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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

5. 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.