Administrative Assistant in the MENA Region

COOPI is looking for an Administrative Assistant in the MENA Region

In the MENA region, COOPI is active in Lebanon, Syria, Jordan, Iraq and Libya and Tunisia. COOPI is currently implementing projects in the sectors of WASH, education, child protection, livelihoods, early recovery and Protection, with the funds of different institutional donors.

Purpose of the role

Under the supervision of the Regional Administrator, the administrative assistant will be responsible for monitoring administrative activities related to countries and projects within the specified region. S/He ensures adherence to COOPI procedures, manuals, regulations, and the specific contractual requirements of different donors.

The assistant will provide support in:

• Managing financial and accounting tasks, including overseeing management control for both national coordinations and project activities. Ensuring timely notification of any inadequacy or inconsistencies to the regional administrator and recommending viable solutions;
• Generating financial reports and implementing corrective measures outlined by the Regional Administrator;
• Managing external audits by supporting the different Country Coordinations in the region.

Main responsibilities

The assistant will provide support according to a work plan and priorities established by the regional administrator regarding the actions listed below. Additionally, the assistant will act as interim regional administrator in case of absence (missions, leave, etc.).

Budget:

• Assisting in adjusting new project budgets in accordance with country and regional coordination planning and sustainability;
• Reviewing the procurement plan at the beginning of projects, verifying its alignment with the budget and adhering to COOPI and donor procurement procedures.

Project Management:

• Verifying the accuracy of data entered in project accounting software;
• Requesting cost information from the Milan headquarters and sending supporting documents to the countries;
• Monitoring the management of durable goods;
• Review project procurement procedures;
• Monthly verification of received and receivable grants;

Interim or Final Reporting:

• Programming and monitoring time for report preparation;
• Verifying and approving interim or final reports prepared on-site under the supervision of the regional administrator, as well as final report elaboration to be submitted to the Milan headquarter;
• Providing support for audits conducted at headquarters and in the countries within the region of competence.

Requirements

ESSENTIAL

• Higher education (bachelor's degree) or equivalent with experience in economic-financial, development cooperation, international relations, or international project implementation;
• Proficiency in English language;
• Knowledge of major institutional donors (EU, UNHCR, ECHO, BHA, AICS);
• Experience in administrative and financial management of projects and countries;
• Experience in budgeting and financial reporting;
• Experience in audit preparation;
• Excellent ability to monitor, verify, and find solutions to problems;
• Excellent communication skills.

DESIRED

• Previous experience with COOPI;
• Experience in MENA Region;
• Experience in logistics and procurement;
• Knowledge of Arabic and Italian language.

We reserve the right to close the vacancy prior to the application closing date, once a sufficient number of applications have been received.
Please note that only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled, thanks for understanding.