وظائف شاغرة مطلوب مساعد مالي للعمل لدى منظمة دولية

Finance Assistant

Closing date: 04 Oct 2017
TERMS OF REFERENCE

Individual Contractor Agreement

Title: Finance Assistant

Duty station: Jordan, Amman

Section/Unit: Operations

Duration: Oct 2017 – 31 December 2017

Supervisor: Head of Finance and Administration (HOFA)

1. General Background of Project / Assignment

The Bremen Overseas Research and Development Association (BORDA) was founded in 1977 by planners, engineers, business people and social scientists as a civil society expert organisation. Collaborating worldwide with more than one hundred organisations, we are committed to making the transition towards liveable and inclusive cities which give disadvantaged urban populations access to essential public services such as energy, sanitation, waste management and water. We are active in 25 countries in Latin America, Central and West Asia, South and South-East Asia, and Africa. We support holistic approaches on policy formulation, participative urban planning processes and infrastructure development. In this respect we design and implement innovative system packages together with our partners, foster capacity development at the local, national and international level, and facilitate dialogue between civil society organisations, communities, government entities, the private sector, scientific institutions, and international organisations.

. 2. Purpose and Scope of Assignment

BORDA requires a Finance Assistant (FA) to oversee and manage all BORDA operations and programme financial needs, including leading implementation of BORDA operational and financial management strategies and systems in both the BORDA office in Amman and regional offices.

Developing and implementing relevant financial policies, procedures, and practices.

In close cooperation with the BORDA operations team (administration, HR, transport, etc.), ensure financial transparency, clear accountability, and implementation of best practice is implemented.

Ensure full compliance of financial processes and financial records with BORDA rules, regulations, policies, and procedures are agreed with any and all implementing partners, stakeholders and donors.

Ensure compliance of financial processes of the Government of Jordan rules, procedures, policies and law.

Data entries of all payments are presented in the approved Accounting software on a daily basis.

Report to supervisor on any aspects of financial management that requires improvement or identified to have gaps.

Monitor the timely process of the project related payments and the timely response to clients query.

Maintain oversight of all financial deadlines such as rental agreements, utility bills, funding agreements and any other payments as required.

Approve the supporting documents for payments preparation of all types of vouchers and payments execution.

Support and guide operational team on maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted into ledgers and financial management system on timely basis.

Monitor timely corrective actions on un-posted vouchers, including the advance funds to vendors and suppliers, unapproved vouchers and timely response and follow up.

Prepare the monthly payroll for all staff members with due regard to appropriate attendance of staff members’ for salaries/benefits processing.
Maintain the proper filing system for project finance records and documents, to make sure easy access to the documents when required.
Prepare and submit reports on the closure of all financial aspects for: Workshop, Project, Operations and any other funds.
Other finance and operations tasks, as determined by the BORDA Country Programme Manager and Head of Finance and Admin
Income tax calculations performed as required.
Ensure the cash management system is properly functioning for all accounts and advise the senior management for the timely actions as necessary (float account, operational Expenses, Transitional Assistance, Small Grant Projects and petty cash) focusing on the achievement of the following results:

Provide accurate cashier services as required.
Prepare expenditure summary sheets for petty cash.
Implement the proper budgeting procedure and reporting of all accounts
Implement the proper disbursement of the project petty cash and the timely replenishment of all accounts in order to ensure that the optimum level of cash is available to facilitate approved project activities.
Daily updating of the petty cash log and weekly or monthly reconciliation or as requested by the HOFA
Request the project installments and ensure the disbursements are on time.
Coordinate all available means of delivery, transportation or communication for the submission of the financial documents from regional level to the Finance Team in HQ,
Update and implement the proper application of monthly exchange rates.
Assist staff in submitting travel requests and travel claims
Sit on the procurement and bid evaluation panels as required.
The FA will be part of the senior BORDA operations team in Jordan and will participate in all activities as requested by the Programme Management Unit (PMU) and the HOFA.

3. Document management of the Unit:

· Check all current files and file all related documents together in a consistent and clear manner.

· Label, index and maintain files.

· Create, maintain and file document templates as required.

· File information circulars, polices and related documents in clearly marked folders.

· Archive all non current finance documents as per Donor and audit requirements.

· Prepare staff files and ensure all documentation is accurate and complete.

· Ensure all documents and files are backed up securely on the appropriate section of the BORDA shared drive.

· Ensure that all internal, external and official correspondence and material can be easily traced and accessed.

· Ensure all documents are archived in timely manner.

· Ensure the finance section of the templates and documents list is up to date and in order.

4. Monitoring, evaluation and progress Controls:

Within six months, it is expected that at minimum the following outputs will be achieved by the FA:

· Finance policies, procedures, regulations, etc. are fully functional and implemented.

· Training sessions for staff travel expense claims and petty cash management designed and delivered.

· All BORDA project finances are accurately and effectively forecasted on a quarterly basis.

· Optimised communication, coordination, and synergy between finance/procurement and administration, human resources, procurement, transportation, and security teams; including, ensuring that roles and responsibilities are clearly understood and followed.

· Improvement in all critical aspects of BORDA’s finances, including but not limited to, strengthened management of operations and finance teams, team-building, and promotion of leadership and initiative among all BORDA finance, operations, and project staff.

· Key finance and tasks developed, implemented, and fully functional, including but not limited to

· Effective integration of the finance team and function as part of the management team in BORDA Jordan, and engage (as needed) with other BORDA offices.

5. Qualifications and Experience

· Experience: A minimum of 5 years of progressively responsible experience in finance, accounting, and financial management, preferably with international non-governmental organisations (iNGO’s) or the UN.

· Working knowledge of the tax exemption processes and the rigours of iNGO finance.

· Education: A minimum of a bachelor degree in related fields and a high-level professional training in the relevant field will assist greatly. Extensive relevant experience may be considered instead of the above.

6. Key Competencies:

· Demonstrated management skills and experience working with multi- national and multi-disciplinary staff teams.

· Demonstrated experience in building and implementing finance and procurement policies, procedures, regulations, etc. as well as organisational strengthening and improvement.

· Proven track record of success facilitating progressive organisational change and development within a growing organisation

· Proven ability to maintain strategic focus while supervising a large and complex operation.

· Self-reliant, good problem solver, and results oriented.

· Entrepreneurial team player that takes initiative and can multitask.

· Energetic, flexible, collaborative, and proactive; a team leader who can positively and productively impact strategic, tactical and administration initiatives.

· Excellent judgment and creative problem solving skills including negotiation and conflict resolution skills

· Excellent verbal and written communication skills, including public speaking experience.

· Proven interpersonal and intercultural skills, including flexibility and sensitivity.

Language: Fluency in oral and written English and Arabic is required. Knowledge of German is an advantage.

HOW TO APPLY:
Send your Curriculum Vitae and cover letter to [email protected] by Oct. 4th, 2017

Recruitment starts immediately upon publication of this call for application and placements may be filled before the indicated application deadline. Therefore, we encourage you to submit your application early. Only short-listed applicants will be contacted.