Administration ,Finance & Logistic Assistant

Syria

Finances/Accountancy - Administrative - Procurement/Logistics/Delivery

1. Accountancy Management:
• Check, before recording any entry, that the invoices are compliant with PUI regulations and procedures.
• He is in charge of collecting money from bank branch in his/her governorate
 Manage the daily payments of his/her governorate:
• He/She is responsible of the cashboxes.
• Ensure payments of the daily expenses.
• Perform payments to suppliers.
• Prepare monthly report on expenses.
 Keep cashbook of his/her Governorate:
• Ensure daily follow-up of expenditures.
• Record transfers, advances, exchanges and bills in cashbox.
 Ensure & Collect monthly bills and financial statements :
• Gather bills in box file by dividers according to the PUI standards & regulations.
• Check that each bill contains the accurate information and supporting documents.
• Translate requested information’s into English.
• Stamp bills and order them by program number and by date.
• Attribute to each bill unique number.
 Monthly Closing:
• Register monthly expenses, transfers, exchanges, advances and bills on accounting software SAGA are matching.
• Import and export data and updates in coordination with the Finance Officer (Mission Accountancy ).
• Prepare SAGA excel sheet.
• Ensure that all bills submitted to Damascus Office by the end of the month with its cash inventory signed by concerned staff.
 Cash forecast :
• Prepare the cash forecast according to cash needs for his/her governorate regarding mission & project expenditures on weekly basis.
2. Logistics Tasks:
• Preparing and perform logistics documents related purchases at field level.
• Suppling required goods according to purchase requests.
• Controlling quality and quantity of purchased items/services.
• Launching & collecting quotations in coordination with Log department in Damascus Office.
• Conduct market assessment upon request.
• He/she is in charge of receiveing items transferred from Damascus to his/her governorate and vise versa.
• Preparing daily fuel follow up table and sending it to the log department in Damascus on monthly basis
• In Coordiation with FOM,He/she is in charge of organization the daily movement of the staff in his/her gorvernorate
• He/She is in charge of Assets management in his/her governorate.
• He/She is in charge of work space facility services.

3. Administration tasks:
• He/She is in charge of Hotel booking in his/her governorate (rooms and halls).
• He/She ins in charge or transportation booking
• He/She is in charge of Travel authorization preparation for Field staff
• To ensure & follow up administration procedures at the field level.
• To support Admin Department in the Mission event organization.
• To prepare the minutes of the coordination meeting at his/her governorate.
• Meeting of the coordination meeting
• To manage the correspondence letters between PUI and other entities, registration and follow up.

4. HR Tasks:
• Gathering the needed documents for any new staff and send them to HR department in Damascus (hard & soft copies)
• Follow up the contract signatures when needed
• Prepare the attendance sheet of the field staff in his/her governorate and send it to the program team in Damascus on monthly basis.
• Supporting HR team in Damascus Office in any task related to the staff in his/her governorate:
• Update Contact list.

5. Damascus Office support :
• In coordination with Finance Officer (Mission Accountancy), He/she will support the Finance Department in Damascus Office in the monthly closing & financial tasks required.

6. Archiving :
• Scan the documentation of his/her Governorate Cashbook on monthly basis.
• Archiving Bills / vouchers of the Cashboxes according to mission financial procedures.

• Empowering and building trust
• Able and willing to learn to extend his/her scope of work
• Able to manage priorities, take initiatives and work without constant supervision
• Motivated and dedicated to his/her job
• Management skills
• Good team worker
• Hard Worker

Premiere Urgence Internationale (PUI) is a French non-governmental, not profit organization working in the field of international aid. PU has been present in Syria since 2008, our mission was to provide humanitarian aids to the Iraqi refugees. In 2013, PUI signed an MOU with the Syrian Arab Red Crescent that allowed our organization to broaden its intervention in Syria to include the crisis-affected population. PUI approaches different needs with different programs such as: Education and Livelihood programs,rehabilitation of Collective Shelters and water trucking supply.

Apr 05, 2018

English