Administration Officer, Libya Projects – ICU عودة إلى الفرص

• Job Title: Administration Officer, Libya Projects
• Job location: Tunisia
• Type of contract: CDD renewable
• Starting date: 24 July 2023

ABOUT ICU

ICU is an international non-governmental organization recognized by the European Commission and the Italian Ministry of Foreign Affairs, which carries out development cooperation projects in the countries of the South of the world and promotes information and education initiatives on issues of international solidarity. ICU is actively operating in Libya in the fields of rehabilitation, protection, as well as agri-food development, agricultural services and vocational training. The activities are carried out with EU funds, AICS (Call for proposals and Emergency calls).

JOB SUMMARY

The Administrator Officer will work supporting ICU Libyan Programs and Libyan Partners. She/he will be under the responsibility of the Admin/ Finance Coordinator and ICU Project Managers. She/he will liaise with ICU staff in Libya.
For this position, we are looking for an individual who is well organized, great at maintaining documentation, can clearly and frequently communicate, in a respectful and effective way with individuals across diverse racial, ethnic, cultural, political, social, economic, and other backgrounds.

KEY RESPONSIBILITIES

• Ensure the correct booking of all accounting transactions of the projects /mission.
• Provide all necessary information to the Projects Managers and Admin/Finance Coordinator for the preparation of Budget versus Actuals and forecast reports.
• Ensure that local taxation law requirements are fully complied with, in collaboration with the Admin/Finance Coordinator.
• Ensure the correct expense allocation of project budgets.
• Adhere to and enforce the financial internal and donors budget guidelines.
• Keep an ordered and efficient archive of all supporting documents.
• Make sure that all polices (such as cash management policy), contracts and MoUs are followed.
• Collaborate with the Admin and Finance Manager to develop monthly cash flow forecast and internal treasury analysis based on the projects and office needs.
• Performs costs reallocation based on coverage in Luna Rossa upon the request of the Finance Coordinator.
• Collect, classify and record the expense invoices, contracts and MoUs into Luna Rossa in accordance with ICU internal rules, cost coverage plan and generally accepted accounting principles.
• Ensure that all accounting data are appropriately encoded to Luna Rossa. Oversee and manage daily accounting (Luna Rossa) including timely recording of transactions, with ensuring the correct analytical codes (project codes, financial lines, partner code (We should have in Luna rossa), accounting code, etc.
• Ensure a timely full accounting, monthly closure and annual closure.
• Prepare on time, the monthly Timesheets for the staff.
• Support the Project Managers and the ADMIn/Finance Coordinator in financial reporting when required.
• Take minutes of all meetings attending with the PMs.
• Other administrative tasks as assigned.
• It updates and monitors the inventory of project or ICU assets in collaboration with the logistics provider.
• Supervision of the Partners:
  • Manage the statement reconciliation with partners.
  • Check all documents submitted from different Partners ensuring the quality of all vouchers according to the donors, internal and national regulations.
  • Ensure the partners expenditures are eligible (appropriate bills, invoices, order forms, etc…) through regular verifications, possible corrections and a timely encoded in Luna Rossa.
  • To ensure all finance supporting documents are received from the partners and verified.
  • To reconcile the statement with partners on monthly basis.
  • To communicate with partners about any clarification required in terms of their statements and supporting documents.