Job Description: Finance & Logistics Assistant

Number of positions: 1

Duration: 2.5 months

Location: Duhok City

Deadline for submission: 10th June 2023

About Us:

The Lotus Flower is a non-governmental organization which empowers vulnerable women and girls so that they are safe, have opportunities to learn, the tools to become financially independent and the freedom to lead change. We provide safe social spaces inside refugee camps and implement projects to help them rebuild their lives and earn a living. We run four women’s centers for the IDP, refugee and host community in Kurdistan 

Our programs are based around pillars from the UN's 2030 Sustainable Development Goals:

·       Health & Safety

·       Education & Livelihoods

·       Peace building & Human Rights

·       Climate Change

Our centers implement much-needed livelihood training, language courses, computer training, mental health support, fitness and health training, and awareness sessions and advocacy on women's rights and gender-based violence. 

We aim to provide the foundation for women to rebuild themselves, their families, and their futures. As local implementers, we work at the grassroots level to get right into the heart of communities, listening to local needs and employing local women to implement the programs. Our fundamental belief is that women and girls are powerful drivers of change, and we provide the support they need to reach their full potential and rebuild their futures.

Job purpose:

The Finance & Logistics Assistant's duties are to ensure the smooth running of day-to-day financial and logistics activities of our 1325WPS project in Duhok city, in accordance with established policies. The Assistant is responsible for handling cashiering duties, preparing cheques and other payment documents, carrying out banking activities, and procurement activities, tracking stocks and assets and maintaining financial and logistics files in an orderly manner.

Duties and responsibilities:

Finance:

·       Manage petty cash and training stipend cash funds and keep a daily record of all cash transactions.

·       Prepare checks and bank transfers for authorized payments as instructed by supervisor.

·       Carry out banking activities and payments to vendors as instructed by supervisor.

·       Assist in the recording of transactions into the accounting system as and when instructed by supervisor.

·       Ensure that all payment requests have accurate and complete supporting documents and are duly authorized, posted, and filed in a secure location.

·      Reconcile office general ledger accounts; provide fully reconciled reports detailing income, expenditure and cash reconciliations.

Procurement:

·       Carry out procurement tasks and prepare all required procurement-related documentation in accordance with established policies and procedures and donor requirements.

·       Draft Purchase Orders and Service/Supply Contracts for review by the Finance & Logistics Manager and approval by the Country Director; monitor service contracts to ensure timely delivery of goods and services and ensure timely processing of payments to vendors/contractors for goods and services received.

·       Develop and maintain a database for suppliers /vendors for reference purposes.

·       Provide quality assurance on supplies and ensure that “value for money” in all purchases and services.

·      Track utility usage and payments for the office and training center (electricity, water, maintenance fees, garbage, internet service, etc.) and prepare payment requests in the financial system as per respective contracts and invoices.

·      Other duties as assigned.

Qualifications & Preferred Skills:

·       Minimum Diploma in Business, Accounting, or relevant field. Specialized academic certificates or training certificates will be considered as an added advantage.

·       Professional experience of at least two (2) years in a financial role. Previous experience working with an NGO will be considered an added advantage.

·       Knowledge of Procurement and Supply Chain procedures.

·       Highly organized and detail-oriented with strong analytical, reasoning and problem-solving skills.

·       High level of integrity and attention to detail.

·       Fluent in Kurdish and good level of English required; Arabic language skills an added advantage.

·       Strong competency in computer and email applications (MS Word, Excel, Outlook). 

How to apply:

·       Please send your updated CV and cover letter to careers@thelotusflower.org  while mentioning “Finance & Logistics Assistant” as the subject of your email.

·       CVs and cover letters that are in the form of pictures, and screen-shots will not be accepted.

·       CVs that do not include the subject line will not be considered.

·       Due to resources, only successful applicants will be contacted.