Finance and Administration Assistant

Location:  Erbil, Iraq

Employment type:  Fixed term contract

Contract period:  February 1st, 2023 to July 31st, 2023 with possible extension pending funding availability

About IWPR

The Institute for War & Peace Reporting (IWPR) is an international non-profit organisation founded in 1991, with charitable status in the US, UK and the Netherlands. We give voice to people at the frontlines of conflict, crisis and transition to help them drive change and build more stable, just and inclusive societies. Drawing on three decades of experience in some of the world’s most challenging environments, we support media, civil society, democracy and governance, gender, and youth-focused projects in over 30 countries – promoting reliable information and responsible public debate and removing barriers to freedom of expression.

Role and responsibilities:

Under the supervision of the Finance Manager, The Finance and Administrative Assistant will be responsible for supporting the financial management and record keeping for all projects and other local regulatory requirements in Iraq. He/she would work closely with the Finance Manager and Country Director to ensure all expenses and invoices are processed promptly with payment confirmations followed up with suppliers; local staff advance and any other advances are tracked and clearly promptly as per IWPR policies.  He/she would also maintain a clear filing record of all the support documentation in relation to expenses including tendering for procurement of goods and services.

Main Responsibilities:

• Supports ensuring the maintenance of the accounting database per Iraq accounting requirements.
• Prepares payment request documents packages for in-country payments and submits to the Finance Manager for review with further submission to the Country Director for approval.
• In charge of the daily data entry to IWPR’s spend tracker for submission to the Finance Manager on the last day of the month.
• Maintenance of the filing of the hard and soft copies of the monthly expenses reports.
• Assists Finance Manager in audit preparation.
• Supports the Finance Manager and Operations Manager in the conducting of local operational procurements.
• Translates invoices and other payment documents as needed.
• Logs in invoices received and checks issued on the payments tracker.
• Other tasks assigned by the Finance Manager, Country Director, or HQ Senior Management.
• Procures goods and services in accordance with policy and standards of the association, its funders and host governments.
• Analyzes procurement requirements, selects the most appropriate methods based on interpretation and assessment of established policies, practices and experience.
• Plans, organizes, and leads the bid solicitation process including drafting and issuing RFQ, RFP, developing bid evaluation criteria and guiding staff on all processes involved.
• As needed, assists in the preparation of contractual agreements ensuring appropriate terms and conditions are included to protect the company’s interests.
• Creates and maintains procurement records including electronic records in the Google Docs system and other systems, ensuring the accuracy and integrity of data.
• Assists with required written authorizations and prepares/issues instructions and imports/exports documentation to suppliers, freight forwarders, and/or carriers, to ensure timely and safe arrival of goods and compliance with domestic and international shipping regulations, and customs regulations.
• Translates invoices and other payment documents as needed.
• Maintains tracker of funds received in country and published; files publications of funds received.
• Maintains filing system for the local operational contracts and database.

The successful candidate will have

• ACA, ICMA, ACCA qualified (minimum 3 years post qualification) or professional equivalent.
• Experience in the NGO/charity sector essential, preferably within an international organization.
• Experience in the administrative and financial support of projects funded by donors.
• Knowledge of basic USG rules, regulations, current standards, and guidelines.
• Good numeracy & attention to detail.
• Fluency in Arabic and English.
• Be able to travel within the country.

Principals only. No calls please. Only those who have been considered for an interview will be contacted.

IWPR is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, veteran status or pregnancy and maternity. IWPR will never ask for payment for recruitment.