Finance and Admin Supervisor

The International Catholic Migration Commission (ICMC) is an internationally operating non-governmental organization serving and protecting uprooted people, regardless of faith, race, ethnicity, or nationality.

For three decades, ICMC has partnered with the U.S. Department of State, Bureau of Population, Refugees and Migration to conduct refugee resettlement. Currently ICMC operates under a cooperative agreement with the Department of State (DOS), as a Resettlement Support Centre (RSC) to prepare eligible refugee applications for consideration for resettlement in Turkey and Middle East (TuME). As part of this service we work with several thousands of refugees and their families each year and take them through each stage of processing that is required for resettlement to the U.S.A. ICMC also has a sub-office in Beirut, Lebanon. The caseload includes a variety of different nationalities, including Iraqis, Iranians, Syrians and Afghans.

UNHCR identifies and refers refugees for the resettlement program and members of the in processing team are responsible for taking refugee statements, their biometric data and the preparation of the refugee case files for adjudication by Citizenship and Immigration Services (CIS) officers. 

Job Purpose

Finance and Admin supervisor will be responsible to manage the day-to-day office infrastructure and physical plant in Ankara and responsibilities include ensuring timely and quality financial reporting; preparing budgets and forecasts; supervising payroll, accounting and plant management staff.

Key Roles and Responsibilities

Security, Health & Safety and Day-to day running of the office

• Review office security periodically to ensure that the adequate security controls are in place and suggest  improvements as and when necessary;
• In liaison with the Administration Supervisor, Health & Safety Specialist in Istanbul office ensure local, HQ and donor requirements for Health and Safety are fully in place at the office premises. Ensure issues are followed up and actions taken on time and the office is kept ready for government inspection at any time;
• Ensure efficient management and effective maintenance of premises. Coordination of office tasks and schedules of security, reception and administrative staff and all outsourced services, to provide secure, and safe office environment for staff and refugees;
• Supervise security staff, waiting area attendants, administrative staff, receptionist,  cleaners and office messengers. Establish codes for front-of-house services in line with the corporate standards and requirements;
• Prepare, develop and implement procedures and policies.

 Financial Records, Reporting and Budgeting

• Ensure all payments are made timely and accurately and corporate requirements are strictly followed.
• Ensure the physical security of financial documents
• Keep records in Navision updated. Keep and update subsidiary books of accounts.
• Ensure timely submission of Ankara financial pack monthly.
• Assist Head of Finance and Administration with month end procedures.
• Assist Head of Finance and Administration with planning and forecasting exercises.
• Supervise Cashier/Bookkeeper
  

Procurement, Supplies and Physical Assets:

• In Liaison with Administration Supervisor assist Head of Finance and Administration (HFA) to ensure that the corporate rules are strictly followed during procurement. Must ensure eligibility tests are undertaken as described in SOP before a procurement decision is made.
• Ensure optimum levels of stock supplies are kept in the office and their records are up to date and accurate. Conduct (ALL) stock checks at quarter ends.
• Ensure IT and other inventory records are accurate and up to date at all times.
• To assist HFA to conduct inventory checks at year-end.
• To undertake at least 6 surprise cash checks a year for each petty cash float kept to ensure SOPs are followed and prepare reports on the results.

Other Responsibilities:

• To design and update procedures / schedules / work plans as and when necessary.
• To liaise with local authorities such as municipality, governorships, etc.
• To perform other tasks as assigned by the HFA to help other departments. 

Qualifications and Requirements:

• Empathy with the aims and objective of ICMC Turkey Program and humanitarian principles;
• Bachelor’s Degree in a related field;
• Fluency in English;
• Minimum three years relevant work experience in a similar capacity preferably in NGO sector;
• Familiarity with USGAAP;
• Strong verbal/written communication and listening skills; including excellent interpersonal skills;
• Ability to effectively organize and prioritize tasks in order to complete assignments on time;
• Team player;
• Flexibility under pressure to meet tight deadlines and in response to changing needs;
• Strong organizational skills;
• Experience in managing teams with a strong emphasis on team work;
• Experience in the administrative and financial management of overseas programs is desired;
• Knowledge and experience in working with donors is an advantage;
• Experience working with computerized accounting systems, preferably Navision;
• Great attention to detail to follow financial protocols and changing priorities;
• Proficiency in using MS Office applications;

HOW TO APPLY?

This position is open to Turkish citizen applicants only. If you are interested in this vacancy, please send your up-to-date CV via email to cv.rsctume@icmc.net  together with a covering letter explaining why you think you would be suited to this post.

The closing date for receipt of applications is 08^th August 2016. Please include the reference number and applicant’s full name in the email subject line. Please note that applications received after the deadline will not be accepted. Applications will be treated in strict confidence and applicants should be available to start as soon as possible.