Job ID
42474
Job Title
Finance & Admin Officer
To work for
lutheran world federation
Country
Syria
City
Damascus
Field of Work
Operations - Finances/Accountancy - Administrative
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Baccalaureate
Responsibilities
SCOPE OF WORK
Under the supervision of the Finance Manager and relation with the Support Service Manager, the Finance & Admin Officer will play a critical role in supporting the financial, and administrative, functions of the LWF Syria program. This role requires a well-rounded individual with strong finance experience, effective communication skills, and the ability to work collaboratively with field partners. The Officer will be responsible for overseeing financial reporting, conducting financial verifications, and managing admin and HR-related tasks to ensure smooth operations in Syria. This position will also involve coordinating logistics and supporting day-to-day operational management.
Finance Responsibilities:
• Ensure timely and accurate processing of financial transactions in compliance with LWF policies and donor requirements.
• Assist with monthly financial reports, financial records documentation, and audits.
• Assist the Finance Manager in preparation of monthly and other financial reports due to LWF Geneva and donors and update of report templates.
•Monitor cash flow, budgets, and expenses; assist in budget preparation and reporting.
•Conduct financial verifications, reviews, and audits of partner reports.
•Provide financial training and capacity-building for local partners.
•Prepare reconciliations, financial statements, and donor reports.
•Review partner expenditure forecasts, cash requests, and financial reports.
•Liaise with the Finance Manager on sub-award reconciliations and payment requests.
•Verify expense vouchers and ensure all are properly documented and approved.
•Reconcile cash and bank statements, ensure bank balance monitoring, and report cash flow status.
•Maintain accurate JV entries and update exchange rates in SAGE.
•Supervise the electronic and physical filing system for finance documents.
•Verify accrued expenses and intercompany accounts; reconcile staff cash advances.
•Ensure accounting records are entered into SAGE daily.
•Ensure to do a daily back up –Data Dump into the accounting System (SAGE).
•Conduct field visits for financial monitoring and compliance assessments.
•Support external and internal audits, monthly BVAs review, and other reporting requirements.
•Provide backup for the Finance Manager in his/her absence.
•Assist in pre-award assessments, sub-grant reviews, and financial compliance for partner organizations.
•Assist in training partners on LWF finance policies and systems; conduct financial monitoring visits.
•Carry out other finance-related tasks as requested by the Finance Manager.
Admin Responsibilities:
•Manage the full recruitment cycle by posting job ads internally and externally, reviewing resumes, scheduling interviews, checking references, sending job offers and regret emails, and preparing new employee paperwork.
•Ensure recruitment files are completed, processed regularly, and maintained to meet audit requirements.
•Assist in onboarding new hires by conducting orientations and ensuring they are fully inducted into the organization using induction materials and policies.
•Maintain and update employee records, including documents related to the employee lifecycle such as warning letters, end-of-service, social security, and insurance, while also preparing accurate monthly payrolls for the Syria office, including calculations for taxes, allowances, and benefits.
•Oversee program logistics, including transportation, accommodation, inventory management, and facility operations, as well as manage procurement processes, supplier relationships, petty cash, and advances to ensure compliance and timely delivery of goods and services.
Security responsibilities:
•Conduct regular risk assessments to identify potential security threats to personnel, assets, and operations, and develop and update security protocols to ensure compliance with organizational standards and local regulations.
•Monitor the security environment, provide timely updates and alerts to staff, and implement emergency response plans, including evacuation procedures and training drills, while coordinating with local authorities to enhance safety measures.
•Protect organizational assets through access control, surveillance systems, and data protection measures, while documenting and analyzing security incidents to improve future protocols and ensure staff are trained on best practices.
Under the supervision of the Finance Manager and relation with the Support Service Manager, the Finance & Admin Officer will play a critical role in supporting the financial, and administrative, functions of the LWF Syria program. This role requires a well-rounded individual with strong finance experience, effective communication skills, and the ability to work collaboratively with field partners. The Officer will be responsible for overseeing financial reporting, conducting financial verifications, and managing admin and HR-related tasks to ensure smooth operations in Syria. This position will also involve coordinating logistics and supporting day-to-day operational management.
Finance Responsibilities:
• Ensure timely and accurate processing of financial transactions in compliance with LWF policies and donor requirements.
• Assist with monthly financial reports, financial records documentation, and audits.
• Assist the Finance Manager in preparation of monthly and other financial reports due to LWF Geneva and donors and update of report templates.
•Monitor cash flow, budgets, and expenses; assist in budget preparation and reporting.
•Conduct financial verifications, reviews, and audits of partner reports.
•Provide financial training and capacity-building for local partners.
•Prepare reconciliations, financial statements, and donor reports.
•Review partner expenditure forecasts, cash requests, and financial reports.
•Liaise with the Finance Manager on sub-award reconciliations and payment requests.
•Verify expense vouchers and ensure all are properly documented and approved.
•Reconcile cash and bank statements, ensure bank balance monitoring, and report cash flow status.
•Maintain accurate JV entries and update exchange rates in SAGE.
•Supervise the electronic and physical filing system for finance documents.
•Verify accrued expenses and intercompany accounts; reconcile staff cash advances.
•Ensure accounting records are entered into SAGE daily.
•Ensure to do a daily back up –Data Dump into the accounting System (SAGE).
•Conduct field visits for financial monitoring and compliance assessments.
•Support external and internal audits, monthly BVAs review, and other reporting requirements.
•Provide backup for the Finance Manager in his/her absence.
•Assist in pre-award assessments, sub-grant reviews, and financial compliance for partner organizations.
•Assist in training partners on LWF finance policies and systems; conduct financial monitoring visits.
•Carry out other finance-related tasks as requested by the Finance Manager.
Admin Responsibilities:
•Manage the full recruitment cycle by posting job ads internally and externally, reviewing resumes, scheduling interviews, checking references, sending job offers and regret emails, and preparing new employee paperwork.
•Ensure recruitment files are completed, processed regularly, and maintained to meet audit requirements.
•Assist in onboarding new hires by conducting orientations and ensuring they are fully inducted into the organization using induction materials and policies.
•Maintain and update employee records, including documents related to the employee lifecycle such as warning letters, end-of-service, social security, and insurance, while also preparing accurate monthly payrolls for the Syria office, including calculations for taxes, allowances, and benefits.
•Oversee program logistics, including transportation, accommodation, inventory management, and facility operations, as well as manage procurement processes, supplier relationships, petty cash, and advances to ensure compliance and timely delivery of goods and services.
Security responsibilities:
•Conduct regular risk assessments to identify potential security threats to personnel, assets, and operations, and develop and update security protocols to ensure compliance with organizational standards and local regulations.
•Monitor the security environment, provide timely updates and alerts to staff, and implement emergency response plans, including evacuation procedures and training drills, while coordinating with local authorities to enhance safety measures.
•Protect organizational assets through access control, surveillance systems, and data protection measures, while documenting and analyzing security incidents to improve future protocols and ensure staff are trained on best practices.
Qualifications
•BA in Finance/accounting or equivalent subject.
•At least 5 years of work experience in a Finance, Accounting of which 2 years with an INGO or LNGO with best practices Supporting Syria or in Syria.
•Familiarity with basic HR and administrative tasks, including managing personnel files, logistics and procurement in challenging contexts.
•High level of written and spoken English.
•Familiarity with financial software (SAGE or any other financial systems.)
•Proficiency in understanding of cash management, budget tracking, and compliance.
•Excellent working knowledge of Microsoft Excel, Word and Outlook
•Competent with administrative tasks.
•At least 5 years of work experience in a Finance, Accounting of which 2 years with an INGO or LNGO with best practices Supporting Syria or in Syria.
•Familiarity with basic HR and administrative tasks, including managing personnel files, logistics and procurement in challenging contexts.
•High level of written and spoken English.
•Familiarity with financial software (SAGE or any other financial systems.)
•Proficiency in understanding of cash management, budget tracking, and compliance.
•Excellent working knowledge of Microsoft Excel, Word and Outlook
•Competent with administrative tasks.
Specific Vacancy Requirements
•This position is open to candidates who have the legal right to work in the Syria Arab Republic. Please note that we are unable to provide work permits or visa sponsorships for this position.
•LWF is an equal opportunities employer and aims to have staffing diversity and therefore all candidates who meet the job requirement are encouraged to apply.
•This position is upon fund approval.
•LWF is an equal opportunities employer and aims to have staffing diversity and therefore all candidates who meet the job requirement are encouraged to apply.
•This position is upon fund approval.
Salary and Benefits
According to LWF's salary scale and terms and conditions.
About us
About LWF:
LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to unite people of all backgrounds in the quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.
A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work and our field presence in hard-to-reach areas. Our work is people-centered and community-based. Above all, we work with the most vulnerable, and to claim and uphold their rights, we engage proactively with local government and community structures.
LWF has been actively operating in Syria since 2019 mainly supporting refugees. Since then, LWF activities have been focused on marginalized communities by strengthening their resilience, Health, social cohesion, and fostering sustainable livelihoods. We provide protection and humanitarian services across various sectors, including Individual Counseling, Group Therapy, Community-Based Activities, Awareness Raising, Child and Youth Programs, and Capacity Building.
We offer our services to all people, regardless of their ethnicity, gender, religion, race, or political affiliations.
Professional Standards
The LWF and LWF workers must adhere to the values and principles outlined in the Code of Conduct as well as the Core Humanitarian Standard and relevant LWF policies such as Protection from Sexual Abuse, Exploitation and Harassment (PSEAH), Child Protection and Gender Justice Policy. The staff member must conduct himself/herself both professionally and personally in such a manner as to bring credit to the LWF and to not jeopardize its humanitarian mission.
LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to unite people of all backgrounds in the quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.
A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work and our field presence in hard-to-reach areas. Our work is people-centered and community-based. Above all, we work with the most vulnerable, and to claim and uphold their rights, we engage proactively with local government and community structures.
LWF has been actively operating in Syria since 2019 mainly supporting refugees. Since then, LWF activities have been focused on marginalized communities by strengthening their resilience, Health, social cohesion, and fostering sustainable livelihoods. We provide protection and humanitarian services across various sectors, including Individual Counseling, Group Therapy, Community-Based Activities, Awareness Raising, Child and Youth Programs, and Capacity Building.
We offer our services to all people, regardless of their ethnicity, gender, religion, race, or political affiliations.
Professional Standards
The LWF and LWF workers must adhere to the values and principles outlined in the Code of Conduct as well as the Core Humanitarian Standard and relevant LWF policies such as Protection from Sexual Abuse, Exploitation and Harassment (PSEAH), Child Protection and Gender Justice Policy. The staff member must conduct himself/herself both professionally and personally in such a manner as to bring credit to the LWF and to not jeopardize its humanitarian mission.
Required employees number
1
Posted On
Mar 23, 2025
Expiry Date
Apr 22, 2025
CV Language
English
