Finance, Admin and Supply Chain Coordinator

Deadline Date ‎2022-‎06-‎01###### 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.

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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.

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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.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

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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 environmentWe are republishing this vacancy for second time, as we could not manage to
found a person who can be suitable for our organization, So people who applied
for this job on the first time ( please do not apply again)
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.