Your mission
General objective of the job
The Senior Finance and admin Officer ensures accounting processes and systems are running effectively and efficiently to enable programme staff, other stakeholders and key partners to implement the War Child Programme for the needs of Syrian children. This position will be responsible for the compliance with external donor financial and administrative requirements, local regulation, organization policy, and risk management.
Position in the organisation
The Senior Finance and Admin Officer will be based In the Northwest Syria and will be part of the Finance department reporting to the Area Manager at the Northwest Syria War Child Office.
Result Areas
Partnerships
The Senior Finance and admin Officer ensures accounting processes and systems are running effectively and efficiently to enable programme staff, other stakeholders and key partners to implement the War Child Programme for the needs of Syrian children. This position will be responsible for the compliance with external donor financial and administrative requirements, local regulation, organization policy, and risk management.
Position in the organisation
The Senior Finance and Admin Officer will be based In the Northwest Syria and will be part of the Finance department reporting to the Area Manager at the Northwest Syria War Child Office.
Result Areas
Partnerships
- Review partners’ financial reports and supporting documentation, provide timely feedback, and flag compliance or potential issues to the Finance Coordinator.
- Monitor forecasts of project budget utilization and oversee resource allocation and spending by implementing partners.
- Review partner budgets against BFU to ensure compliance with donor requirements and WCA policies and procedures.
- Submit the importing tool (Agresso) based on the final approved partner financial report to the Finance Coordinator.
- Verify the completeness and accuracy of all partner documentation, including: first review, providing comments, second review, and cross-checking with the programme team.
- Regularly update the Partnership Tracker.
- Provide guidance and advice to the programme team on financial matters related to implementing partner management, in coordination with the Finance Coordinator.
- Participate in regular meetings with partner organisations to maintain open, positive, and effective working relationships.
- Engage with partner organisations to understand their operating context and provide tailored financial support.
- Review partner instalment and payment requests.
- Maintain organised partner files in SharePoint (PFA, budgets, amendments, approvals, instalments, BVA/BFU, forecasts, financial reports, and supporting documents).
- Review and submit project budgets to the Finance Coordinator.
- Prepare financial documentation required for audits.
- Conduct or participate in partner financial and compliance monitoring visits; issue findings with time-bound action plans and follow up until closure.
- Maintain complete partner finance files in SharePoint in line with the document-retention policy.
- Support the preparation of partner audit/evidence packs and coordinate responses to audit queries.
- Perform other tasks as assigned by the Area Manager or Finance Coordinator
- Process petty cash and daily payments, ensuring receipts are reviewed and eligible.
- Review vendors’ accounts monthly and follow up on outstanding balances.
- Enter accounting information into Unit 4 (bookkeeping system) and ensure accuracy and completeness before timely submission, covering partners, social security, income tax, insurance, payments, intercompany transactions, etc.
- Support the Finance Coordinator in monthly closure processes.
- Review and reconcile advance payments.
- Follow up with Hawalah providers on monthly transfers and reconciliations.
- Ensure all financial and partner documents are compiled and organized according to international auditing standards.
- Verify that all payments comply with WCA financial and procurement policies.
- Contribute to the preparation of periodic forecasts.
- Support the budget creation process in collaboration with relevant teams.
- Identify and manage financial risks by tracking irregularities and potential compliance issues.
- Conduct monthly cash counts, ensuring segregation of duties and safe custody of funds.
- Prepare monthly cash-flow forecasts and requests aligned with implementation plans.
- Ensure accurate and timely tax deductions and filings; liaise with relevant authorities as required.
- Financial Administration and Other Tasks
Ensure finance processes effectively support project activities. - Provide data and financial analysis as requested by the Finance Coordinator.
- Maintain accurate records for supplier invoices, staff expense claims, petty cash, and credit card expenses.
- Support scanning and electronic filing of financial documents and receipts.
- Provide financial reports and project budget information to project staff as required.
- Manage office supplies (stationery, IT accessories, consumables) and ensure timely replenishment.
- Coordinate with vendors and service providers (cleaning, maintenance, utilities).
- Manage the driver’s schedule to ensure timely support for staff transport needs.
- Maintain the driver’s service contract (file in SharePoint, validity, agreed rates, scope of services), initiate renewals 30 days before expiry, and ensure all documents are current.
- Prepare the driver’s monthly service payment request, ensuring correct coding and donor eligibility.
- Support staff travel logistics (per diems/SCAs, advances, settlements) in line with policy.