Support Assistant

The Support Assistant will be a full-time employee of ZOA Syria. Under the direct supervision of the Area Manager as the main line manager, but with the Finance Manager and the MoO in Damascus as functional line-managers. Functional line manager will provide training and could request tasks based on specific tasks, for example related to donor compliance, financial and procurement procedures and quarterly closing of finances.
The Support Assistant provides logistical, procurement and financial support for the ZOA Programme in Aleppo, helping to ensure the timely and cost effective implementation of the programme.
As the team in Aleppo will be small at the beginning, major procurement will still be done with the support of the procurement and logistics team in Damascus. However, the follow-up of payments for those procurements needs to be done from Aleppo. Procurements up to a limited amount should be done in Aleppo by the Support Assistant, as well as small maintenance to the potential office and liaising with the Damascus office for transport and accommodation.
Cash payments and entering those payments into the ERP software of ZOA will be done by the Support Assistant.

III. Main Activities

Main Activities For Logistics & Procurement:
1. Collect request for quotations and find new suppliers. Do market assessments to see the suppliers in a specific market.
2. Fill new suppliers in supplier database and do supplier evaluations.
3. Collect regular information on prices and price developments in the local market and update ZOA Price List on regular basis.
4. Support in the tender process and assist with the effective organization of Procurement Packs (PRs, RFQs, QAMs, and Agreements) as well as filing and archiving on the SharePoint.
5. Follow up suppliers’ payments.
6. Update Procurement Tracker records regularly, according to the received purchase orders and the released payments.
7. Maintain all logistics records, including an effective filing system for storing procurement documentation to enable tracking and auditing.
8. When the Aleppo office gets vehicles, do fleet planning.
9. Support programme team in distribution and transportation activities, by arranging trucks and material, including taxis and vans for volunteers.
10. Follow up the movement plan of ZOA or ZOA vehicle management, including taxis, together with the office in Aleppo.
11. Arrange and take part in checks at supplier warehouses and other locations for the quality of items to be procured or before distributions.
12. Ensure proper functioning of the office in Aleppo, including equipment, supplies and services.

Main Activities For Finance:
13. Manages petty cash accounts, ensuring accurate records are kept, and that accounts balance, following up where discrepancies are identified.
14. Responsible ensuring petty cash funds are always available.
15. Registration of payments in the ZOA ERP software.
16. Ensure that all payments and transactions are registered timely (before the end of the month or quarter).
17. Scanning, archiving and filing in a correct way all finance documents.
18. Do bank payments after a bank account has been opened in Aleppo and ensure that payments are signed by the right levels of authority.
19. Receives funds request from staff and review for correct approvals of expenses and completeness of documentation of financial transactions in compliance with ZOA guidelines prior to data entry into the accounting system within a reasonable time.
20. Process all invoices accurately and promptly, checking for completeness and eliminating errors, and ensuring payment is made within the appropriate timescale.
21. Assist with audits pulling out and refiling documents, preparing, and processing various adjustments and schedules as required.
22. Assist with monthly, quarterly, and annual accounting closures.
23. Keep track of vendors bills and coordinate payment to vendors.

24. Pursues a right level of segregation of duties
25. Any other tasks requested by the line Manager.