Finance and Administration Manager

Terms of Reference

Description of the collaboration:

The Finance and Administration Manager is responsible for supervision, management, and quality implementation of all aspects of COOPI financial and administrative operations in country. He will also contribute at managing the relationship with the institutional partner and stakeholder with specific reference to the authorization requests and to the procurement.

The Finance and Administration Manager reports to the Head of Mission and functionally to the MENA Regional Administrator.

Responsibilities:

Administrative and financial tasks:

• Ensure compliance of projects expenditures with project budget and financial and administrative requirements set by the Donors and by COOPI;
• Monitor cash flows and supervise petty cash handling;
• Ensure proper administration for outstanding debtors and creditors, follow-up overdue and signal potential problems in timely manner;
• Supervise the preparation of payment vouchers and verify supporting documents for projects and administrative expenditure. Ensure classification of all financial information and documents in accordance with the projects and respective budget lines;
• Ensure appropriate filing system of financial documentation is in place, accurate and updated;
• Provide timely and systematic monitoring of program expenditures as well as timely budget projects forecasts;
• Ensure that taxes are timely remitted to relevant authorities;

Tasks related to procurement logistics:

• Coordinate the Country’s registration documents, including the visas process for the expat staff and the registration processes at the local authorities;
• Supervise and manage preparation of lease contracts, contracts with suppliers and any other contract issued by the program. Ensure that contractual commitments are accurately tracked;
• Supervise and manager appropriateness and updating of all procurement documentation at the various steps of the procurement process. Ensure budget availability of expenditures and that appropriate authorizations are in place;
• provide technical oversight to the procurement process and ensure proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within COOPI country programme;
• Supervise the bring up date the stock inventory;

Supervise and management of staff:

• Supervise and coordinate the local staff in the administrative and financial area;
• Supervise the preparation and management of contracts of local and international general validity according to local laws, coherence with country regulation, compliancy with salary grid, payments, salary advance);

Business Development:

•  Support the Head of Mission and Project Managers in budget preparation as well as new proposals development.

Reporting tasks:

• Prepare, on a monthly basis, financial reports and/or requests to be sent to COOPI HQ;
• Produce monthly cash and bank reconciliation statements;
• Prepare monthly, quarterly, and yearly projects’ financial reports.

Institutional relationship:

• Build relationship with the banks for a proper financial management;
• Manage the relationship with partners and stakeholder with specific reference to the authorization requests and to the procurement;
• Any other reasonable task required by the Head of Mission and by the Regional Administrator, in relation to the needs of the projects and of the mission.

Standards of Professional Conduct: 

COOPI workers must adhere to the values and principles outlined in the organization Code of Ethics.

COOPI is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

COOPI has zero tolerance policy for all forms of sexual violence, sexual exploitation and abuse and harassment, both against affected communities and people who serve within the organization. COOPI therefore feels obliged to guarantee that in no case, for any reason and under any circumstances, should the staff abuse this influence and power inequality.