Finance and Administration Officer; International Alert in Tajikistan

Job Purpose

1. Manage and undertake all Finance related activities, in line with Tajikistan Law, Alert Policies and procedures and international best practice.
2. Manage and undertake all HR, IT and Security related activities, including administrative and logistical support to the Team, in line with Tajikistan Law, Alert policies and procedures and international best practice.
3. Provide administrative and financial support to partner management.

Duties and Responsibilities

1. Manage and undertake all Finance related activities, in line with Tajikistan Law, Alert Policies and procedures and international best practice (working closely with Alert’s Finance Team in London)

• Develop and maintain robust programme financial management systems to ensure the proper management of Alert financial resources in regard to operations in Tajikistan;
• Maintain office accounts in accordance with local legislation, Alert’s finance systems and donor requirements;
• Oversee petty cash and monitor bank accounts (including reconciliations);
• Ensure that all expenses are authorized and efficiently processed
• Ensure Alert’s tax payments and other statutory obligations are administered in accordance with Tajikistan law;
• Submit timely, accurate monthly financial reports and expenditure forecasts as required by Alert’s Finance Team;
• Process monthly financial accounts in Dynamics accounts, review it for accuracy and completeness;
• Process reallocations in Dynamics accounts
• Update MoB’s and DTRs on a monthly basis and when required
• Submit timely, processed accounts and reallocations together with supporting documents to Alert’s London Finance Team and Finance Business Partner;
• Ensure compliance by Alert Tajikistan and budget holders with local legislation, Alert policies and procedures as well as donor regulations;
• Comply in a timely, accurate way with any in-country reporting and audit requirements;
• Support LDN Finance in providing financial information and documentation for the annual organizational audit.
• Support Country Director with annual budgeting and forecasting
• Prepare project budgets for the new project proposals.

2. Support budget holders with all aspects of grant management, including:

• Budget monitoring and revisions;
• Compliance with donor, Alert and legislative requirements;
• Timely and accurate project financial reporting to donors ;
• Preparing expenditure forecasts and requesting project funds (from donors and partners);
• Providing information about co-financing and exchange rates; 
• Bring any issues of non-compliance to the attention of the Country Director.

3. Manage and undertake all HR, IT, Office Administration and Security activities, in line with Tajikistan Law, Alert policies and procedures and international best practice.

HR (working closely with Alert’s HR Team in London)

• Monitor Tajikistan Labour Law that are relevant to INGO work and recommend any changes to HR policy to the Country Director as appropriate;
• Quality control HR practices and ensure that Alert Tajikistan HR policies, systems and procedures are followed;
• Provide necessary administrative support with all aspects of HR management;
• Coordinate inductions, briefings, trainings of staff;
• Undertake annual salary benchmarking and inflationary reviews and recommend any changes to the Alert Tajikistan Salary Scale to the Country Director as appropriate.
• Drafting and updating new/existing JDs, ToRs

IT (working closely with Alert’s Tech Team in London)

• Ensure the smooth running of Alert Tajikistan IT systems;
• Provide briefings on Alert’s IT policies, systems and procedures and ensure compliance;
• Ensure staff have necessary access to Alert Outlook and Intranet systems and provide briefings where required.

Office administration systems

• Keep the office in good order, ensuring the rental agreement is kept up-to-date and facilities such as water, electricity, etc. are maintained;
• Manage computer equipments, office supplies and other project assets;
• Maintain an inventory of all Alert assets;
• Ensure implementation of office health and safety policy;
• Take out and maintain cost effective office insurance policies.

Security

• Provide briefings on Alert’s Security Policy and the Alert Tajikistan’s security plan. Ensure compliance;
• Coordinate the development, monitoring and regular updating of Alert Tajikistan’s security plan;
• Monitor the security situation and keep colleagues up-to-date;
• Monitor staff movements when travelling on Alert business and act as the security focal point.

4.  Administrative and Financial Support with Partner Management

• Conduct Partner Financial Assessments to assess capacity to receive and implement grants and issue standard Sub-Contracting Agreements to Partners;
• Provide basic partner capacity building in financial management, where needed;
• Receive partner financial reports, check for accuracy and completeness;
• Provide other administrative support with partner management and relations as required.

5. Other

• Provide administrative and logistical support to the Team as required
• Obtain visas and other legal documents for staff
• Develop understanding of project activities and strategies
• Participate in the development and implementation of Tajikistan Country Strategy
• Maintain good relationships and collaborate with Alert’s London office, especially the Finance team
• When asked, accompany senior colleagues when undertaking external networking or representation;
• Any other duties which contribute to the smooth running of Alert, as required by the Country Director

Travel requirements

This position is based in Dushanbe, but the post holder will be required to travel within Tajikistan on occasion and may be required to undertake occasional international travel or travel within Central Asia.