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JOB DESCRIPTION – Finance & Admin Assistant
Job Title Finance & Admin Assistant
Organisation Johanniter-Unfall-Hilfe e.V. / Johanniter International Assistance
Job Location Amman, Jordan (with frequent travel to Lebanon, Syria, and Palestine)
Job Responsibilities and Accountabilities
Overall job purpose
The Finance & Admin Assistant is responsible for ensuring the accuracy, completeness, and compliance of all financial transactions and documentation for both the regional and country offices. This includes maintaining financial records, preparing and processing payment vouchers, managing cash and bank accounts, and ensuring effective administrative and HR support in line with Johanniter’s policies and donor requirements
The position reports directly to the Finance & Compliance Manager (1st line supervisor) and indirectly to the Regional Finance/Admin & HR Manager (2nd line supervisor)
Tasks:
Strategy and Vision
actively supports the values of Johanniter and shapes his/her work according to these values
contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy
Leadership
actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment
this is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals
Treasury and Financial Management
record all daily transactions (JOD, EUR, USD, LBP) in Excel Cashbooks and ensure booking descriptions, cost centres, and budget lines are accurate
prepare payment vouchers and ensure all documentation is properly reviewed, signed, and in line with organizational financial guidelines
ensure purchasing procedures (RFPs, PAs, payment vouchers) are followed and properly authorized
manage cash boxes and ensure physical inventories, advances registers, and reconciliations are properly maintained
conduct weekly and monthly cash counts with supervisors and report discrepancies immediately
manage banking operations, ensuring all cheques and transfers are processed correctly and filed with supporting documents
maintain accurate and systematic filing of all financial documents
Financial Reporting and Accounting Systems
prepare weekly bank and cash box files and share them with the Finance & Compliance Manager for review and Sun System upload
ensure monthly accountancy files are completed and submitted by the 5th of every month, with all supporting documentation scanned and uploaded to 4JUH
prepare and label monthly financial report files and ensure complete, accurate documentation for audits and donor reporting
support reconciliation and ensure consistency between cash, bank, and accounting records
Human Resource and Administrative Support
support the Regional Finance/Admin & HR Manager in all HR processes, including recruitment coordination, staff contract preparation, renewals, and terminations
maintain accurate HR files, including leave tracking, social security registration, payroll preparation, and personal tax processing
ensure timely payment of social security and tax obligations
assist in preparing end-of-service and staff benefit calculations
ensure all HR and administrative files are neatly organized and accessible when needed
oversee office supplies and consumables and ensure administrative logistics run smoothly
Safeguarding and Code of Conduct
promote Johanniter’s safeguarding, Code of Conduct, and Protection from Sexual Exploitation and Abuse (PSEA) standards
take responsibility for reporting any suspicion or incident of exploitation or abuse encountered in the course of duty
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Other Duties
in the absence of the Finance & Compliance Manager or the Regional Finance/Admin & HR Manager, act as focal point for finance, admin, and HR matters
perform any other related tasks assigned by supervisors
Person Specification
Professional Qualification and Experience:
diploma or relevant training in Business Administration, Accounting, or Management
at least one (1) year of solid experience in financial management and administration in an NGO/INGO setting; or six (6) months of internship with an international organization
strong command of MS Excel and computerized accounting systems; SUN System experience is an advantage
proven experience with financial documentation, payroll, and bank/cash management
Skills
high level of integrity and accountability
strong organizational, planning, and multitasking abilities
excellent interpersonal, communication, and teamwork skills
accuracy and attention to detail
flexible, proactive, and solution-oriented mindset
fluent in English and Arabic (written and spoken)
Jordanian nationality required
Please note that final recruitment for this position is subject to donor funding approval.
Please note: This job description is subject to change and will be adapted according to operational requirements. In addition to the tasks listed above, the person holding the position is obligated to carry out individual assignments on instruction of the superior person, which by their nature belong to their activity or result from operational necessities. The person holding the position carries out work which, because of its infrequent occurrence, is not included in the job description but which, by its nature, belongs to the position.
It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.
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