Admin Desk Officer

Un Ponte Per

Admin Desk Officer

Position Title: Admin Desk Officer

Location: Rome (Italy), with frequent missions in Iraq and KRI

Period: 1 year renewable with 3 months’ probation

Starting date: ASAP

**Organization setting**: the appointed Admin Desk Officer refers directly to Head of Administration and Finance Department at HQs, and is conversely reference point to all appointed administrative personnel of all UPP programs and Offices in Iraq. The Admin Desk Officer coordinates constantly with the relevant Program Desk Officers and Project Managers for the administrative and financial component of programs and projects, as well as with the Mission Senior Managers (Country Director and Head of Mission/Head of Programs) for what concerns financial and administrative aspects. For Iraq, the Admin Desk Officer supports also the Logistics of the assigned projects.

**Key Duties and Responsibilities**:

- Supporting UPP Head of Administration and Finance Department at HQs and the Country Administrator in preparing missions’ yearly budget forecast (staff, running and shared and indirect costs) and regularly monitor allocations and coverage;
- Carring out of regular, continuous and accurate internal financial management controls ensuring UPP’s and donors’ financial requirements are met in an efficient and effective manner whilst assessing potential risks;
- Supervising the relevant Project Managers and the project administrative personnel in preparing timely financial reports to donors, ensuring accuracy and adherence to financial rules and standards;
- Providing training, briefing and tutorship for administrative and non-administrative staff of assigned projects and/or offices, and to local partners when necessary, in order to ensure compliance with standardized accounting, administrative and logistics’ principles;
- Exerting regular vetting procedures for relevant projects’ staff, suppliers/vendors/providers and contractors in general;
- Supporting the budgeting of new proposals or the reallocation of funded projects with specific inputs and ensuring the review by the appointed senior managers at HQs and the integration of the descending inputs/revisions;
- Paying regular monitoring visits to UPP offices in Iraq when requested;
- Supervising and coordinating external and internal audits, pre-assessments and and micro-assessements preparation for the relevant parts;
- Leading the follow-up on external audits’ recommendations related to administration and constant concerned reporting to the senior managers in HQs;
- Supporting, when requested, in the recruitment of administrative staff;
- Liaising with HQs and donors in the provision of information, data, reports and queries on finance-related issues;
- Supporting in the monitoring and transfer of funds to and in Iraq;
- Performing other duties assigned by the Head of Administration and Finance in HQs, in line with the duties described above.

**Essential Requirements**:

- University degree in Economics or equivalent working experience;
- At least 4 years of professional work experience in finance department/branch of NGOs;
- Experience of financial reporting and grant management with a range of external donors (UN Agencies/ECHO/EU/AICS etc.)
- Experience of reporting and monitoring to tight deadlines;
- Effective financial management skills and knowledge of finance systems and procedures;
- Excellent organizational and planning skills with the ability to coordinate activities and teams;
- Good literacy, numeracy and IT skills including Excel;
- Very good command of Italian and English languages, Arabic is an asset.
- Ability to demonstrate initiative and offer a solution-oriented approach;
- Determined and committed to high quality standards;
- Ability to transfer knowledge to colleagues and partners in a serene and collaborative environment;
- Excellent communication and interpersonal skills;
- Ability to prioritize work, meet deadlines and work calmly under pressure, while maintaining flexibility and high spirit.

**OTHER REQUIREMENTS**:
**_Ethical Conduct