(Offre en anglais) IFES Libya recrute “Finance and Administration Officer” 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 administrative and financial officer is responsible for the sound financial and administrative management of the IFES Libya program based actually in Tunis. Office in Libya 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, the Finance and Administrative Officer will perform the following tasks:

Finance/Budget Management:

• Manage all financial issues in conformity with Tunisian /Libyan laws, practices as well as IFES policies and procedures
• Collect all receipts, prepare vouchers on office expenditures and submit them for approval to the Country Director
• Record all expenditures into the IFES accounting system
• Prepare monthly financial reports with necessary reconciliation for signature of the Country Director
• Keep track of all expenditures (pipeline) in order to provide regular and accurate financial status of the projects to the Country Director when requested
• Prepare budget forecasts so that the Office has always sufficient funds to operate efficiently
• Prepare and submit bi-monthly field expenses reports, provisional budgets and wire transfer requests in a timely manner and in accordance with IFES rules and procedures
• Manage petty cash, collect all receipts and ensure accurate reconciliations
• Execute payments to local suppliers in a timely manner
• Inform immediately the Country Director of any risks of over expenditures, under expenditures or any possible unallowable costs
• Ensure the timely payments of all taxes to the tax authorities within prescribed deadlines
• Prepare precise budget notes for any new project proposals based on existing market rates
• Ensure preparations for and execution of the annual mandatory audit in close coordination with the IFES chartered accountant and external auditor
• Ensure that the Secretariat of the government is informed of any new funds received by IFES within the deadline prescribed by law
• Review bank statements to monitor IFES accounts and ensure accuracy

Procurement management :

• Liaise closely with 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 Chief of Party/Project Officer/Project Associate on recruitment process, 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 Country Director as requested
• Other duties as assigned by the Country Director