مطلوب مساعد إداري ومالي

الوصف الوظيفي:
1. Job summary:

The jobholder plans and executes all necessary office administrative and financial functions, and carries out finance, accounting and administration duties, crisis support on finance and human resources and other related duties.

The jobholder commits to strict confidentiality.

2. Responsibilities & Tasks:

Within delegated authority, the Administrative and Financial Assistant (Group III) is responsible for the following tasks:

Budget & Finance

· Prepares the annual budget and its amendments. Registers and updates the authorised budgets in the system.

· Reviews and ensures eligibility and accuracy of invoices, debit notes, credit notes, mission advances, mission claims and other reimbursements requests received from internal and external parties.

· Registers/creates orders in the Financial Report Management tool following the chronological receiving dates of invoices and receipts.

·  Creates payment/revenue records when payments become due by ensuring correctness of budgetary, non-budgetary and analytical codes. Reviews and ensures that required supporting evidence is attached to the payment/revenue orders before submitting to relevant financial actors as per the financial circuit.

· Prepares bank and petty cash disbursements to DG ECHO staff and suppliers. Ensures that recipients acknowledge receipt of the payments and receipts are properly issued to DG ECHO.

·  Ensures that payment/revenue orders and all required supporting documents are properly filed.

·  Reviews the draft monthly financial reports before closure to ensure consistency and accuracy of financial transactions. Prepares adjustments transactions if needed. Performs bank and petty cash reconciliations and submits the data file before closing to the AC (Administrative Coordinator) for review.

· Performs monthly financial closures and prepares reports as well as annexes as per DG ECHO procedures.

· Reviews and ensures that all outstanding non-budgetary accounts are correctly brought forward from the previous months.

·  Follows outstanding cash advances and mission claim regularisations.

· Prepares the calculations and follow-up and collects cash from staff, within appropriate timeline, for private usages of telephone, fax, vehicle and airfare for the portion due by the staff in the case of mission combined with leave.

·  Calculates the allowance for arrival and departure temporary accommodation for Technical Assistants (TAs).

·  Conducts cash count at least once a week to reconcile cash balance.

·  Prepares and monitors on a weekly basis the monthly cash position and forecast reports. Ensures sufficient level of funds in bank accounts and petty cash box to meet payment obligations.

· Maintains the petty cash boxes, cheque books and ensures security precautions.

·  Ensures that bank account statements are updated and accounts replenished. Monitors bank accounts and maintains bank documentation.

·  Maintains the budget forecast tool.

·  Checks the calculation of medical reimbursement and proceeds with the payment.

· Manages financial records/reports archive.

Specific duties for the senior level Administrative and Financial Assistant

· Controls and verifies the payments/transfers preparation and execution.

·  Assists and verifies the monthly follow up of the office and TAs’ budgets updates.

· Provides training and coaching to newly recruited staff working on budget & finance.

Human Resources Management

·         Assists in the recruitment process from publication of vacancies till signature of employment contract.

·         Prepares employment contracts of locally contracted staff.

·         Carries out payment of salaries and overtime to all DG ECHO locally contracted personnel.

·         Maintains an overview of expatriate staff’s visa and residence permit situation and makes necessary applications.

·         Maintains national personnel files, follows up employment contracts amendments and termination of employment contracts.

·         Prepares monthly salaries list/salary slips.

·         Follows up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report.

·         Follows up Medical/Accident insurance.

· Carries out the training, briefing and welcoming of newly recruited personnel.

Specific duties for the senior level Administrative and Financial Assistant

· Provides advice on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules.

· Implements and monitors compliance with HR policies.

· Assists in the recruitment process from publication of vacancies until signature of employment contract.

General Administration Support

· Drafts administrative and financial notes on administration, office management, events, ARAs (Administrative Requests for Authorisation), monthly report/s, etc..

· Updates the Fiche Bureau and checks if proper actions are taken to renew contracts.

· Informs the HoO, or AC, as appropriate, of irregularities with financial, administrative, personnel or logistic matters that require immediate attention.

· Plays an active role in procurement of administrative property and various kinds of expendable supplies necessary for the smooth functioning of DG ECHO offices within the said area by foreseeing needs and proposing solutions.

·  Maintains records and files of lease, service, maintenance and insurance contracts, follows up lease contracts and service contracts.

· Manages vehicle taxes and insurance.

· Ensures timely provision of goods and services for office and projects following established procedures.

· Coordinates exemption requests/approvals and ensures compliance of suppliers and follows up VAT reimbursements status with the EU Delegation.

· Maintains the electronic filing structure, in liaison with the IT Coordinator to arrange file permission (read and write) and structure revision (new folders).

· Maintains and updates administrative and financial files with necessary confidentiality where required.

· Maintains appropriate contacts with government offices and officials of various local organisations as necessary to ensure the correct execution of the administrative and financial duties.

· Maintains the missions’ follow-up table and Rolling Plan.

· Deals with travel arrangements for the office personnel.

· Translates financial documents (invoices, contracts, etc.) and operational documents, as appropriate, and maintains complete files.

Specific duties for the senior level Administrative and Financial Assistant:

· Supervises, monitors and reports on the implementation of support services.

· Provides advice on appropriate contract modalities.

· Follows-up local legislation.

Office specific responsibilities/tasks:

(When applicable)

Undertakes any additional tasks as assigned by the HoO/RO and/or Headquarters.

3. Competencies required:

· Working and communicating effectively with people: ability to communicate, support and work effectively with colleagues and teams to achieve collective goals. Building and maintaining excellent relationships with colleagues and partners.

· Achieving impactful results and quality: ability and commitment to organise and perform the job to the highest standards, delivering consistent results and striving for quality assurance.

· Understanding of the humanitarian and DG ECHO way of working: ability to support DG ECHO's mandate, strategies and operations, to ensure policy compliance and in particular the correct use of the Key Results Indicators (KRIs), and to ensure DG ECHO's visibility. Ability to ensure the correct application of DG ECHO guidelines and procedures in all the decisions taken.

·  Demonstrating exemplary attitudes and behaviours: commitment to act in line with DG ECHO and humanitarian values and demonstrating the required and exemplary attitudes necessary for the Field Network.
متطلبات الوظيفة:
Education:
A relevant first level university degree or equivalent professional experience.
Knowledge and Experience:
Minimum 5 years of relevant work experience at national or international level in the area of administration or Programme support service including experience in procurement, Human resources and finances
Previous experience in a Governmental or other International Organizations is an advantage
Very Good drafting skills
Good communication skills
Capable of working under pressure in a multitasking position
Ability to work in a multicultural environment
Proficiency in office software packages (MS Word, Excel, etc).
Languages:
Fluency in English (verbal & writing)
An excellent knowledge of Arabic (verbal & writing).
تفاصيل الوظيفة:
المسمى الوظيفي: Administrative & Finance Assistant
آخر موعد للتقديم: 14.04.2026.
المكان: القدس
طبيعة العمل: مكتبي أو ميداني (مقر العمل)
نوع الوظيفة: دوام كامل
المستوى المهني: متوسط الخبرة
الدرجة العلمية: البكالوريوس
الخبرة: 5 سنوات
التصنيف: المحاسبة، الإقتصاد والعلوم المالية الإدارة والأعمال
آلية التقديم:
This local position is open to nationals and other residents with relevant and valid work and residence permits. DG ECHO applies a policy of equal opportunities. Our recruitment policy is based on respect for diversity, maintaining the gender balance, as well as the balance between professional and private life, and support for training and developments opportunities.

As an indication, the basic monthly salary is on average approximately 16,056 ILS which corresponds to 5 years’ relevant work experience. The salary will be adapted according to the exact duration of relevant professional experience supported by a work certificate. In addition, the employee will receive disability/retirement allowance, a 13th salary, as well as medical coverage.

Shortlisted candidates will have to bring the full supporting documentation in original with them during the testing or interview stage in addition to references (including contact details of the HR department and the supervisor) that can be consulted by ECHO. At least one of the references must include a recent employer.

Candidates who meet the required standards and demonstrate strong performance during the selection process but are not initially selected for the position may be placed on a reserve list. Inclusion on the reserve list does not guarantee future selection. This list will remain valid for a period of 1 year from the date of final selection, during which candidates may be considered for similar positions should vacancies arise.

Interested candidates MUST submit:
a cover letter setting out the candidate’s motivation and suitability for the position,
a detailed CV in English in the EUROPASS CV Template only which can be found ateuropass.europa.eu/en/create-europass-cv
academic and employment certificates.
Documents should be shared via this mailbox:echo-administration.amman@echofield.euuntil 14.04.2026 midnight Jerusalem local time at the latest.