Syria – Project Administrator

COOPI is looking for a Project Administrator in Syria

COOPI has been active with its humanitarian action in Syria (Damascus) since 2016. The protracted crisis in Syria has intensified needs over the past year through a complex and deepening socio-economic crisis, knock-on effects of Covid-19, cholera outbreaks and major losses in the food production sector. In 2023 COOPI has been providing FSL, Early Recovery and Protection support in Aleppo, Raqqa, Homs, Hamas, Rural Damascus and Dara’a implementing programs funded by different donors (UNHCR, OCHA and AICS). COOPI main office is based in Damascus and COOPI teams are present in two field offices: one in Hama and one in Aleppo.

Purpose of the role

The Project Administrator is the focal person directly responsible for the overall administration aspects of the project, being responsible to ensure the procurement and administrative compliancy of COOPI and Donor regulations during the implementations of the activities. This position reports to the Country administrator.

Main responsibilities

Administrative and financial management

• Ensure financial and administrative compliance with Donors and COOPI’s procedures;
• Control and assure compliance of program expenditures with program budgets;
• Ensure consistent application of guidelines/formats for administrative and accounting procedures, planning, reporting & monitoring of the MOU/grant agreements signed between COOPI, and Local Parteners and Local Government Authorities;
• Ensure appropriate filing system of financial documentation is in place, accurate and updated;
• Ensure that taxes are timely remitted to relevant authorities;
• Supervise and capacitate the Local partner related to financial requirements;

Planning and monitoring of expenses

• Prepare and maintain updated the Base Budget; provide timely and systematic monitoring of program expenditures as well as timely budget program forecasts;
• Prepare payment vouchers and verify supporting documents for project and administrative expenditure. Ensure classification of all financial information and documents in accordance with the projects and respective budget lines;
• Prepare, on a periodic regular basis, financial reports and/or other financial requests;
• Supervise appropriateness and updating of all procurement documentation at the various steps of the procurement process;
• Ensure budget availability of expenditures and that appropriate authorizations are in place;
• Monitor cash flows, cash and bank reconciliation statements, and fund requests;
• Ensure proper administration for outstanding debtors and creditors;

HR administration

• Coordinate and supervise overall policy implementation for the human resources of the base, included Labour Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained;
• Supervise preparation of contracts for personnel staff. Manage contracts of local and international staff and supervise administration staff;

Requirements

Essentials

• University degree in economy, business or social sciences; ;
• A minimum of 2 years of relevant working experience in similar positions;
• Demonstrated successful experience in international relief and development in a similar position;
• Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills;
• Experience in liaising with governmental/local authorities, IOs and NGOs;
• Fluency in English language;
• Computer literate;
• Demonstrated ability to work in stressful environments, under pressure and in remote context;

Desired

• Familiarity with logistics, procurement and security procedures is a strong advantage;
• Experience in managing staff is an advantage;
• Experience in working in conflict-prone environments;
• Previous experience with COOPI;
• Italian language knowledge is a plus.

We reserve the right to close the vacancy prior to the application closing date, once a sufficient number of applications have been received.
Please note that only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled, thanks for understanding.

COOPI Cooperazione Internazionale is an Italian secular and independent humanitarian organisation fighting against all forms of poverty to improve the world. Founded in 1965, today COOPI is present in 33 countries in Africa, Latin America and the Caribbean and the Middle East, with both emergency and development projects carried out by expatriate staff – an average of over 270 people per year – and national staff. The main institutional funders are the European Union – ECHO and INTPA – USAID, UN agencies, the Italian Government, local authorities and other European Governments.