Finance, Admin and Supply Chain Coordinator

IVY Organization

Description

 

Finance:
  • Draft mission level finance manual/guideline and seek approval from the IVY Headquarter

      Perform financial review, analysis, budgeting and reporting of the project as per IVY standard and donor requirement

      Support project lead on financial tracking and analysis for sound financial management of the project

      Manage and provide payment and accounting related information to different stakeholders and colleagues    

      Ensure vouchers are prepared and filed properly

      Vendor’s payment management using IVY standard – review and prepare vouchers for recording and payment

      Petty Cash disbursement regularly with proper cash balance.

      Prepare Petty Cash Summary and replenishment on time.

      Review and process employee expense settlements, payments, reporting

      Prepare and submit annual financial report to the governmental office

      Coordinate, capacitate and support local NGO partners in finance related matters.

 
Admin

      Support IVY HQ to bring contextual change in the HR Manual

      Support IVY HQ to develop HR related other manuals and guidelines

      Maintain and safely store staff personal files and coordinate with the HQ in this regard

      Collect staff time sheet, communicate to HQ and manage its proper filing

      Lead daily administration and office management: such as dealing with letters and packages, drafting and sending contracts, agreements, letters and emails, handle photocopying and arranging documents, monitoring and purchasing office-use items, arranging travel including visa and Ekama, supervise office cleaner, etc.

      Support in hiring process; vacancy announcement, outsourcing of experts and document management coordinating with hiring manager.

      Coordinate to provide induction trainings from different departments for a new staff

      Provide orientation on Safe Guarding, Code of Conduct (CoC) and relevant guideline and principles of IVY to new staff including Finance, HR and procurement.

      Coordinate with government offices for Visa, Ekama and others.

Supply Chain:

      Assist in developing Procurement Guideline to the HQ and seek approval from the relevant authority.

      Identify alternative supply sources for materials / services and prepare a roster for annual contracts as needed.

      Develop contracts for the suppliers of materials/services in timely manner with accordance to country context and IVY standards

      Ensure timely delivery of materials as per the agreed quality standard.

      Prepare and update material inventory log book and seek approval from the relevant authority.
  • Translate documents and emails into English or Japanese when it is required
  • Draft Facebook articles in both English and Japanese in monthly basis
  • Create media tools: leaflets, IVY Iraq’s website, annual reports, donation box, and any other tools which may support major and potential donors to understand about the IVY’s Iraq and Syria Program.
  • As assigned by supervisor.

Qualifications & Preferred Skills

 

Bachelor degree or equivalent qualification in Finance or Accountancy or Business Management

Master’s degree or equivalent qualification in Finance or Accountancy or Business Management
  • Knowledge of humanitarian industry
  • Excellent computer literacy & skill of MS office applications (Word/Excel/PowerPoint/internet etc.)
  • Good command of English, Arabic and Kurdish languages (written & spoken)
  • Able to articulate and communicate ideas well verbally and in writing
  • Minimum 3 years of experience in independently handling Finance and accounts preferably within development sector.
  • Good interpersonal, problem solving & time management skills
  • Willingness to work under pressure with tight deadlines and to travel across the project areas.
  • Demonstrate collaboration & team building skills

      At least 3 years’ experience in similar field

      Solid knowledge of accounting principles, financial systems, budget/cash-flow monitoring, procurement, system and internal controls

      Knowledge of and experience with government grant regulations and financial reporting requirements

      Practical knowledge of project budgeting, accounting & reporting

      Cross-functional management experience in an I/NGO, UN/ bilateral organizational environment

How To Apply

Please send all applications in English (CV/cover letter/2 professional references) via E-mail only to: [email protected]

In the subject line of the email, please write “Apply for Finance, Admin and Supply Chain Coordinator -(Your name)”

Only short-listed candidates will be contacted for further recruitment process.

 

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