Accountability Officer

GENERAL OBJECTIVE

The Accountability Officer will be based in Homs and supporting Homs and Hama governorates and

He/she will be responsible of the Finance, Logistic and Administration tasks at the Field Level,

He/She is also in charge of supporting the Finance Department in Damascus Office on a regular basis.

RESPONSIBILITIES AND TASKS

1. Accountancy Management:

• Check, before recording any entry, that the invoices are compliant with PUI regulations

and procedures.

• He is in charge of collecting money from bank branch in his/her governorate

➢ Manage the daily payments of his/her governorate:

o He/She is responsible of the cashboxes.

o Ensure payments of the daily expenses.

o Perform payments to suppliers.

o Prepare monthly report on expenses.

➢ Keep cashbook of his/her Governorate:

o Ensure daily follow-up of expenditures.

o Record transfers, advances, exchanges and bills in cashbox.

➢ Ensure & Collect monthly bills and financial statements :

o Gather bills in box file by dividers according to the PUI standards & regulations.

o Check that each bill contains the accurate information and supporting documents.

o Translate requested information’s into English.

o Stamp bills and order them by program number and by date.

o Attribute to each bill unique number.

➢ Monthly Closing:

o Register monthly expences, transfers, exchanges, advances and bills on

accounting software SAGA are matching.

o Import and export data and updates in coordination with the Finance Officer

(Mission Accountancy ).

o Prepare SAGA excel sheet.

o Ensure that all bills submitted to Damascus Office by the end of the month with

its cash inventory signed by concerned staff.

➢ Cash forecast :

o Prepare the cash forecast according to cash needs for his/her governorate

regarding mission & project expenditures on weekly basis.

2. Logistics Tasks:

• Preparing and perform logistics documents related purchases at field level.

• Suppling required goods according to purchase requests.

• Controlling quality and quantity of purchased items/services.

• Launching & Collecting quotations in coordintaion with Log department in Damascus

Office.

• Conduct market assessment upon request.

• He/she is in charge of receiveing items transferred from Damascus to his/her governorate

and vis versa.

• Preparing daily fuel follow up table and sending it to the log department in Damascus on

monthly basis

• In Coordiation with FOM,He/she is in charge of organization the daily movement of the

staff in his/her gorvernorate

• He/She is in charge of Assests manamgnet in his/her governorate.

• He/She is in charge of work space faciility services.

3. Administration tasks:

• He/She is in charge of Hotel booking in his/her governorate (rooms and halls).

• He/She ins in charge or transportation booking

• He/She is in charge of Travel autohrization preparation for Field staff

• To ensure & follow up administration procedures at the field level.

• To support Admin Departmen in the Mission event organization.

• To prepare the minutes of the coordination meeting at his/her governorate.

• Meeting of the coordination meeting

• To manage the correspondence letters between PUI and other entities, registration and

follow up.

4. HR Tasks:
• Ghathring the needed documents for any new staff and send them to HR department in
Damascus (hard & soft copies)
• Follow up the contract signatures when needed
• Prepare the attedendance sheet of the field staff in his/her governorate and send it to the
program team in Damacus on momthly basis.
• Supporting HR team in Damasucs Office in any task related to the staff in his/her
governorate:
• Update Contact list.
5. Damascus Office support :
• In coordination with Finance Officer ( Mission Accountancy ), He/she will support the
Finance Deparmtnet in Damascus Office in the monthy closing & financial tasks required.
6. Archiving :
• Scan the documentation of his/her Governorate Cashbook on monthly basis.
• Archiving Bills / vouchers of the Cashboxes according to mission financial procedures.
REQUIERED SKILLS
Qualifications, technical experience/knowledge and skills:
• A bachelor’s degree in relevant field (Administration/ HR /Finance/Logitics)
• Minimum 1 year experience in similler position. Relevant experience with INGOs will be highly
appreciated.
• Clear understanding of Core Humanitarian Standards (CHS);
• Good knowledge of institutional donor (US donors,ECHO, UN agencies, etc.) procedures and
financial guidelines.
• Well organized, detail-oriented, and able to prioritize and manage multiple tasks simultaneously
with minimal supervision.
• Ability to work independently and as part of a team.
• Ability to work in very challenging and volatile settings
• Ability and willingness to travel frequently to other governorates within Syria.
Language skills:
• Excellent command in speaking, writing and editing documents in English.
• Excellent command in speaking, writing and editing documents in Arabic.
Computer skills:
• Computer Skills: Advanced user of MS office (including Word, Excel, Outlook, Access DB and
PowerPoint) is required – Power BI and SPSS knowledge is an asset.
Other required skills:
• Excellent negotiation and communication skills, including a supportive working style.

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