Finance, HR and Admin Coordinator (Iraqi National Position)

Organization

3iSolution/iMMAP France is a not-for-profit organization created in Sept 2008 and registered in France as Association by law of 1901 under the name of iMMAP France and still operating legally under that name. Currently, 3iSolution/iMMAP France is working with the humanitarian and development sector in 10 different countries and have been active in more than 25 countries during the last 15 years. We have implemented more than 300 projects and have currently 150 staffs working worldwide. Our work focuses in using innovation and the technology knowledge, which is built by the private and academic sectors, so to enhance the power of information to make direct and concrete impact at the beneficiaries’ level, who are the organization that we support.

Scope of work:

This position is in charge of the program’s administration, finance, and Human resource management as well as to create a culture of compliance among program personnel. The Finance/HR and Admin Coordinator works in close collaboration with the headquarter and is managed by the Country Representative.

Description of Duties

Human Resources

• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date.
• Manage recruitment administration such as posting advertisements, logging applications, coordinating interview arrangements, and assisting with the new starter processes.
• Draft any employee correspondence required such as new starter documentation, contractual changes etc.
• Accurately collate any other information as required to assist with payroll preparation.
• Supervise and coordinate the provision of all administrative, personnel and financial support required to the project, ensuring that appropriate control reporting structure are maintained in accordance with the organization’s rules and regulations.
• Carry out amendments and contract termination formalities for employees at project level, according to labor local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, to ensure legal compliance.
• Ensure that performance reviews are conducted according to defined procedure and monitor the professional development of personnel.
• In close coordination with the Country Representative, calculate the HR operational needs and the associated budget to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget follow-up.

Finance

• Manage projects accounting and financial system by ensuring that appropriate cashbooks are prepared for each month expenses.
• Coordinate and function as focal point for issues relating to finance (including salary, payment of per diem, rent, hazardous, R&R, process of invoices and receipt of funds).
• Manage admin/finance issues with 3iSolution/iMMAP France headquarter office when required.
• Prepare all financial reports and monthly cashbook for 3iSolution/iMMAP France in Iraq with scanning all receipts.
• Validate all disbursements and commitments of expenditure, in compliance with 3iSolution/iMMAP France’s procedures.
• In close collaboration with HQ finance teams, monitor functioning cost and make connections between budgetary consumption and activity progress.
• Manage the cash flow including disbursements and reconciliations between accounting software and bank accounts.
• Prepare monthly funds forecasts, ensuring timely fund availability for planned payments.
• Manage tax calculation and adjustment processes in accordance with local laws and internal financial process.
• Be the focal point in the country during internal or external audits of the organization or projects by providing all necessary supporting documents and information.

Administration

• Work on policies localization as requested by HQ.
• Ensure the implementation of efficient processes and standards.
• Report on operational performance and suggest improvement.
• Oversee the efficient running of the 3iSolution/iMMAP France’s office Iraq including the registration process with all statutory bodies and ministries.
• Provide general administrative support to the Country Director as required including preparing written documentation as requested, filing etc.
• Manage visa requests and residency procedures.
• Liaise with legal counsellor as needed.
• Undertake other duties as requested by the line manager.

POSITION OF THE POST IN THE ORGANIZATIONAL CHART (hierarchical and functional relationships) : Under the hierarchical authority of: Country Representative

Hierarchical authority over: –

Under the functional authority of: HQ Finance Coordinator, Finance and Grant Officer

Functional authority over: –

Requirements

• Education: Graduate of an Institute or University in the field of business administration, finance, HR, or relevant field.
• Experience:
  • At least 5 years of work experience in Finance/HR/Administration in the humanitarian sector
  • Previous knowledge of UN, BHA and other European donors is an asset.
  • Proven experience on Budget proposal development and Financial follow up is required
  • Knowledge and previous experience on HR and/or Accounting software is a plus
• Soft skills:
  • Ability to coordinate with local administrators, government, NGOs.
  • Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access
  • Fluent Arabic writing and speaking is mandatory.
  • English writing and speaking is mandatory.
  • Ability to work well in a small team, operate under pressure, prioritize and deliver high-quality work within deadlines, and meet team objectives;
• Organizational

Learning as part of the 3iSolution/iMMAP France commitment to organizational development, and in support of the understanding that learning organizations are more effective, efficient and relevant to the communities they serve, it is expected that all 3iSolution/iMMAP France personnel will commit 5% of their time to learning activities that benefit 3iSolution/iMMAP France as well as individual professional development.

• Accountability to Beneficiaries

3iSolution/iMMAP France personnel is expected to respect principles of accountability to beneficiaries of 3iSolution/iMMAP France programs, in line with international standards while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of field projects.

• Working conditions

National consultancy contract: 2500 USD Monthly

• Guiding Principles

Personnel is expected to respect the local culture and 3iSolution/iMMAP France’s policies, procedures, and values at all times. 3iSolution/iMMAP France has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct. 3iSolution/iMMAP France is an Equal Opportunity Employer regardless of background.