American Friends Service Committee is a Quaker Organization that includes people of various faiths who are committed to social justice, peace and humanitarian service. Its work is based on the Quaker belief in the worth of every person and faith in the power of love to overcome violence and injustice.
Job Title: Middle East Regional Finance and Administration Manager
Immediate Supervisor: Middle East Regional Director
Application Deadline: September 12, 2017
Send CV and cover letter to firstname.lastname@example.org by 5pm September 12th.
Main job purpose: The main purpose of the role is to develop and manage the administration and finance policy and practice of all Middle East programs and offices. The Regional Administration and Finance Manager will implement the infrastructure and systems needed to support programmatic and administrative strategic objectives. She/he will be responsible for the oversight of financial and administrative systems including finance, accounting, information technology, human resources, recruiting, and physical infrastructure. The position holder will lead an internal team of two finance officers in remote locations within the region to meet these responsibilities, and will directly supervise one of the finance officers.
The jobholder will work with Middle East IP Finance staff based in the central office in Philadelphia, AFSC Finance Department, Country Representatives and other finance officers in the region to ensure high degree of accountability and stewardship in the use of AFSC money and resources. He/She will carry out other duties as delegated by the Regional Director.
The post holder will be based in Amman, Jordan.
• Oversee and lead annual budgeting and planning process in conjunction with the Regional Director and Country Representatives; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the region’s financial status.
• Control the accounting of all Middle East programs. Scrutinize all financial transactions and reporting in the Middle East. Check accuracy and integrity of all general ledger reports and bank reconciliations before review and approval by the Regional Director or Country Representatives.
• Analyze and present financial reports in an accurate and timely manner. Provide the Regional Director, Country Representative and/or program staff, monthly general ledger, asset reports and income and expenditure reports. Effectively communicate and present critical financial matters to the Middle East leadership team.
• Communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Manage the monthly closing process for Account Payables and General Ledger for the offices accounts within the region.
• Update and implement all necessary regional policies and accounting practices;
improve the finance department’s overall policy and procedure manual.
• Support the process of developing internal accounting procedures and guidelines for the Middle East programs, review and amend changes when and if required, and monitor the adherence to those procedures and guidelines.
• Implement a robust contracts management and financial management/ reporting system; ensure that the contract billing schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
• Manage Middle East office’s cash flow and forecasting in collaboration with finance officers in the country/ies.
• Coordinate and lead the annual country audit process, liaise with external auditors and approve country finance audit; assess any changes necessary. Support Philadelphia finance staff with AFSC organizational and grant audits.
• Promote community of learning about accounting and budgeting among AFSC finance officers and program staff when relevant.
• Provide training and orientation for finance officers and program managers\officers in the field. Ensure that staff are aware of the AFSC rules and procedures for budget and accounting using the AFSC regional finance manual, and AFSC finance directives as a guide.
• Work closely with Middle East Finance Analyst based in Philadelphia, AFSC Finance Department and other finance officers in the region to ensure high degree of accountability and stewardship in the use of AFSC money and resources.
• Support AFSC Middle East partner organizations to fulfil the financial management requirements of partnership with AFSC in collaboration with program directors/staff.
• Conduct field visits to support finance officers and managers in managing AFSC money and resources and carry out informal management and accounting audit as requested by the Regional Director.
Human Resources and Administration
• Develop/update AFSC Middle East region human resource policies/conditions of service considering Quaker values, compliance with US and local law, and the operating environment in consultation/coordination with the Regional Director and Country Representatives.
• Ensure that recruiting processes are consistent and streamlined, and implement fair and transparent procedures for recruitment, selection, orientation, probation and performance management, and end of service.
• Establish and manage a comprehensive training program to educate employees regarding staff tools, policies, and procedures.
• Apply AFSC’s human resource policies consistently across the Middle East region, and ensure any review or change of human resource policy is effectively communicated to the regional leadership team.
• Ensure that finance and admin staff at the country level maintain local-hire personnel files (including staff leave records) per AFSC staff terms and conditions and in compliance with local law.
• Provide information to all local staff on health insurance, benefits and pension funds policies.
• Approve monthly payroll for regional local staff.
• Ensure salary administration is timely and in accordance with local tax requirements.
Premises, purchasing and logistics
• Manage AFSC Jordan office premises as a safe and healthy work environment.
• Administer the procurement of equipment, insurances, supplies and all services with an emphasis on quality work and fair pricing.
• Oversee fixed asset procurement, registration, and disposal.
• Ensure that AFSC travel within region is safe and reflects value for money. Work in consultation with the focal security points at the country level to determine travel safety standards.
• Ensure the effective use of information technology, in cooperation with AFSC Helpdesk.
• Administer the information systems and support the flow of information within the office, with Philadelphia and other AFSC offices.
• Support the Regional Director, Country Representatives, and relevant Philadelphia units in ensuring that AFSC complies with local laws and employment norms, US law and any other applicable international law.
• Liaise with government authorities as appropriate to maintain registration of AFSC for its operations in the region; the issue of working visas for international appointees; visas and travel permits.
Staff Safety and Security
• Develop, in consultation with the Regional Director and Country Representatives and the AFSC Central Office security focal person, security policies and procedures for the region.
• Ensure the local security plans by local security focal persons and that this information is effectively shared with AFSC colleagues or visitors coming to the region.
To perform any other reasonable duties related to AFSC work in the region, as directed by the Regional Director.
1. At least a bachelors’ degree in Finance or Administration; at least 5 years of experience in financial and office administration, with supervisory responsibilities.
2. Regional job or cross border experience – Middle East region.
3. Must have demonstrated computer skills (PC/Windows) and database applications (MS office). Demonstrated experience with complex accounting package software, such as Microsoft Dynamics or similar software. High level of skill with Excel.
4. Good English and Arabic writing, reporting and communication skills.
5. Knowledge of payroll, taxes, audits and public financial acts. Experience with managing and overseeing accounting carried out in several currencies.
6. Proven records of integrity and ability in handling cash.
7. Capacity to problem solving, should be mature, self-motivated, proactive and able to work with minimum supervision.
8. Must have understanding and respect for the principles, concern and considerations of AFSC in regard to issues of race, class, nationality, religion, gender and sexual orientation and disability.
Assignment: 2 years employment contract (could be extended on mutual agreement and good performance following six month probation)
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, sexual orientation or nature of disability.