Admin & Finance Assistant – Islamic Relief Tunisia عودة إلى الفرص

• Job Title : Finance and Admin Assistant
• Project Name : Women Empowerment Project
• Location : Jendouba-Tunisia
• Post Category : Full time
• Contract duration : One year (renewable)

THE ORGANISATION:

Islamic Relief has been operating in Tunisia since 2011 primarily as a response to the influx of refugees during the Libya Crisis. Since registering an office in Tunisia in 2012, Islamic Relief has set up and managed camps on the Tunisian border and provided humanitarian services to over 15,000. As well as supporting refugees Islamic Relief has implemented projects in health, water and sanitation, food security and education sectors as well as supporting capacity building of local associations.

PURPOSE OF DEPARTMENT:

The department supports the program activities to meet IR objectives; logistics is responsible for the management of the flow of resources, not only goods, between the point of origin and the point of destination in order to meet the requirements of the organization. Logistics involves the integration of information, transportation, inventory, warehousing, material handling, and packaging, and often security.

JOB PURPOSE:

• Providing support to IR staff in activities related to admin and logistics.

KEY WORKING RELATIONSHIPS

This position regularly consults with:

• Jendouba Office team
• Finance Coordinator
• Admin and Logistics Coordinator

SCOPE AND AUTHORITY

• Scope of the Role:

Reporting to the Project Coordinator, the Finance Coordinator and the Admin and logistics coordinator the admin Assistant has day to day responsibility for maintaining accurate financial records, producing standard reports and ensuring that all transactions are correctly coded.

• Responsibility for Resources:

The admin and logistics assistant is responsible for the following resources:

• • Maintaining financial information on cash book system.
  • Monitoring and ordering office supplies and maintaining office equipment including vehicles.
  • Managing all records of project staff.

KEY ACCOUNTABILITIES

• Financial Accountabilities
  • Petty Cash
  • Responsible for maintaining cash book and reconciling cash on daily basis
  • Record project wise income and expenditure transactions on daily basis
  • Prepare accounting vouchers relative to all cash transactions and cross checking against budgets.
  • Scrutinizing of invoices in coordination with Project Coordinator / program and tag it to the right project.
• Admin and logistics
  • Initiate all procurement related to the project in coordination with the admin&logistics coordinator and the project coordinator.
  • Follow up the project’s procurement plan.
  • Collect the delivery schedules from suppliers and design a distribution plan for the procured items.
  • Collect required documents from suppliers for all kind of services and submitted to Logistics Coordinator for verification.
  • Coordinate with suppliers for in time deliveries.
  • Ensure that all supplies are reached as per approved agreements and agreed dates.
  • Collect the all invoices from suppliers and proceed to the payment according to the rules.
  • Ensure that all the goods received by the requester as per gives specifications.
  • Verify the quality reports and good receiving.
  • Timely information sharing in case of sub-standard martial to logistics coordinator.
  • Responsible for preparation & record keeping of all warehouse related documents (Stock Register, Stock Reports, Supply Request Forms, GRN & Quality reports, Bin/stock cards)
  • Responsible for proper stocking of materials in warehouse ensuring IR guidelines are adhered to.
  • Ensure the filing of procurement documentation ,logistics documentation admin documentation and financial transaction documentation according to the record management policy of Islamic Relief Tunisia.
• Reporting
  • Reporting to project coordinator and Finance coordinator on any variations in projections and working to resolve.
  • Report to project coordinator and admin&logistics coordinator for all project’s procurement.
  • Prepare weekly / monthly reports for IRT.
  • Ensure financial understanding and ensuring the accurateness and completeness of data entered.
  • Monthly Report to admin and logistics, fleet assistant and project coordinator on the vehicles movements.
  • Any other tasks assigned by the line manager and related to the employee’s duties and responsibilities.