Administrative and Finance Assistant

Yeryüzü Doktorları Doctors Worldwide Türkiye

Doctors Worldwide Turkey is looking for an Administrative and Finance Assistant for the WHO supported Project for Refugee Health Centres.

Doctors Worldwide Turkey is an international humanitarian aid organization who serves medical relief to communities in need through the provision of sustainable medical relief and health-based development programs over 40 countries worldwide.

JOB SUMMARY

Doctors Worldwide Turkey will support WHO Refugee Health Program to improve access to health services for Syrian refugees by implementing operations and outreach activities in Istanbul, Gaziantep and Şanlıurfa.

Administrative and Finance Assistant will oversee and assist the management with regards to administration and financial tasks.

TASKS AND RESPONSIBILITIES

• Keep the accountancy of the project through DWWT’s systems by internal regulation and donor’s financial guidelines;
• Assist in archiving all supporting documents for financial justification following internal procedures: accountancy (ledger, cash controls) and annexes; 
• Assist in preparation of the monthly financial reports to the donor under the supervision of the Finance Officer and Project Coordinator;
• Provide clarifications on financial issues to supervisors, auditors and donors, when required;
• Keep the administrative archive on the mission (make required copies and translations, classify and archive); 
• Assist in monitoring the budget implementation of the project.
• Identify issues, challenges in terms of financial procedures and requirement and propose a solution to management.
• Provide Staff payroll support.
• Manage expenses related to the daily operation of DWWT projects, after verification that purchase procedures are followed;
• Support in the logistic management of the project’s activities, ensuring that all the steps are done timely, in compliance with local legislation and according to donors and DWWT’s procedures;
• Review all types of payments starting from purchases to payment requests verifying that they are duly authorized, and all the supporting documents are attached;
• Organize, Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using the website or content searches by selected themes;
• Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.;
• Responsible for the Petty Cash of the office;
• Follow up on official documents and project papers by collecting necessary signatures from related staff and management; 
• Ensure that all confidentiality and the right to privacy is maintained about confidential beneficiary and project information; 
• Abide by DWWT codes of conduct;

CORE COMPETENCIES

·       Teamwork: To develop and promote effective collaboration within and across units to achieve shared goals and optimize results;

·       Delivering results: To produce and deliver quality results in a service-oriented and timely manner; the candidate is action-oriented and committed to achieving agreed outcomes;

·       Managing and sharing knowledge: Continuously seek to learn, share knowledge and be innovative;

·       Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work;

·       Communication: Encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way;

All DWWT staff members must abide by and demonstrate three values:

1. Inclusion and respect for diversity: Respect and promote individual and cultural differences; encourage diversity and inclusion wherever possible.
2. Integrity and transparency: Maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
3. Professionalism: Demonstrate the ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

REQUIREMENTS

·       At least 2 years’ experience in administrative and accounting field. Previous experience working with NGOs is a plus;

·       Bachelor’s degree in Economics, Business Administration or related field;

·       Strong time management skills;

·       Experience of a flexible approach to prioritize a high workload and multiple

·       tasks with tight deadlines;

·       Flexible and able to easily adapt to different environments;

·       Fluency in Turkish and English required;

·       Confident and proficient in the use of MS Office (especially Excel);

Note: Only short-listed candidates will be contacted for an interview.