Admin and Finance Officer

About the position:

We are looking for a candidate with a background in financial management and administration who is highly organized, detail-oriented, and very proficient with Microsoft Excel. Familiarity with grant funding would be an asset. We aim to create a work culture that is multicultural, friendly, challenging, and rewarding.

Responsibilities:

IBJ is looking for outstanding, self-motivated candidates who want to be part of our ongoing mission to end investigative torture and provide access to legal representation to everyone around the world who needs it. In particular, IBJ is seeking candidates with a specific interest in law, refugee rights, and criminal justice. Candidates will be assisting with the IBJ program aimed at advancing access to justice for Syrian refugees in Turkey in the role of ‘Administration Officer’. The Administration Officer will be responsible for financial activities related to the program “Advancing Justice for Syrians in Turkey.” They will join a collaborative, ethical, and compliant team and work directly with and report to the Turkey Country Director to help manage the program operations for the program and relevant administrative functions. Duties include:

• Ensure robust financial management and strengthen core operations system, local budget management system, and procedures
• Assist with overall finance and grants compliance in Turkey
• Implement standard operating procedures (including timesheets, salary payments, procurement, cash advances, inventory management, compliance with donor guidelines, etc.)
• Track expenditures, variances, and ensure accurate spending, by providing periodic reports of financial position and any ad-hoc financial presentations for program stakeholders
• Ensure that our partners accurately record expenses and attribute expenses to the correct budget line items
• Gather, organize, and file original (where relevant) and electronic expense documentation in a systematic way to support budget allocations and ensure compliance with donor / IBJ audits.
• Support transaction execution in the local IBJ Turkey office including payment initiation, and other financial matters
• Liaise with local Country Director and statutory accountant to ensure compliance with all relevant financial laws, such as taxation laws.
• Facilitate timely audit and responses to auditors in both the Geneva headquarters and local offices
• Manage the office petty cash, reconcile and replenish regularly;
• Support the Country Director with administrative tasks relating to program implementation
• Maintain a digital filing system
• Assist with procurement and relevant documentation according to grant requirements
• Assist with logistical support as necessary
• Ensure appropriate communication, and assist with preparations for meetings
• Assist with contracts and price negotiations with vendors and service providers in accordance with the grant guidelines
• Assist with preparing documents and printing materials for activities including training workshops and roundtables events
• Assist with translation of documents, particularly those of financial nature, between Turkish and English
• Work duties will be performed mainly in Gaziantep, with frequent travels to Kilis and Sanliurfa.
• Assist with interpretation when necessary
• Undertake any other tasks assigned by the Country Director

Qualifications:

• At least 5 years of experience in finance. A relevant degree is an asset
• Ability to telecommute effectively from time to time is a must.
• Turkish and English proficiency is a must. Arabic is an asset.
• Strong knowledge of MS Office is a must