Employee Position:              Finance & Administration Coordinator

Employment Category:         FULL TIME – Staff Employee

Primary Work Location:        Amman, Jordan

Position Reports To:             Country Representative                                                                            

SUMMARY

The Finance & Administration Coordinator (FAC) works under the direction of the Country Representative in coordinating financial management and administration of the IOCC Jordan office, ensuring efficient and effective operations.  The full-time FAC coordinates and leads all finance, accounting, and administration procedures related to project implementation and office operations [including administration, logistics, and human resources (HR) functions], supervises the work of assigned finance, administration, and logistics staff, and completes other tasks assigned by the Country Representative.

GENERAL RESPONSIBILITIES

Responsibilities will include, but are not limited to: 

• Ensure compliance with all IOCC finance and administration procedures at both organizational and country levels across the Jordan office.
• Oversee country-level financial systems, internal controls and efficient use of resources in line with IOCC, donor, and local requirements.
• Implement and monitor office financial procedures, ensuring that IOCC’s processes are followed for: payments and signing of checks (including required supporting documentation), payroll, cash flow analysis and forecasting, cash management bank account management and reconciliation, and financial reporting.
• Ensure timely and accurate entry and verification of all daily financial transactions and their posting in IOCC’s financial system.
• Complete accurate and timely preparation and submission of financial reports, cash requests, monthly reconciliations, and other financial requirements for IOCC headquarters.
• Complete accurate and timely financial reporting to donors, including preparing reports and adhering to internal review processes, in coordination with project staff.
• Assist the Country Representative in preparation of the annual Country Operation Plan (COP).
• Prepare detailed budgets for proposals and concept notes in coordination with the Country Representative and relevant project staff. 
• Monitor expenditures against budgets and prepare monthly reports to review with program staff.
• Oversee the financial management of IOCC projects and local partner(s), with relevant project staff, including ensuring adherence to grant agreements, participating in project kick-off and check-in meetings, monitoring budgets, reviewing and approving partner financial reports, providing feedback and technical support and capacity building to project and partner staff.
• Serve as the primary focal point with IOCC Jordan’s bank(s), including following up on requests for checkbooks, printing checks, transfers between account, payments via transfer, e-banking, coordination and sharing of information, and troubleshooting issues.
• Serve as the primary focal point for, organize, prepare for, and participate in internal and external audits.
• Conduct financial and administration orientation for newly hired staff and ensure regular and clear communication with all IOCC Jordan staff on procedures and policies. 
• Verify accurate and complete Asset Register for all office assets, according to IOCC asset management policies and procedures in coordination with the Administrative Assistant.
• Ensure that regular back-ups and retention procedures are in place for accounting and administrative data, in accordance with IOCC and audit requirements.
• Ensure proper office administration and logistics, including vehicle management and supplies.
• Represent IOCC externally, as assigned, such as with donors and other external representation requirements.

• In coordination with administration staff:
  • ensure reception and clerical functions;
  • ensure maintenance of the function and quality of office facilities, such as space and equipment, including (but not limited to) office facilities and rent, communications systems, office equipment, stationary and supplies, utilities, alarm system, insurance, etc.
  • follow up on national staff administrative and legal requirements, such as employment contracts, salary slips, leave balances, taxes, social security, etc.;
  • follow up on international staff administrative and, as needed, employment issues, such as work permits and visas;
  • ensure that IOCC Jordan office follows HR policies and procedures and, with the Country Representative, develop new documents and procedures, as needed;
  • support the Country Representative in ensuring that IOCC Jordan follows the organization employment cycle, including HR planning, recruitment, candidate selection, new employee orientation, employee training and development, employee maintenance, motivation, and termination or separation

• In coordination with logistics staff:
  • Ensure efficient operations of office logistics, including the supervision of IOCC drivers and vehicles under their management and ensuring proper use of IOCC vehicles and adherence to IOCC Jordan’s Vehicle Policy, in coordination with the Country Representative

CONTACTS/KEY RELATIONSHIPS

• Country Representative – Direct Supervisor; to support in coordinating all aspects of IOCC Jordan’s finance and administration functions
• Project Manager – To support in activities related to project expenditures.
• Finance, administration, and/or logistics staff – As assigned, to supervise and support professional development; to coordinate with on financial, administrative, and logistics tasks and issues

WORKING CONDITIONS / REQUIREMENTS

• Primary work location(s) in Amman, Jordan.
• Regular travel within Jordan to project sites and related meetings
• Potential international travel to U.S. or countries within the region for meetings and trainings
• Awareness of local security situation and conditions
• Professional personal dress, behavior, speech, and conduct in accordance with IOCC policies