Admin and Finance Officer

People in Need Representative Office in Armenia / ACTED
Location: Yerevan, Armenia
Duration: Service contract, initially for 3 months with the possibility of long-term employment, depending on performance.
Deadline: 19 November 2020
Start Date: ASAP
TERM: Full-time (100% workload) 

JOB DESCRIPTION: Under the ACTED Armenia Country Representative's supervision, the Admin and Finance Officer is responsible for the implementation and follow-up of financial management and control tools together with ensuring the proper FLAT (finance, logistics, administration and transparency) documentation workflow.

RESPONSIBILITIES: Administration and HR:

• Ensure proper implementation of and follow up on admin FLAT procedures both on capital and field level according to ACTED guidelines and standards;
• Ensure proper physical and electronic filing of financial, HR, administration and logistics documentation in line with ACTED procedures;
• Oversee the full cycle of recruitment of national staff (ToR development, advertising, interviewing, candidate selection, contract drafting, onboarding, etc.);
• Responsible for recruitment/ administration of non-staff personnel (enumerators, cleaners, drivers, etc.);
• Responsible for monthly internal HR reporting; - Responsible for personnel contract management;
• Maintain national and international staff personnel files; - Administer international staff visa/ residence permit processes;
• Responsible for premises management (guest houses/ offices);
• Responsible for procurement of office and guest house supplies/ equipment;
• Responsible for training staff/ personnel on ACTED internal policy framework; - Ensure compliance with the national registration and associated reporting requirements.

Finance: 

• Responsible for budget preparation and contractual review:

a) Prepare and consolidate budgets for project proposals;

b) Ensure that donor/ project specific financial rules (eligibility, flexibility, etc.) are identified and communicated.

•  Implementation and Follow-Up of Financial tools: 

a) Responsible for monthly reporting consolidation and review (accounting flows, monthly cost analysis, allocation tracking and planning, budget control);
b) Responsible for payroll preparation and validation;
c) Responsible for financial reporting preparation and support։ - Control/ verify financial information from bases (accuracy, exhaustiveness and timeliness) for monthly and annual closures;

• Responsible for financial reporting to donors;
• Follow-up payments from donors and financial project close-out (contract liquidation);
• Review and control of partners' financial reports and documentation;
• Ensure partners; expenditure is correctly recorded in accountancy․
• Conduct the Midyear and Annual Accounting Closures process.
• Responsible for training and capacity building:

a) Conduct training of finance staff and partners on ACTED FLAT Procedures and tools;
b) Responsible for training staff/ partners on donor specific procedures.

REQUIRED QUALIFICATIONS: 

• Degree in Accounting/ Finance;
• Fluency in English and Armenian languages;
• At least 3 years of work experience in administrative and finance roles preferably in international humanitarian/ development organization;
• Strong experience/ understanding of financial processes, procedures and reporting of international donors is preferred;
• Solid understanding of labor legislation and payroll (including statutory deductions);
• Excellent verbal and written communication skills;
• Excellent knowledge of MS Excel and other MS Office program;
• Stress-resilience, adaptability, pro-activity, team spirit.

APPLICATION PROCEDURES: Interested candidates should submit the following documents:

• Cover letter (in English language);
• CV (in English language);
• Contacts of 3 references (including the supervisor in the most recent work assignment if relevant).

The above mentioned should be sent to: hr.armenia@peopleinneed.cz with a subject heading "Admin and Finance Officer". Incomplete applications will not be considered. Only shortlisted candidates will be contacted for more details and the interview. Please note that applications will be reviewed on rolling basis.

REMUNERATION/ SALARY: Will be provided to shortlisted candidates only.

ABOUT: Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people's dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people's potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The Organization goes the last mile: ACTED's mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 37 countries and implements more than 500 projects a year reaching over 14 million beneficiaries.