JOB TITLE: Finance/admin manager
DUTY STATION: Prishtine/Pristina
REPORTS TO: Executive Director
DURATION OF
ASSIGMENT: Six months (with possibility of extension)
STARTING DATE: June 2017
BACKGROUND:
KAAD was founded in September 2008 with the support of UNHCR, Norwegian Church Aid, ICMC and Mercy Corps to take over the implementation of Capacity Building, Protection Monitoring funded by UNHCR and Management of Roma, Ashkalia and Egyptian Camps of Osterode and Cesmin Lug, funded by Kosovo Ministry for Communities and Returns.
KAAD operates in all five regions in Kosovo and maintains Kosovo wide presence with its regional Field Offices and staff currently employed. It’s Head Quarters in Prishtine/Pristina supports KAAD Field Offices by overseeing key areas, such as operations, project planning, administration, finances and logistic.
KAAD strives to bring communities together, increase tolerance, reconciliation, gender equality, promotion of human rights and alleviate the plight of the most vulnerable people in Kosovo.
Tasks and responsibilities:
· Prepare monthly financial reports in the required KAAD format and submit by the required dates.
· Assist Executive Director in budget preparation, including core activities and specific grant budgets.
· Manage monthly costs, making appropriate accruals, and provide Senior Management team with timely and updated budget vs. actual analysis report, including explanations for large variances.
· Manage cash flow, including timely fund requests. Manage petty cash and bank accounts, including monthly reconciliation.
· Oversee procurement and execute all approved payments for local/ regular vendors, contractors for goods and services received. Ensure timely payment.
· Prepare office activity travel advances and process travel claims. Ensure the provision of logistical support in booking staff and accommodations, and in processing required authorization.
· All financial transactions to be recorded on daily basis into the accounting system, and submit timely reports each month.
· Ensure that Annual Audit is carried out in a timely manner as required by the organization.
· Enforce and improve when needed KAAD procurement procedures.
· Ensure maintenance of inventory and controls for the office fixed assets (i.e., such as vehicles, furniture and computer equipments). Maintain and update the inventory list and depreciation schedule for fixed assets.
· Ensure that all of the appropriate approvals are obtained for all expenditures prior to fund disbursements.
· Maintain and monitor an effective filing system including but not limited to; bank documents; withdrawal slips, transfer records, bank statements, invoices, time & attendance sheets, and payroll records. Maintain evaluations, written warnings, & complimentary notes and staff contracts in personnel files, if applicable.
· Ensure that the internal control procedures and donors regulations are followed for all cash disbursements, receipts and transfers.
· Ensure that the office has sufficient supplies and are efficiently used.
· In relation to the payroll, the FAM will ensure compliance with national tax and labor regulations.
· Manage timesheets for office, ensuring timely submission, approval, accuracy, and filing.
· Ensures the monthly payroll allocation entries are properly calculated, coded, and entered appropriately into accounting system.
· Responsible for all human resources administration including the maintenance of personnel files and records, maintenance of local HRM policy, payroll, contract renewals, annual salary reviews, provision of recruitment support, etc.
· Performance manage direct reports in line with KAAD’s performance management framework, including the setting of annual performance objectives, annual performance development plans and annual performance appraisal.
Required qualifications:
· At least a University Degree supplemented by relevant professional background; Master Degree will be considered as an advantage;
· Minimum five years of professional experience in the field of finance/admin;
· High level of interpersonal and communication skills and experience with various stakeholders and actors at various levels.
· Sound computer and literate skills are a requirement;
· Excellent written and oral knowledge of English, Albanian and Serbian languages; knowledge of any additional local language will be considered as an advantage;
· Experience and proven ability to work independently as well as part of a team with people of different ethnicities, religions and cultural backgrounds.
· Possession of a valid driving license.
Finance/Admin Manager will sign an employment contract with KAAD 1st June 2017 subjected by a three month probation period with the possibility of extension.
Successful candidate will be subject to background and security checks.
Please send your CV and Motivation Letter, by applying to this job directly sending e-mail to copying . KAAD is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
Deadline for applications isfrom 15th to 21st May 2017, 16:00 hours.
Only short listed candidates will be considered for an interview