Administration and Finance officer

Post Title: Administration and Finance officer.

Duration of assignment: One year renewable upon level of performance.

Starting date: 01 June 2024

1.INTRODUCTION:

About Expertise France:

Expertise France is a public agency part of the AFD Group, merging six agencies under the supervision of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter-ministerial vocation. EF offers programme engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various development and institutional cooperation fields, including safety and security reform, post-crisis/stability, public health, human rights, strengthening of institutions and NGOs, and governance.

Expertise France designs and implements projects which aim to contribute to the balanced development of partner countries, in line with the Sustainable Development Goals (SDGs) of the 2030 Agenda and the priorities of France’s external action.

2.DESCRIPTION OF THE PROJECT:

The overall aim of the IWEE project, financed by the Agence Française de Développement (AFD), is to contribute to the economic empowerment of Iraqi women and reduce gender inequalities by increasing their income. The objective will be pursued through three components: supporting the structuring of the female entrepreneurial ecosystem, supporting the creation of micro-enterprises and the development of existing businesses created by Iraqi women.

3.JOB SUMMARY:

Expertise France is recruiting an Administration and Finance officer for a one-year contract, as part of the Iraqi Women Economic Empowerment (IWEE) project, and this contract will be renewable according to the performance evaluation during the first year. The Administration and finance officer will be responsible for supporting Finance & Administration operations by filing, documentation of financial processes, monitoring field financial practices and sound implementation of administrative procedures and systems, in compliance with EF and donor requirements.

4.PURPOSE OF THE CONSULTANCY / ASSIGNMENT:

Under the supervision of the Project Manager / Deputy Project Manager, the Administration and Finance officer will be responsible for:

Administration/HR:

• Keeping detailed HR archive files for all IWEE staff.
• Monitor travel requests and make all needed coordination.
• Requesting sim cards recharge and updating the Erbil Finance Officer on the amount to be paid, request for new number.
• Perform vetting/background checks for suppliers or other beneficiaries that we work with.
• Issuing support letters.
• Follow-up translation of administrative documentation.
• Preparing meeting report upon request.
• Preparing the monthly payroll: Collecting the timesheets/invoices and providing attendance report monthly and leave tracker.
• Participate in the process of contracts issuance and amendments of employees and organizing orientation sessions for the new employees in coordination with other departments and units in the organization. (Confirming the offer and ToR by the Project Manager, Creating the contract and Atlas number, getting it signed by both parties, archiving the contracts and updating all contacts trackers).
• Updating the Employee database: Maintain an updated contract tracking sheet.
• Preparation of capacity building plan, requests, and registrations plus tracking the fees in addition to searching for courses and trainings as per project managers’ requests.
• Monitoring leave balances for each individual staff by updating the leave tracker and archiving leave papers.
• Prepare and follow up on employee clearance form.
• Supporting implementation of administrative procedures and systems, in compliance with EF and donor requirements.

Finance/Grants:

• Make sure of the readiness of all documents of monthly closing (Scanning files, cash exchange, etc.)
• Collect and archive financial documents with needed supporting documents (PR, Invoice, GRN, Payment, quotation, emails…etc.).
• Manage petty cash purchases when assigned by Senior Officer in charge of finance, admin and HR, directly communicating with logistics department to receive and pay all invoices (except direct purchases) after sharing with the Senior officer and receiving the approval of the BAP.
• In charge of double checking all supporting documents before submitting to the Senior Officer.
• Support in preparing cashbook on monthly basis.
• Support in preparing financial related documents need (EX: BAPs, receipts, ERF, etc.)
• Classify and file financial documentation.
• Contribute to preparing external financial audits.
• Make sure that assistance related to finance is given to all EF programs staff and partners (subgrantees) when needed.
• Manage petty cash purchases and ensure accurate recording of expenses.
• Assist in the movement of cash, liquidity management, the bank transactions and transfers.
• Check finance documentation from partners (subgrantees).
• Perform any other finance related tasks requested by the line manager.

Logistic:

• Plan and coordinate meetings, workshops and conferences.
• Booking Hotels, taxis and flights for the guests and staff.

5.TECHNICAL SKILLS, EXPERIENCE & KNOWLEDGE

Education level

• Relevant University degree in Economics/Finances/Accounting or equivalent experience.

Qualifications

• At least 3 years of previous finance experience in a similar position. Previous work experience for international agencies would be an asset.
• Computer literate with excellent working knowledge of Microsoft Excel, Word, Outlook, internet.
• Desirable: knowledge of main donors’ procedures (EU and French MoFA/AFD, etc).

Personal qualities

• Good communication and reporting skills.
• Strong relationship management skills and the ability to work effectively with finance, administration and program staff.
• Proactive, results-oriented, and service-oriented.
• Strong working knowledge of Arabic and English (spoken and written). Kurdish and French would be an asset.

6.DUTY STATION:

Erbil – EF office, with potential travels to the other Iraqi governorates.

Application procedure 

Only applicants who apply as per the below details will be shortlisted.

• This position is only for applicants who can secure their own stay in Erbil with potential travels to the other Iraqi governorates. 
• Only shortlisted candidates will be contacted.
• We welcome applicants from all backgrounds and encourage everyone to apply. We particularly encourage women to apply and contribute to our diverse and inclusive work environment

• Deadline of submission: 30 April 23:59

• All applications must include the following (In English and in PDF format only) :
  • Detailed CV
  • Cover Letter/motivation letter (explaining suitability for the position)

• Applications should be sent to [email protected] , using the following subject: “Administration and Finance officer“

• Expertise France reserves the right to close the announcement prior to the stated deadline as applications are screened on a rolling basis and only short-listed candidates will be contacted for interviews.
• Incomplete applications and wrong title formats will not be considered