Finance and Admin Assistant

forumZFD, also referred to as Forum Civil Peace Service, is a German, non-profit-making, politically independent and non-denominational peacebuilding organization, which supports people involved in violent conflicts on the path to peace and strives to help overcome war and violence. forumZFD is currently working with peace consultants in Germany as well as ten other countries in Europe, the Middle East and South East Asia. Its Academy for Conflict Transformation offers a learning space for professional, international peace work. Through dialogue events, educational work and campaigns, forumZFD actively advocates civil peace policy. forumZFD is recognized by the German federal government as a member of the Civil Peace Service (CPS) consortium. It finances its work through public and private grants, donations and membership fees.

forumZFD Iraq is based with its main office in Erbil-KRI and is implementing peacebuilding programme in KRI and Republic of Iraq with the main focus conflict transformation measures. The overall objective of forumZFD is to contribute to peaceful coexistence among the diverse populations group in northern Iraq. forumZFD Iraq is in need of a national Finance and Admin Assistant.

Qualification and experience required

1. University degree in the field of business administration, accounting, finance or any relevant field.
2. Minimum of one-year professional experience in finance and administration field.
3. One-year professional experience in international NGOs and/or institutions.
4. Experience in financial management.
5. Good reporting and documentation skills.
6. Excellent knowledge and experience with Excel
7. Excellent written and spoken Kurdish, Arabic and English language skills.
8. Working knowledge of IT technologies (related software, computer applications, MS Office).
9. Good coordination, communication, time management and administration skills.
10. Good experience in HR and logistics.
11. Strong professional communication and inter-personal skills and ability to engage with officials, local authorities and partner organizations.
12. Ability to establish and maintain networks.
13. Readiness to travel in country to project sites in Baghdad, Sinuni, Tel Afar and other relevant areas.
14. The eligible candidate is independent, committed and reliable.
15. Flexibility and ability to adjust to changing circumstances and needs is required.
16. The Finance & Admin Assistant must be eligible to work in KRI and the Republic of Iraq.
17. Driver license and driving experience is an asset.
18. Experience in using financial system is an asset

Activities and tasks: 

Finance: Accounting, Treasury and Financial Management. 

• Responsible for all cash/bank payments.
• Responsible for booking all incomes and expenses according to forumZFD internal rules in the cash books and system with the support of Finance Manager.
• Ensure expenses are authorized and processed in accordance with agreed procedures for both forumZFD and donors.
• Assist the organization and management of internal and external audits.
• Responsible for filing and archiving project documents in the forumZFD filing system and for creating necessary photocopies as needed.
• Responsible for managing and settling all advance payments.
• Supporting Finance Manager in the monthly accountancy closing in respect to forumZFD accounting procedures.
• Support in recording all expenses in forumZFD accountancy’s software daily, according to the allocation table and budget forecast.
• Report on a monthly and periodically bases to the Finance Manager.
• Responsible for the cash count at the end of each week and month.
• Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded.
• Prepare and update all accounting documents required by forumZFD guidelines and internal procedures.
• Follow up on all invoices related to lease contracts, and monitor due dates for payments of contracts.
• Travel to forumZFD’s sub office on a regular basis to make sure all financial process and procedures are working in compliance with forumZFD rules and regulations.
• Focal point of forumZFD finance department with all local authorities both in KRI and GOI.

Human Ressources:

• Responsible for preparation and maintaining of all contractual documents for employees, service contractors in accordance with local legislation and forumZFD rules and regulations.
• Responsible for all contracts, TORs and vacancies of forumZFD local staff.
• Follow up on legal requirements regarding employment (social security, income tax, etc…).
• Update of HR databases and personal files on a monthly basis.
• Ensure new staff briefing on both administrative and financial work (forumZFD conditions of employments, job description, forumZFD rules and regulations).
• Responsible for travel and leave requests.
• Maintain open dialogue with all team members and treat all staff in a respectful way.
• Be the warrant of HR policies compliance (Conditions of Employment, Transportation, Per Diem, Internal Regulation, Code of Conduct…).

 Administration:

• Ensure all procurement processes are in compliance with forumZFD and donor rules and regulations
• Prepare and maintaining office inventory in coordination with Finance Manager.
• Responsible for following up on the assets list.
• Logistical support in project events, workshops and meetings. This includes hotel reservations, obtaining offers from venues and service suppliers and arranging catering as necessary.

In addition to the above, the Finance and admin Assistant may be asked to carry out other related duties as requested by the supervisor based on need and agreement.

The interested candidates are kindly requested to submit the following:

• Letter of interest
• The CV of the candidate in PDF format
• Relevant references

The application needs to be submitted to:

HR-Iraq, forumZFD Erbil Office- Iraq or via Email:

[email protected]