• Finance and Administration Assistant

    Posted Date 3 weeks ago(3/26/2018 11:47 AM)
    Regular Full-Time
  • Overview

    IBTCI is currently seeking a qualified Finance and Administration Assistant for work under a monitoring and evaluation support services project funded by the United States Agency for International Development Yemen Mission (USAID/Yemen). The USAID/Yemen-funded Yemen Monitoring and Evaluation Project Phase II (YMEPII) is a multi-year project focusing on the provision of Monitoring, Evaluation, and Learning services across multiple development sectors in Yemen.


    The Finance and Administration Assistant will work closely with the YMEPII Chief of Party, IBTCI Field Staff, and Home Office staff to manage day-to-day operation of finance and administrative functions in the field office.


    Essential Duties/Tasks and Responsibilities:  


    • Prepare and review all YMEPII financial documents for accuracy and send end-of-month financial reports by courier to IBTCI Home Office Finance team.
    • Scan all hard copy documents and send to Home Office for review each month.
    • Maintain all YMEPII financial records and prepare transfer requests.
    • Monitor project expenses according to the IBTCI’s YMEPII field office budget.
    • Prepare monthly project fund requests for IBTCI Home Office, in coordination with the Chief of Party (COP).
    • Prepare documentation and payments for payroll.
    • Manage YMEPII safe storage and disbursement of YMEPII petty cash, in consultation with the COP.
    • Serve as liaison with YMEPII Yemeni staff to ensure all Yemen-based project expenses are included in YMEPII’s overall project accounting.
    • Any other duties as assigned.


    Administrative / Human Resources / Logistics

    • Responsible for assisting the YMEPII field staff with all aspects of travel planning and logistics for flights as directed by the Chief of Party.
    • Meet with vendors to seek quotes and view merchandise quality needed for YMEPII procurement and purchases orders in accordance with USAID regulations.
    • Maintain database of suppliers frequently used by YMEPII;
    • Maintain and update YMEPII contact list for USAID, IPs, IP sub-partners and YMEPII staff.
    • Prepare Purchase Orders for YMEPII as needed following approval by the Chief of Party.
    • Prepare the logistics, invitations and travel for training of YMEPII subcontractors in Yemen.
    • Type letters and memorandums for YMEPII business and office needs.
    • Scan, file and translate key YMEPII documents as requested by the COP.
    • Maintain all YMEPII HR files in accordance with IBTCI Home Office HR policies and USAID protocols.
    • Maintain adequate office supplies for the YMEPII office at all times.
    • Manage the YMEPII inventory tracking and equipment issuance, per USAID protocols.
    • Take and prepare meeting minutes and circulate to relevant personnel.
    • Maintain YMEPII program files in an organized and confidential manner as directed by the COP.
    • Serve as liaison with the YMEPII Yemen-based staff to ensure Yemen-based administrative tasks are completed.

    Other duties as assigned.


    Required Knowledge, Skills and Abilities:

    • Computer literate with significant experience in Excel and Word; PowerPoint knowledge highly desired.
    • Knowledge of QuickBooks or other accounting software strongly preferred.
    • Experience working with USAID or other international development organizations.


    Minimum Requirements:

    • Minimum of 5 years of experience in administrative, financial, or human resources roles
    • Oral and written fluency in English and Arabic required.


    Education:  Bachelor’s degree in administration and/or finance from an accredited university/institution.


    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:  Local travel may be required.


    Work Authorization:  Must be authorized to work in Jordan.


    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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