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Admin Finance Officer

Admin Finance Officer – LibyaOrganization INTERSOS

Posted 17Nov 2024

Closing date 05Dec2024

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Admin Finance Officer.

Duty station:Tripoli.

Type of Contract: Full Time.

Reporting to:Country Finance Coordinator.

Coordination with: support departments (logs, finance, HR) and technical teams working under technical supervision of technical units: e.g. Protection technical unit (Protection Coordinator and Protection Officer(s)) and Education Specialist.

General context of the project

INTERSOS is an Italian humanitarian organization that aims to provide immediate response, protection and durable solutions to populations affected by humanitarian crises, assisting the most vulnerable groups.

In Libya INTERSOS is active since 2018, operating in 3 bases, across West, East and South. INTERSOS in Libya aims to alleviate suffering of the most vulnerable population groups in Libya, in particular with a focus on access to essential services and strengthen capacity of local authorities, local organizations and communities to prevent and mitigate the effects of the protracted crisis in Libya, developing a protection conducive environment and enhancing community resilience, with programs focused on Education, Protection, Health, WASH/public works and Livelihoods/Food Security.​

Purpose / Objectives:

The Admin Finance Officer (AFO) works under the supervision of the Country Finance Coordinator, and he/she is responsible for ensuring effective, efficient and accurate financial management, recording and follow up of the INGO’s expenditures in Tripoli and application of administrative procedures.

TASKS/DUTIES:

• Perform day to day financial transactions to ensure an up-to-date, accurate and documented finances:
• Receive and verify purchase requests, invoices and payment requests for office and project purchases
• Check compliance with internal and donor procedures
• Process payments per approved liquidity plans (LPs) and verify transactions on compliance with financial procedures
• Support CFC and PM in liquidity estimation per base
• Ensure all supporting documentation and signatures are obtained before providing any financial clearance.
• Encoding/registration of payments/expenses in INTERSOS accountancy
• Process backup reports after data entry
• Present daily and monthly cash declarations
• Liaison with the bank
• Liaison with the transfer companies
• Ensure to register contracts and invoices in the system
• Maintain Booking registers
• Ensure to Archive and Document the Financial Documents in related project file
• Manage the Cash IN/OUT in Safe Box with the Financial System
• Establish, maintain and reconcile the general ledger
• Prepare and reconcile weekly cash statements.
• Assist in preparing the reports for donors an accurate and timely manner:
• Support the Country Finance Coordinator to prepare project financial reports to be submitted to the donor
• Support the Country Finance Coordinator with preparations for audits (internal and external)
• Administer and monitor the financial system in order to ensure that the finances are maintained in an accurate and timely manner
• Prepare monthly cash requests
• Prepare weekly cash reports
• Provide the staff weekly with required cash request
• Implement financial policies and procedures.
• Provide administrative support in order to ensure effective and efficient office operations
• Support logisticians in maintaining complete and up to date inventory files
• Monitor the payments of the Service Contracts Weekly / Monthly
• Maintain a tight and clear archiving system for all financial and administrative documents
• Support program staff and logisticians in the preparation of purchase requests, purchase orders and contracts (review)
• INTERSOS value & responsibilities:
• Uphold the INTERSOS Code of Conduct and policies
• Ensure the respect of the core humanitarian principles: neutrality, impartiality, independence and humanity and the respect of the “do no harm” principle of humanitarian action
• Strictly follow the internal procedures and guidelines and Standard Operating Procedures (SOPs)Other.
• Ensure the confidentiality and security of all financial and employee files
• Perform other related duties as required

PROFESSIONAL REQUIREMENTS:

• Minimum bachelor degree in finance and accounting
• Minimum 3 years of relevant professional experience

Qualifications, skills and traits:

• Demonstrated excellent computer literacy (MS Office, e-mail)
• Excellent commands of MS Excel (formula, pivot tables,etc.)
• Good command of spoken and written English
• Arabic native speaker
• Excellent communication and organization
• Punctuality and respect for applicable rules and procedures
• Attention for details and quality
• Strongly objective and impartial reasoning
• Ethical and transparent decision-making
• Independence, i.e. conducting tasks with minimal supervision, and stress resilience
• Self-motivation, goal/result-orientation and team work
• Flexibility, tolerance and maturity.

How to apply

Interested candidates are invited to apply following the link below: https://docs.google.com/forms/d/1uZ6c2D6wlhiU0zDKC2DscnJFf2R7MIUuUznCBamzH4Q/edit

• Deadline for submission of application: 05Dec 2024
• Estimative date for the test & interview: 10 and 21 Dec2024 (only shortlisted candidates will be contacted)
• Documents to be submitted: CV and Motivation Letter (incomplete applications will be not considered), in addition to contact details for minimum 2 reference persons (include position and relation)