Finance and Operations Officer
Job Description
SNC Geneva Office
Description
BACKGROUND
The SNC Geneva Office is representing and supporting the Syrian Negotiations Commission (SNC) and its mandate by expanding and facilitating outreach to Syrians and international actors. As per its mandate, SNC’s vision is a negotiated end to the conflict benefitting the Syrian people through dialogue, peaceful means and democracy in line with UN Security Council Resolution 2254.
ROLES AND RESPONSIBILITIES
Position Summary The SNC Geneva Office is looking for a Finance and Operations Officer to manage accounting functions including but not limited to bookkeeping, year-end closing, budgeting, and financial monitoring & reporting. The job holder will additionally ensure the integrity of financial activities and records; actively support the grant management process by managing all finance related aspects; be responsible for managing the procurement of goods and services; provide oversight of HR processes and office management; and support in developing and embedding organisational policies. The Finance and Operations Officer should be motivated to further the cause of SNC’s mandate and vision.
- Financial and management accounting
- Grant management
- Procurement
- Human resources
- Organisational development
- Office management
1. Financial and management accounting
- Undertake the day-to-day input of transactions in the accounting system.
- Manage bank accounts and the petty cash and reconcile the related accounts in a timely manner and monitor bank balances ensuring that cash levels are maintained.
- Ensure compliance with policies and procedures.
- Prepare yearly statutory accounts in accordance with Swiss GAAP rules and prepare for yearly audits and liaise with auditors.
- Provide financial information to management and other relevant stakeholders and support the budget process as necessary and prepare quarterly cash flow forecast.
- Maintain all payroll records and supporting documentation.
- Manage the continuous process of reviewing and updating SNCO’s finance-related policies and procedures.
- Maintain the accounting software and secure financial data by completing regular back-ups.
2. Grant management
- Prepare documents for submission for donor verification for grant applications.
- Ensuring grants are implemented in accordance with financial requirements stipulated in donor contracts.
- Resolve financial issues raised by the donors.
- Prepare financial reports in accordance with donor requirements.
3. Procurement
- Monitor compliance with procurement policies.
- Manage the coordination of procurement and contracting processes as well as contract monitoring.
- Resolve invoicing, delivery, and quality issues.
4. Human resources
- Oversee recruitment, contract development and onboarding of new staff.
- Record leave and ensure compliance with HR policies.
- Ensure recording and filing of HR documentation.
5. Organisational development
- Support in developing organisational policies (financial, procurement, HR) including but not limited to preparing draft policies in accordance with all relevant legislation.
- Lead on embedding policies, including delivering trainings and providing accompaniment to SNCO Staff and Board.
6. Office management
- Oversee office management including IT, insurances and rent payment.
- Maintain relationships with ongoing suppliers, including payroll management company, landlord and IT provider.
- Maintain registration with relevant legal authorities.
QUALIFICATIONS AND COMPETENCIES
| Knowledge & Experience | Essential/ Desired |
| University degree in the finance field or equivalent education, training or professional experience | Essential |
| three years’ experience in holding responsibility in financial management of donor grants within the NGO sector | Essential |
| Proven ability in bookkeeping, year-end closing, and statutory reporting | Essential |
| Experience with accounting and bookkeeping, including Swiss GAAP | Essential |
| Proficiency in accounting systems and office tools (Word, Excel,..) | Essential |
| Experience with financial monitoring and budgeting | Essential |
| Experience managing donor grants | Essential |
| Experience in writing policies, procedures, processes, and templates | Essential |
| Experience overseeing procurement processes in compliance with policies and donor requirements | Essential |
| Experience maintaining NGO registrations in Geneva | Desired |
| Proven experience of working as part of a team and ability to manage own time | Essential |
| Experience of working with diverse teams in a multi-cultural environment | Essential |
| Skills & Attributes | |
| Excellent written and verbal English | Essential |
| Excellent written and verbal French | Essential |
| The right to work in Switzerland | Essential |
| Proven ability to communicate clearly and sensitively with a broad range of people from different cultural backgrounds | Essential |
| Be reliable, have an excellent attention to detail, a can-do attitude, and the ability to be result-focused | Essential |
| Be trustworthy with integrity and abide by principles of confidentiality | Essential |
Your application must include:
* A copy of your CV
* A short (2 pages maximum) cover letter explaining your motivation for applying and how your experience fits the selection criteria
*The below written statement with your signature:
“I (name) confirm that I meet the following minimum requirements to apply for the position:
- University degree in the finance field or equivalent education, training or professional experience
- At least three years’ experience in holding responsibility in financial management of donor grants within the NGO sector
- Proven ability in bookkeeping, year-end closing and statutory reporting, and financial reporting under donor grant