Role Description

The Administration & Finance Manager supports the Administrative Coordinator in ensuring effective, compliant, transparent, and accountable management of finance and administration functions across the NES mission. The role is responsible for financial accounting and reporting, cash and bank management, statutory and tax compliance, budget monitoring and forecasting, donor financial compliance, internal controls, audit preparation, complaint handling within delegated authority, and supervision and capacity building of administration/finance staff across the bases. The position also provides support to HR and general administration processes as assigned by the Administrative Coordinator.

Duty Station

As per mission needs (Raqqa 20%, Kobane 30%, Hasakeh 50%).

MAIN RESPONSIBILITIES

1. Financial Accounting, Reporting and Month-End Closing

- Ensure that all financial transactions are accurately, completely, and timely recorded in accordance with organizational procedures, donor requirements, Generally Accepted Accounting Principles (GAAP), and applicable local laws and regulations.
- Prepare and/or review monthly payroll, including salaries, incentives,
- Review payroll and supporting documentation submitted by Primary Healthcare Centres (PHCs)
- Coordinate with all bases to ensure timely month-end closure (including Post Back),
- Prepare and/or review financial statements and management reports,
- Review invoices, expense claims, payment requests, journal entries, advances, accruals, prepayments, and other financial documents to ensure accuracy, eligibility, coding, authorization, and compliance with donor and internal rules.

2. Banking, Treasury and Reconciliations

- Manage day-to-day banking and treasury activities, including bank-account administration, authorised payments and transfers, cash planning, liquidity monitoring, and coordination with banks and financial service providers.
- Prepare and/or review monthly bank reconciliations for all mission accounts, investigate outstanding or unusual reconciling items, and ensure timely resolution and documentation.
- Perform regular reconciliation of bank statements, cash books, advances, payroll, supplier balances, and other relevant control accounts.
- Ensure that banking transactions comply with approved signatory mandates, segregation-of-duties requirements, internal controls, and applicable banking regulations.
- Monitor mission cash flow and cash requirements and ensure adequate,

3. Tax, Statutory and Regulatory Compliance

- Ensure that tax matters are accurately calculated, documented, reported, and paid within applicable deadlines, including payroll-related taxes and other statutory deductions or obligations relevant to the mission.
- Ensure that statutory accounting and financial reporting requirements are fulfilled in accordance with applicable local laws.
- Maintain complete and up-to-date tax, statutory, banking, and regulatory files and support the Administrative Coordinator in responding to queries from relevant authorities, auditors, banks, or other authorized stakeholders.
- Stay informed of changes in financial, tax, labor, banking, and administrative regulations and advise the Administrative Coordinator on operational implications and required compliance actions.

4. Budget Forecasting and Utilization (BFU) / Donor Financial Management





- Monitor expenditure against approved budgets, analyze variances, identify risks of over- or under-spending, and provide timely recommendations and corrective actions.
- Ensure that Material Requisitions (MRs), Purchase Orders (POs), contractual commitments, and other known liabilities are appropriately reflected in budget monitoring and forecasting.
- Review costs for donor eligibility, correct allocation, supporting documentation, and compliance with contractual and organizational requirements.
- Provide financial input for proposals, budget revisions, project modifications, donor reports, and management decision-making when required.

5. Internal Controls, Audit and Risk Management

- Maintain and strengthen internal financial and administrative controls, including segregation of duties, authorization levels, cash controls, document verification, and periodic spot checks.
- Support internal and external audits by preparing samples, reconciliations, schedules, explanations, and responses, and follow up on agreed audit recommendations and corrective actions.
- Identify financial, compliance, fraud, corruption, and operational risks within the assigned area and promptly elevate material concerns to the Administrative Coordinator and relevant functions.
- Support disciplinary, inquiry, or investigation processes where financial or administrative records are required, while maintaining confidentiality, impartiality, and proper documentation.

6. Complaint Handling, Case Follow-up and Compliance

- Support the receipt, registration, documentation, referral, and follow-up of complaints falling within the role's delegated responsibility and in accordance with the organization's complaint-handling procedures.
- Handle administrative, financial, workplace, fraud/corruption, and compliance-related complaints with confidentiality, impartiality, due process, and respect for non-retaliation principles.
- Ensure complaints involving safeguarding, PSEA/SEAH, serious misconduct, or other specialized matters are promptly referred through the appropriate designated channels and are not handled outside the role's authority.
- Maintain secure and accurate complaint/case records, monitor agreed actions and closure status, and identify recurring issues or control weaknesses requiring management attention.
- Promote staff awareness of available complaint, reporting, and escalation channels and support the implementation of corrective or preventive actions when assigned.

7. Human Resources, Administration and Procurement Support

- Support recruitment, selection, onboarding, training, staff administration,
- Support the maintenance of accurate staff and administrative records and contribute to the preparation of monthly SitReps and other management information.
- Oversee specific day-to-day administrative operations across the bases and ensure timely follow-up of schedules, deadlines, facilities, and administrative requirements.




- Provide administrative and financial oversight of procurement processes,
- Maintain strict confidentiality when handling personal, financial, complaint-related, or otherwise sensitive information.

8. Team Supervision and Capacity Building

Qualifications

Bachelor's degree in Accounting, Finance, Business Administration, Commerce, or a closely related field is required. A master's degree or recognized professional accounting qualification is an advantage.

- Minimum of 8 years of relevant professional experience in finance/accounting, with demonstrated responsibility for financial management and staff supervision. Experience in the humanitarian/NGO sector is strongly preferred.
- Strong working knowledge of Generally Accepted Accounting Principles (GAAP) and proven hands-on experience applying accounting principles to day-to-day accounting, month-end/year-end closing, and financial reporting.
- Demonstrated practical experience preparing and/or reviewing financial statements, including trial balances, balance sheets, income statements, cash-flow information, general ledgers, and supporting schedules.
- Proven experience ensuring financial statements, accounting records, and statutory reporting are prepared in accordance with applicable local laws, accounting requirements, and regulatory obligations.
- Demonstrated experience managing tax matters, including payroll-related taxation, statutory deductions, tax calculations, filings, payments, documentation, and liaison with relevant authorities where required.
- Strong hands-on experience in banking and treasury management, including bank transfers, account administration, cash-flow planning, bank reconciliations, investigation of reconciling items, and maintenance of banking records.
- Strong knowledge of budgeting, BFU/forecasting, variance analysis, donor financial compliance, internal controls, audit preparation, and financial risk management.
- Demonstrated experience handling or supporting complaints/cases professionally and confidentially, including proper registration, referral, documentation, follow-up, and escalation. Familiarity with fraud/corruption reporting, workplace complaints, safeguarding, and PSEA/SEAH referral principles is highly desirable.
- Knowledge of local labour laws and administrative regulations, with the ability to interpret regulatory changes and translate them into practical compliance measures.
- Advanced proficiency in Microsoft Excel and good command of Word and PowerPoint. Experience with accounting software, ERP systems, and/or HRIS is an advantage.
- Excellent analytical, problem-solving, organisational, multitasking, and leadership skills, with strong attention to detail and the ability to meet strict deadlines.
- High level of integrity, discretion, professional judgment, and ability to handle sensitive and confidential information.
- Strong communication and interpersonal skills, including the ability to provide clear guidance and build the capacity of staff across multiple locations.
- Ability to work effectively in a fast-paced and changing operational environment and to travel or be deployed among Raqqa, Kobane, and Hasakeh according to mission needs.
- Very good command of English is mandatory. Knowledge of Arabic and/or Kurdish is an advantage.

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📌 Finance Administration Manager (Castilla y León)
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📍 Castilla y León