• Finance and Administrative Assistant

    Posted Date 2 months ago(2/14/2018 8:57 AM)
    Regular Full-Time
  • Overview

    IBTCI is seeking a Finance and Administrative Assistant to support the Finance and Administrative Manager for our Syria Humanitarian Monitoring Program based in Amman, Jordan.


    Essential Duties/Tasks and Responsibilities:  


    • Prepare and review all project financial documents for accuracy.
    • Send end-of-month financial reports to IBTCI Home Office Finance team.
    • Scan all hard copy expense documents and send to Home Office for review.
    • Maintain all PROJECT financial records and prepare transfer requests.
    • Monitor project expenses according to the IBTCI’s project field office budget.
    • Prepare monthly project funds request for IBTCI Home Office, in coordination with the Chief of Party (COP).
    • Prepare documentation and make payments for payroll.
    • Manage project safe storage and disburse project petty cash, in consultation with the COP.
    • Serve as liaison with Turkey project office to ensure all Turkey-based project expenses are included in the project’s overall project accounting.
    • Other duties as assigned.


    • Responsible for assisting the F&A Manager with all aspects of travel planning and logistics for flights, including booking and arranging payment for staff and consultant accommodation in Jordan and Turkey booking and making payment for flights, and arranging airport pick up and drop off as directed by the COP.
    • Visit vendors to seek quotes and view merchandise quality needed for project procurement and purchases orders in accordance with USAID regulations.
    • Maintain database of suppliers frequently used by project.
    • Maintain and update the project contact list for USAID, IPs, IP sub-partners and project
    • Prepare and issue Purchase Orders for project as needed following approval by the COP.
    • Prepare the logistics, invitations and travel for training of project subcontractors in Turkey, as necessary.
    • Type letters and memos for project business and office needs
    • Scan, file and translate (if needed) key project documents as requested by the COP.
    • Maintain all project HR files in accordance with IBTCI and USAID protocols.
    • Maintain adequate office supplies for the PROJECT office at all times.
    • Manage the project inventory tracking and equipment issuance, per USAID protocols
    • Coordinate the Amman driver’s schedule to avoid schedule conflict and maintain a transportation tracking system within the project Amman office.
    • Take meeting minutes when requested and circulate to relevant team members post meeting.
    • Maintain project program files in an orderly and confidential manner as directed.
    • Serve as liaison with Turkey project office to ensure all Turkey-based administrative tasks are completed.
    • Any other administrative and logistics tasks as assigned by the F&A Manager, COP, or the DCOP in the absence of the COP.


    Required Knowledge, Skills and Abilities:

    • Strong attention to detail.
    • Must be very organized and detail-oriented.
    • Proficiency in Microsoft Office.

    Minimum Requirements

    • At least 2 years of experience handling financial responsibilities.
    • 1-2 years of experience in an administrative role.
    • Experience working in high pressure environments.
    • Oral and written fluency in English required.

    Education:  Bachelor’s Degree in Accounting, Finance or other related field required.


    Working Environment:  Work is typically performed in an office environment.


    Physical Requirements:  This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

    Supervisory Responsibility:  This position does not have supervisory responsibilities.


    Travel: International travel may be required.


    No phone calls please.  All candidates will be acknowledged, but only final candidates for particular activities will be contacted.



    IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws.  We prohibit and do not tolerate any form of discrimination or harassment.


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