Finance and Administration Coordinator

Purpose of the role:

Under the supervision of the Finance, Compliance and Risk Manager – BRC Syria, Finance & Administration Coordinator is accountable for the integrity of financial and analytical accounting and for reporting. S/he oversees all financial resources and administrative activities, such as visas, management of premises and staff travel for BRC, in Damascus.

Accountabilities & Functional responsibilities

Finance

• Cash Management:
• Participates in monthly and yearly closing. Does proper filing of all vouchers and relevant supporting documents for future reference, including audits.
• Handles BRC Office’s cash disbursements and payments including expenses claims and working advances.
• Follow-up on all open advances on a regular basis to ensure timely settlement.
• Prepares invoices for payment.
• Carries out daily cash count and reconciliation both in excel and accounting platform.
• Participate in cash flow management, ensuring efficient liquidity. Handles cash replenishment.
• Ensures respect for financial procedures and guidelines and explains them to “clients”.
• Receives and review all financial documents and dispatches them to various approvals per thresholds.
• Identifies anomalies or other issues and proposes solutions to his/her supervisor.
• Quality Assurance: Review and verify BRC financial transactions within SARC Accounting to ensure accuracy, consistency, and compliance with the financial processes and procedures. Prepare and communicate reports regarding quality control findings to BRC Finance, Compliance and Risk Manager.
• Compliance: Conduct regular compliance reviews of financial processes and documentation to ensure compliance with internal controls, external regulations, and agreements between BRC and SARC. Identify areas for improvement and recommend corrective actions to address any compliance deficiencies.
• Reporting: Responsible for the follow-up with SARC accounting and budgeting teams on due financial reports for BRC funded grants.

 

Administration

• Ensures that BRC staff and guests are met on arrival and brought to suitable accommodation (hotel, apartment, house).
• Interacts with relevant SARC departments or authorities regarding certificates, visas, permits, registration, etc.
• Organizes staff travel (authorization, transportation requests, hotel booking, etc)
• Organizes communication flow between BRC, SARC ICRC, and IFRC for all travel related matters.
• Keeps all appropriate databases up to date on staff members, missions/other travel, document validity, residences, and any other relevant information (telephone numbers, etc.).
• Organizes briefing programs for new arrivals.

Premises

• Participates in determining accommodation and office space needs and identifies premises accordingly.
• Supports the BRC delegation on analysing the setting-up of premises, including the passive security measures in place, and supports on putting on place the required corrective measures when necessary.
• Develops work plans and schedules for maintenance activities, including routine inspections, repairs, and upgrades.
• Coordinates with external contractors and service providers to execute maintenance tasks and project, supervises the quality of work. Ensures compliance with BRC safety regulations and environmental standards during repair activities.
• Monitors the progress, quality, and cost of work performed, while adhering to budget and addressing any issues or deviations from the plan.
• Conducts inspections and quality checks to verify that maintenance works meet the established standards and specifications. Participates in sourcing contractors, negotiating contracts, and maintaining the contractors list
• Consults with relevant engineers to conduct thorough inspections and diagnostic tests (electrical infrastructure, potential hazards, etc) as needed. And develops action plans and recommendations to address electrical deficiencies or improve system reliability and efficiency.
• Keeps track of all BRC assets in all residences and office and makes sure the inventories of equipment in premises (BRC residences and office) are regularly updated. Is responsible for the annual inventory of movables.
• Contributes to the implementation of the housing policy and standard items list.

Minimum qualifications and required competencies

University Degree or advanced technical certificate or equivalent.

Excellent command of written and spoken English and Arabic.Computer proficiency.

Good negotiation skills.Excellent planning and problem-solving skillsProficiency in MS Office suite