.
2. Fill new suppliers in supplier database and do supplier evaluations.
3. Collect regular information on prices and price developments in the local market and update ZOA Price List on regular basis.
4. Support in the tender process and assist with the effective organization of Procurement Packs (PRs, RFQs, QAMs, and Agreements) as well as filing and archiving on the SharePoint.
5. Follow up suppliers’ payments.
6. Update Procurement Tracker records regularly, according to the received purchase orders and the released payments.
7. Maintain all logistics records, including an effective filing system for storing procurement documentation to enable tracking and auditing.
8. When the Aleppo office gets vehicles, do fleet planning.
9. Support programme team in distribution and transportation activities, by arranging trucks and material, including taxis and vans for volunteers.
10. Follow up the movement plan of ZOA or ZOA vehicle management, including taxis, together with the office in Aleppo.
11. Arrange and take part in checks at supplier warehouses and other locations for the quality of items to be procured or before distributions.
12. Ensure proper functioning of the office in Aleppo, including equipment, supplies and services.
Main Activities For Finance:
13. Manages petty cash accounts, ensuring accurate records are kept, and that accounts balance, following up where discrepancies are identified.
14. Responsible ensuring petty cash funds are always available.
15. Registration of payments in the ZOA ERP software.
16. Ensure that all payments and transactions are registered timely (before the end of the month or quarter).
17. Scanning, archiving and filing in a correct way all finance documents.
18. Do bank payments after a bank account has been opened in Aleppo and ensure that payments are signed by the right levels of authority.
19. Receives funds request from staff and review for correct approvals of expenses and completeness of documentation of financial transactions in compliance with ZOA guidelines prior to data entry into the accounting system within a reasonable time.
20. Process all invoices accurately and promptly, checking for completeness and eliminating errors, and ensuring payment is made within the appropriate timescale.
21. Assist with audits pulling out and refiling documents, preparing, and processing various adjustments and schedules as required.
22. Assist with monthly, quarterly, and annual accounting closures.
23. Keep track of vendors bills and coordinate payment to vendors.
24. Pursues a right level of segregation of duties
25. Any other tasks requested by the line Manager.
Qualifications
Knowledge & Experience:
-Associate (University) Degree in Business Administration, preferably in Economics, accounting.
-Minimum working experience of at least 2 years in Finance, or 2-4 years experience in a similar role, preferably in an INGO.
-Work experience in Logistics and Procurement, preferably in an INGO is a plus.
-Good spoken and written command of English.
-Excellent spoken and written command of Arabic.
-Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
-Experience with donor requirements and compliance is a plus.
-Previous UNSSAFE, HEAT or other similar personal safety awareness training preferred but this can be provided for the right candidate.
1.Skills:
-Initiative and independent.
-Organised and structured.
-Communicative, open and decisive.
-Result-oriented in a team approach.
Analytical.
-Strong communication skills, able to teach others.
-Proactive and works independently.
-Team player.
-Associate (University) Degree in Business Administration, preferably in Economics, accounting.
-Minimum working experience of at least 2 years in Finance, or 2-4 years experience in a similar role, preferably in an INGO.
-Work experience in Logistics and Procurement, preferably in an INGO is a plus.
-Good spoken and written command of English.
-Excellent spoken and written command of Arabic.
-Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
-Experience with donor requirements and compliance is a plus.
-Previous UNSSAFE, HEAT or other similar personal safety awareness training preferred but this can be provided for the right candidate.
1.Skills:
-Initiative and independent.
-Organised and structured.
-Communicative, open and decisive.
-Result-oriented in a team approach.
Analytical.
-Strong communication skills, able to teach others.
-Proactive and works independently.
-Team player.
Specific Vacancy Requirements
Requirements Vacancy
Regular travel to the field can be required.
ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply.
CV's of no more than 5 pages in length are appreciated.
Please provide at least 3 references related to your previous employment listed in the application. References of previous positions held should not be older than five years.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 Months with the possibility of extension.
Regular travel to Damascus for meetings with the team there.
Regular travel to the field may be required to liaise with contractors and/or suppliers and assist with distributions
Starting Date: As soon As possible
Closing Date: 06/10/2022
Regular travel to the field can be required.
ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply.
CV's of no more than 5 pages in length are appreciated.
Please provide at least 3 references related to your previous employment listed in the application. References of previous positions held should not be older than five years.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 Months with the possibility of extension.
Regular travel to Damascus for meetings with the team there.
Regular travel to the field may be required to liaise with contractors and/or suppliers and assist with distributions
Starting Date: As soon As possible
Closing Date: 06/10/2022
Salary and Benefits
Benefits Salary and conditions will be in accordance with ZOA Terms of Employment for National staff and relevant experience
About us
ZOA is an international NGO, which offers RELIEF to people who are affected by conflict or natural disasters. ZOA wants to contribute to a new perspective of HOPE in which people work together for a promising future in dignity and mutual trust. Together with the affected communities, we work on the RECOVERY until they can provide to take care of their livelihoods. The work of ZOA is coordinated from the Netherlands. From there ZOA operates in seventeen countries in Africa, Middle East Region and Asia. ZOA works approximately with 900 employees worldwide.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. In 2018, ZOA became registered to operate from Damascus. ZOA works alongside local partners in Syria to implement our projects and we are also strengthening our capacity to implement projects directly. Creating and strengthening of local capacity is an important element of the programme. We aim to expand our activities in livelihoods, primary education, WASH and shelter.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. In 2018, ZOA became registered to operate from Damascus. ZOA works alongside local partners in Syria to implement our projects and we are also strengthening our capacity to implement projects directly. Creating and strengthening of local capacity is an important element of the programme. We aim to expand our activities in livelihoods, primary education, WASH and shelter.
Required employees number
1
Posted On
Sep 22, 2022
Expiry Date
Oct 22, 2022
Photo
Required
CV Language
English