Context and background

COOPI Cooperazione Internazionale, is a humanitarian, non-confessional and independent organization founded in 1965 in Milan, Italy. For more than 50 years we have been dedicated to breaking the cycle of poverty and to supporting populations affected by wars, socio-economic crises or natural disasters in their path to recovery and sustainable development, by making use of the professionalism of local and international operators, and through our partnerships with public and private bodies and civil society organizations.

COOPI in Syria

After 7years of conflict, the security and humanitarian situation in Syria has become worse and worse. The conflict has caused significant internal displacement and a massive damage to homes, schools, hospitals and many other infrastructures, leaving millions of people in need of assistance. Among the most relevant figures to represent the concerns, the following ones are encountered: 13.1mln of persons in need; 5,6mln in acute need; 8.2mln of persons at risk of incurring in explosive hazards; 6,5mln of persons are food insecure, 30% of children out of school; 5,6mln refugees; 6,1mln Internally Displaced Persons.

COOPI is active with its humanitarian action in Syria (Damascus) since January 2017 with a Food Security/Livelihood project in Rural Damascus (Qtana) and it’s strengthening its presence with PSS services and Food Security in Rural Damascus, Aleppo and Eastern Ghoutta. COOPI may start soon a Food Security and Livelihood project  financed by ECHO (subject to final approval). The project will be implemented by an integrated approach, which includes Food Security and Livelihood, WASH, PSS and awareness activities, and it will target the people in need in the Eastern Ghoutta region.

 

Responsibilities

The Country Administrator is responsible for supervision, management and quality implementation of all aspects of COOPI financial and administrative operations in country. He/she will report functionally to the HQ Area Administrator and hierarchically to the Head of Mission or directly to the HQ Area Manager.

Main tasks:

  • Ensure compliance with financial and other requirements set by the Donors and COOPI internal financial and administrative procedures;
  • Monitor cash flows and supervise petty cash handling;
  • Ensure proper administration for outstanding debtors and creditors, follow-up overdue and signal potential problems in timely manner;
  • Produce monthly cash and bank reconciliation statements;
  • Prepare monthly, quarterly and yearly projects’ financial reports;
  • Control and assure compliance of program expenditures with program budgets;
  • Prepare payment vouchers and verify supporting documents for project and administrative expenditure. Ensure classification of all financial information and documents in accordance with the projects and respective budget lines;
  • Ensure appropriate filing system of financial documentation is in place, accurate and updated;
  • Provide timely and systematic monitoring of program expenditures as well as timely budget program forecasts;
  • Prepare, on a monthly basis, financial reports and/or requests to be sent to COOPI Milan HQs;
  • Supervise and manage program staff: supervise preparation of contracts for personnel staff; manage contracts of local and international staff and supervise administration staff;
  • Application of mechanisms relative to any on the job training of personnel working on the project;
  • Coordinate and supervise overall human resources policy implementation, included Labour Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained;
  • Monitor the Country’s Security; implement the security measure in accordance with the COOPI guidelines and with the Head of Mission;
  • Coordinate the Country’s registration documents, from the visas of the staff to the registration processes at the local authorities;
  • Build relationship with the banks for a proper financial management;
  • Supervise preparation of lease contracts, contracts with suppliers and any other contract issued by the program. Ensure that contractual commitments are accurately tracked;
  • Supervise appropriateness and updating of all procurement documentation at the various steps of the procurement process. Ensure budget availability of expenditures and that appropriate authorizations are in place;
  • Budget preparation: support the Head of Mission and Project Managers in budget preparation as well as proposals development;
  • Procurement: provide technical oversight to the procurement process and ensure proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within COOPI country programme;
  • Ensure that taxes are timely remitted to relevant authorities;
  • Bring-up date the stock inventory.

 

Requirements

  • University degree in social sciences, business or technical sciences.
  • A minimum of three years of relevant working experience;
  • Experience in international relief and development in Middle East countries in a similar position;
  • Experience in logistics, procurement and security matters is a strong advantage;
  • Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills;
  • Proven capacity to work in a team is essential; experience in managing staff is a plus;
  • Experience in liaising with governmental/local authorities, IOs and NGOs;
  • Demonstrated ability to work in stressful environments and under pressure;
  • Experience in working in conflict-prone environments a plus;
  • Fluency in English language;
  • Knowledge of Arabic and is a plus;
  • Previous work experience in Syria is a plus;
  • Knowledge of COOPI’s procedures is a plus;
  • Knowledge of main donors’ procedures is a plus.

ATTENTION: this position is subject to the approval of the grants and to visa issuing