Project Administrator Assistant

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

As per COOPI Salary Scale

1

Oct 26, 2022

English