Administrative and Financial Officer

Movement for Peace (MPDL) is a Spanish NGO, working in Jordan since 1998. We work with Refugee populations and host communities prioritizing people with disabilities. Our main areas of work are: promoting visibility, participation and access to rights; improving the community rehabilitations services; improving socioeconomic opportunities; prevention and care of sexual and gender based violence; and strengthening the capacities of CBOs.

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Administrative and Financial Officer, Jordan**

TECHNICAL JOB RESPONSIBILITIES

Under the direct supervision and in coordination with the MPDL Head of Mission (HoM), the Administrative and Financial Officer responsibilities and tasks include:

Financial:

• Prepare, in collaboration with the HoM, the annual budget based on the needs of MPDL’s Mission in Jordan, including estimating the cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget.

• Ensure timely payments of monthly bills to suppliers and service providers according to purchase request follow up as well as the running cost of the office.

• Prepare monthly, quarterly, year-end and project-end financial reports, monitor the finance and budget activities of the mission and bring to the attention of the HoM any relevant financial and budgetary issues.

• Maintaining liaison with officials of local banks and tax authorities on procedures and regulations relevant to operation of the office and prepare administrative documents (statements, letters, certificates, etc.).

• Assist during audits to answer auditor’s questions and in the preparation of documentation and suggest improvements to internal controls and streamlining/efficiencies.

• Ensure that all supporting financial documentation comply with MPDL’s internal financial procedures and donors’ requirements.

• Provide inputs for financial reports to the donors.

• Carry out regular field visits and meetings as necessary to implement the above-mentioned duties.

• Facilitate capacity building for the local partners by training their staff in the procedures required by MPDL and its donors for the adequate financial justification of projects.

• Obtain project-related technical documents (such as sources of verification) from partners in a timely manner to ensure all deadlines are met properly.

Administrative:

• Photocopy and scan project documentation as required and maintain an organized filing system (physical and electronic) for the projects according to MPDL’s internal rules and procedures.

• Order and maintain files of all financial administrative documentation / instructions / guidelines issued by donors and/or by MPDL as reference for completion of work assignments.

• Contribute to the development and maintenance of the general archiving systems in an efficient and highly organized manner.

• Participate in the updating of the office inventory as necessary.

• Support the MPDL Head of Mission in the organization of meetings, capacity building sessions or similar events.

• Support the administrative and logistic procedures for the management of human resources, including residency procedures and others necessary for the mission.

• Support colleagues when necessary for their training and to improve their knowledge about internal procedures, thus contributing to the better functioning of the office.

• Carry out and support colleagues in other technical and administrative tasks.

• Assist in drafting the terms of reference and logistical arrangements for procurement procedures, workshops, outreach activities planning, needs assessments, etc.

• Assist in drafting documents for donor support for the project.

• Perform any other duties as requested.

CUALIFICATIONS, SKILLS AND EXPERIENCE:

· Bachelor degree in Finance, Accounting or Business Administration or comparable experience.

· At least 2 years of professional experience in an administrative or financial position.

· Knowledge of International Cooperation and Humanitarian Action including: Project cycle management, logical framework approach is an asset.

· High level of computer literacy and word-processing skills essential, including proficiency in Microsoft Office applications such as Excel and other accounting software.

· Thorough knowledge of English and Arabic, both spoken and written. Knowledge of Spanish is an asset.

· Excellent communication and interpersonal skills.

· Ability to prioritize a complex workload, handling multiple tasks and competing demands

· A commitment to the aims and values of MPDL.

· General grasp of Jordanian laws on labor, procurement, and severance issues.

· Ability to identify and solve problems on an immediate basis.

· Highly organized with excellent attention to detail.

· Highly motivated and energetic.

· Ability to work in a multi-cultural environment.

· Reliable, dependable and a team player.

People with disabilities are encourage to submit an application to this job offer.

CONDITIONS:

The position is full-time and available ASAP. A contract will be offered for a one-year period, with 3 months of probation period. There may be a possibility of renewal at the end of the contract.