Administrator

Deadline Date ‎2022-‎06-‎09The Administrator is responsible for supervision, management and quality
implementation of all aspects of COOPI financial and administrative operations
in country. The Administrator will also contribute at managing the
relationship with the institutional partner and stakeholder with specific
reference to the authorization requests and to the procurement. He/she will
report functionally to the Regional Administrator and hierarchically to the
Head of Mission. He/she will be based in Erbil with travels to Baghdad.
He/she ensures the correct administrative/financial management and the
sustainability of the Country Coordination by preparing the coordination
budget and by controlling the projects’ budgets preparation. He/she guarantees
the information correctness and completeness to the headquarters. In
particular, the fulfilment of the assignment involves the following
activities:
* Planning and Coordination budget control: he/she prepares, in cooperation with the Head of Mission, and regularly verifies the trend of the general coordination and any area coordination’s budget. He/she monitors the sustainability of all coordination’s and field offices under the country coordination responsibility and verifies the correct distribution/distribution of fixed costs to the projects;
* Budget preparation and projects’ economic-financial control: he/she supervises the new project’s budgets in conformity with the programming and the Country Coordination/Regional Coordination/HQ sustainability;
* Goods management: he/she verifies the sustainability and correct management of all goods owned by COOPI, in collaboration with the country’s logistic function). He/she verifies the correct application of the organization’s procedures in relation to purchases and goods management.
* Financial management: he/she supervises and controls the cash management (safe and bank accounts) and the cash flow to the projects according to the requests; he/she is responsible for preparing and submitting monthly fund request to Regional coordination; he/she manages and supervises all funding by donors to the projects (advance and tranches reception), updating the information for transmission to the central Headquarters; In agreement with the Head of Mission he/she guarantees the correct timing of tranches reception; In agreement with the central headquarters’ Administrative Desk, he/she proposes the priorities for the financial reports submission schedule to the Head of Mission. He/she ensures the correct management and the general coordination/field offices cash control and related costs; He/she has the right to signature on all the organization’s bank accounts.
* Projects’ economic-financial monitoring: in collaboration with the Project Managers and Head of Mission/Regional Coordinators, he/she regularly checks the economic-financial performance of projects: final balance, expenditure excess, expenditure projections, and financial forecast.
* Financial reporting and audit: he/she finalizes and controls all intermediate and final financial reports to be transmitted to the donors, before transmitting them to the headquarters; he/she is responsible for the correct financial reporting and ensuring the correct filing of all projects’ data; he/she is responsible for the preparation and execution of audits conducted in the country, and for the transmission to the headquarters of all project documents to be audited in Italy; he/she is responsible for the preparation of annual audits for headquarters and local authorities;
* Local staff management and local and expatriate staff administration: He manages and supervises the administrators/local accountants; he/she ensures the training for all the staff involved in the administrative process (ex. Logisticians, Project Managers, administrative and finance team); he/she supports the Head of Mission in the elaboration of local staff management standards (local staff regulation) and guarantees the correct management of all documents related to staff management; he/she coordinates and supervises overall human resources policy implementation, included Labour Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained;
* Liaison with local authorities: he/she ensures that all administrative and financial procedures in relation with local authorities are timely and properly executed, from the visas of the staff to the registration and financial reporting processes.
* Supervise preparation of contracts with suppliers and any other contract issued by the coordination office. Ensure that contractual commitments are accurately tracked;
* Provide assistance to project managers and logistics team in procurement process and ensure that all procurements are done according to COOPI and Donor Procedures Ensure budget availability of expenditures and that appropriate authorizations are in place;
* Regularly update COOPI financial monitoring tools on coordination level and support project managers during monthly financial update and budget forecasts;
* Support the Head of Mission and Project Managers in budget preparation as well as proposals development;
* Any other reasonable task required by the Head of Mission and by the Regional Administrator, in relation to the needs of the projects and of the mission.Qualification
* University degree in finance, business or related field.
Experience
* A minimum of three years of relevant working experience;
* Experience in international relief and development in Middle East countries in a similar position;
* Experience in logistics, procurement and security matters is a strong advantage;
* Good knowledge of main donors’ administrative rules and procurement procedures (ECHO, EU, UN, AICS);
* Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills;
* Proven capacity to work in a team is essential; experience in managing staff is a plus;
* Experience in liaising with governmental/local authorities, IOs and NGOs;
* Demonstrated ability to work in stressful environments and under pressure;
* Experience in working in conflict-prone environments a plus;
Key skills and competencies
* Proficiency in written and spoken English;
* Computer literacy, with high proficiency in the use of standard office software applications (e.g. Microsoft Word, Excel and PowerPoint),
* Ability to organize work efficiently and deliver assignments in a timely manner often under time constraints;
* Strong analytical and practical problem-solving skills;
* Institutional relations management and cultural context understanding;
* Strong supervisory abilities, and demonstrated capacity of teamwork and of coordination with the relevant actors;
* Very good inter-personal and writing communication skills;
Desirable additional skills
* Knowledge of Arabic and/o Kurd is a plus;
* Previous work experience in Iraq is a plus;
* Knowledge of COOPI’s procedures is a plus;
* Knowledge of main donors’ procedures is a plus.Send CV and Cover Letter to the email address [email protected]
by Thursday, June 9th COB , with " [Name and Surname] - Administrator
- COOPI Iraq " as subject of the email.
Failure to meet the deadline and/or missing information in the email (subject
or attachments) will result in the application being discarded.
Due to the high number of applications, only shortlisted candidates will be
contacted.