Finance & Admin Officer

The Global Programme “Programme Migration for Development” (PME) is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) to establish migration advice structures in eleven partner countries of German Development Cooperation. The objective of the programme is to strengthen the development-relevant contributions of migrants in their countries of origin and improve the framework conditions for legal migration in selected partner countries. This objective is actively being pursued by the following components: (1) Migration Policy Advice (2) Migration Advice (3) Development-oriented Return of Migrants (4) Diaspora Cooperation (5) Business Ideas for Development. 
 

Responsibilities 
The Finance/Admin officer is responsible for all aspects related to Finance and Administrative issues. The Finance/Admin officer maintains a strong finance control of the office programs, both during direct as well as indirect implementation of programmes, as well as in regard to office budgeting and expenditure. The Finance/Admin officer is supervised by the Head of Project. 
The Finance/Admin provides support in 

• Managing all aspects of financing/admin related issues, 

• Ensuring that coordination is effective and efficient, in particular, with regards to the Finance Management in the country office and the Head of Project. 

• Must at all times follow strictly GIZ rules and regulations for financing/admin. 

Tasks 

Generals tasks and services 
Finance and Accounting 

• Supports the Head of Project in preparing the programme budget planning for the office 

• Must monitor expenses in accordance with the budget and GIZ regulations 

• Manages and monitors the daily, weekly and monthly accounting and financial plans 

• Is responsible for financial management, such as keeping the cash book, bank accounts, preparing and entering vouchers and ensure they are adequately booked 

• Check travel expense statements for staff, prior to approval by the supervisor 

• Checks requests for refunds before release from the Head of Project 

• Audits Project Accounting, 

• Monitors communication and interaction between Governmental stakeholders, NGOs contracted by GIZ related to finances 

• Ensure that finance monitoring is clearly communicated to the Head of Project 

• Maintains close coordination on finances with external stakeholders and per the Senior Managements requests 

• Any other issue deemed necessary for financial control by the Head of Project 

Administration 

• Is responsible for organizing administrative and logistical aspects of project activities, including workshops, meetings, drivers schedule, etc. 

• Monitors availability of accessories, office stocks etc., and ensure that procurement is carried out via the staff dedicated to procurement, and in line with GIZ regulations, 

• Ensures that service costs to run the office are paid (rent, electricity, internet, water, sanitation) etc., and that buildings and assets live up to GIZ standards 

• Is responsible for filing relevant documents in the DMS, for reference in the office, and in line with GIZ filing rules 

• Manages confidential files, and keep these safe particular in relation to finance 

• Handle payments for service providers, fuel for cars and other relevant procedures, and keeps documentation for this according to GIZ regulations, 

• Instruct and inform relevant staff of changes in terms of PuR, cashier and procurement, ensuring that GIZ standards are followed always 

• Assist the Head of Project and the entire Project Team in any administrative task deemed necessary 

• Ensure that staff are accounted properly, including overtime, additional work days, sick leave, annual leave etc., and keep relevant records of these in close collaboration with the HR-Unit Erbil 

• Ensure that staff follows established security rules by Risk Management Officer and in accordance with GIZ regulations 

• Assist the Head of Project in ensuring that all staff adhere to GIZ regulations in their daily work 

• Ensures that drivers perform according to their schedules and within the safety regulations within GIZ 

• Assist the Head of Project in any HR related task deemed necessary 

Coordination and Communication 

• Must upon request from the Head of Project ensure adequate managerial systems are setup to handle proper finance/admin tasks as per GIZ regulations 

• Must at all times ensure adequate communication and coordination with Head of the Project, Finance Manager and HoAF, in regard to finance/admin related issues 

• Must ensure that financial/admin related aspects specifically related to programming are communicated to external stakeholders, such as contractual holders working under GIZ PME Baghdad 

• Must ensure close collaboration and communication with the Finance Officer of the PME in GMAC Erbil 

• Ensure that relevant data regarding finance/admin are kept confidential and only communicated to relevant stakeholders, 

• Assist the Head of the Project in any Management/Coordination related tasks deemed necessary. 

Other duties/additional tasks 

• The Finance/admin officer may be given tasks outside of this Job Description deemed necessary by Senior Management, in particular Head of the Project, Deputy Country Director and Country Director. 

Required qualifications, competences and experience 

• Qualification in Business Administration (MBA), Economics, Accounting or similar, preferably at University/Higher learning level, 

• At least 5-7 years professional experience in a comparable position, 

• Outstanding knowledge on finance related topics, incl. IT solutions, 

• Must be able to communicate clearly and well-ordered and follow compliance in finance/admin/HR regulations within GIZ, 

• Willingness to up skill him/her self as per requirements to perform above tasks and in line with GIZ special regulations pertaining to GIZ programming, 

• Excellent English and Arabic communications skills, ideally with skills in German language 

• Well organized in all aspects of life