(Offre en anglais) IFES Libya recrute un Finance and Administration Associate (Based in Tunis ) عودة إلى الفرص

Type of contract: Employee contract

Duty Station: Based in Tunisia

Duration: One-year contract (renewable based on keeping the same duty station)

Objective: The Finance and Administration Associate will be responsible for assisting in the sound financial and administrative management of the IFES

Libya office – currently based in Tunis – in compliance with Libyan and Tunisian laws and regulations as well as IFES policies, rules and procedures.

Under the guidance and supervision of the Chief of Party (CoP) and Deputy Chief of Party (DCoP), the Finance and Administration Associate will perform the following tasks:

Finance/Budget Management:

The Finance and Administration Associate will assist in:

• Managing all financial issues in conformity with Tunisian /Libyan laws, practices as well as IFES policies and procedures
• Collecting all receipts, preparing vouchers on office expenditures and submitting them for approval to the CoP/DCoP
• Recording all expenditures into the IFES accounting system
• Preparing monthly financial reports with necessary reconciliation for signature of the CoP/DCoP
• Keeping track of all expenditures in order to provide regular and accurate financial status of the projects to the CoP/DCoP when requested
• Preparing budget forecasts so that the office always has sufficient funds to operate efficiently
• Preparing and submitting bi-monthly field expenses reports, provisional budgets and wire transfer requests in a timely manner and in accordance with IFES rules and procedures
• Managing petty cash, collect all receipts and ensure accurate reconciliations
• Executing payments to local suppliers in a timely manner
• Informing immediately the CoP/DCoP of any risks of over expenditures, under expenditures or any possible unallowable costs
• Ensuring the timely payments of all taxes to the tax authorities within prescribed deadlines
• Preparing precise budget notes for any new project proposals based on existing market rates
• Ensuring preparations for and execution of the annual mandatory audit in close coordination with the IFES chartered accountant and external auditor
• Ensuring that the Secretariat of the Government is informed of any new funds received by IFES within the deadline prescribed by law
• Reviewing bank statements to monitor IFES accounts and ensure accuracy

Procurement management

• Liaise closely with the IFES Logistics Officer and Project Associate on all procurement processes
• Prepare service contracts as per IFES template
• Collect all necessary documents for service contractors
• Follow up to the implementation of sub-awards and maintain regular contacts with sub-awardees to ensure compliance with contractual obligations
• Verify that all necessary documents from service providers are filled out correctly according to IFES rules before executing the payments (MR, RFQ, bids, etc)

Human Resources Management

• Assist the CoP/DCoP /Project Officer/Project Associate on recruitment processes, such as drafting of vacancy notices, posting of vacancies, collecting CVs, printing CVs, preparing short-lists
• Prepare and draft employee contract for new IFES staff
• Collect international consultants’ timesheets and verify the accuracy and completeness of their travel expenses reports (TERs)
• Calculate employees’ salaries based on their signed timesheets
• Execute monthly payment of salaries
• Manage leave requests and track precisely vacation, holidays and special leaves for all employees
• Ensure that the internal personnel files are up to date for all IFES staff
• Collect annual proof of tax payments for employees (“quitus fiscal”)

Office/Administrative Management

• Collect, organize and archive all financial and human resources document
• Provide administrative support to the CoP/DCoP as requested
• Other duties as assigned by the CoP/DCoP