EU Project Financial Controller
EuroMed Feminist Initiative EFI-IFE.org
Total years of experience :21 years, 11 Months
EFI seeksto improve and promote women’srights as universal human rights, the value of gender equality and the use of non-
violentmeansto solve conflicts.Our criterion and position align with the internationalresolutions and conventions and regional
instruments promoting the universality of women’srights and strengtheningwomen'simpact and voicesin conflictresolution.
Responsibilities:
· Ensure compliance with EFI's financial procedures as well as with local legislation. Further, I am responsible for maintaining
efficient controlling mechanisms within the area of responsibility.
· Participate in the preparation of budgets for new project proposals in close collaboration with the Senior Management Team,
CDs/PMs, and Grants Coordinator.
· Country Master Budget Follow-up, Monthly & Quarterly status, and Gap analysis report to Executive director and Finance
director in HQ.
· Liaise with headquarters Finance dept. regarding Regional financial matters.
· Thorough verification of documents submitted for payment and providing budget codes for National & Regional Office costs.
· Ensure that donor budgets are fully utilized and on time.
· Control of cash holdings and cash flow
· Maintenance of a transparent and consequent cost-allocation system for shared costs in line with EFI's regulations.
· Work to build the capacity of the partners/subgrants finance teams throughout the country through frequent in-service
training sessions and mentoring support
· Responsible for the daily financial management of EFI Amman office, including payments and expenditures, reimbursements,
invoices, suppliers, financial statements, and cash flow.
· Planning and monitoring of EFI’s project financial activities, including payments and expenditures, reimbursements, and
partner payments;
· Financial reporting on EFI projects and National office costs, including monthly production of financial progress reports for EFI
Amman's National office, Grants Manager, and ICMC Headquarters’ Finance Department;
· Being part of the financial accounting processes and development of financial policies in compliance with Jordanian / French
laws to ensure compliance with finance procedures by staff, members, and governing bodies
Working for EU Budget preparation as well as SIDA budgets and follow up.
Participating in preparation of the Financial & Procurement Policies for EFI.
Preparing preliminary budgets for Partners, then accumulating them per country level and after that accumulating per project to make one Global budget.
A grant from the European Commission, for the Support to Social Dialogue, project name "Pilot Project for the Promotion of Social Dialogue in the Southern Mediterranean Neighborhood"
Responsible for Auditing all financial Data for Jordan, Morocco and Tunis offices for the Project, Making sure all offices apply the EU approved policies and procedures for the daily accounting and financial transactions.
Responsible of Regional Reporting to ITUC office in Brussels.
Proper Closing of the financial periods, and comparing actual to budget, and find discrepancies.
I am working within EMPHNET’s general approaches and I am having the overall responsibility of communicating and coordinating budget and reporting issues and activities among technical sections. In addition, I am responsible for implementing and controlling cash requirements of EMPHNET, payment requests, and in planning and forecasting the budget. Reporting directly to the Finance and Admin and assist the Program Manager in assuring project operation and implementation, specifically, the responsibilities include:
• Analyze and present monthly financial reports in an accurate and timely manner; clearly communicate monthly, quarterly and annual financial statements; prepare financial statements for EMPHNET, collate and organize financial and accounting information and reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Supervise budgetary requirements of EMPHNET’s projects.
• Coordinate and assist in the annual audit process.
• Ensuring timely audit of the project accounts by an independent audit in accordance with contract requirements and facilitate both internal and external audits.
• Developing and maintaining necessary internal financial control systems.
• Checking and storing necessary financial data.
• Assist the Program Manager with developing, planning and managing of financial management activities and financial budget related to the projects.
• Oversee and lead preparation of EMPHNET’s annual budgeting and planning process in conjunction with the Executive Director and Program Manager; administer and review all financial plans and budgets; monitor progress and changes and keep senior leadership team abreast of EMPHNET’s financial status.
• Supervising the expenditure accounts for each project of EMPHNET and assisting with the preparation of budgets for proposals
• Prepare TORs, prepare employment contracts, keep proper employee filing system.
• Improve the finance department’s overall policy and procedure manual.
With the support and under the supervision of the CR, responsible of all HR, admin and Finance procedures, monitoring and management and all the reconciliation of the accountancy coming from the different field bases and other administrative issues. Collaborate with the Country Representative for the daily administration and follow up of activities
Specific Responsibilities
Accountancy and Financial Management
• Supervise and check the update of the accountancy according to the project activities
• Double check of records, according to TdH and donors’ procedures
• Verify that all the receipts/invoices are correctly filled and they are eligible for TdH accountancy.
• Archive all the relevant administrative and accountancy documentation in the proper way according to TdH procedures.
• Check the monthly reconciliation form for each cash and bank
• Prepare and organize documents for financial/annual audits
• Prepare and ensure monthly budgets follow up, update of allocation table, allocation of funds
• Participate to the Financial strategy of the overall mission in Jordan and Syria
• Supervise Syrian budget and train the Syrian administrator
Cash Management
• Supervise the management of the cash box of the office. Organize random check and reconciliation
• Ensure that all bases in Jordan and Syria are provided with enough cash and money on their bank account
• Prepare cash forecast and cash need for the overall mission.
HR Management
• Prepare and organize the contractual placement of the human resources and keep the records of all TdH Jordan staff
• Keep track of paid leave/holiday and R&R for the staff based in Amman and in the field.
• Check the payroll and make payment of salaries to employees and unskilled workers.
• Work as liaison between staff and Country Representative in order to smooth any problem and maintain a high standard of HR management.
• Supervise and follow up on Medical insurance and staff coverage
• Make sure HR rules, regulations and procedures are understood and followed by staff
Administration
• Support the Logistics Department in filling the yearly office assets inventory
• Regularly check the correct filling of the Log Book vehicles
• Follow up the VAT and duty exemption procedures and keep track of the exempted materials
• Prepare and follow up on service and lease contracts.
Responsible of the finance section with all its duties, staring with Setting up the "ERP" system that works under google account, with all the required data from Accounting tree, up until the clients / suppliers / employees detailed data, And to connect it all into the accounting modules, and dealing all modules from "A" to "Z", from Clients, to Purchasing, to suppliers, to fixed assets, to accounting and entries side.
As an Administration Manager, I was responsible for directing the activities of all my subordinate staff in the organization in accordance with the management vision for the various administrative activities in the organization, including "but not limited to" the following:-
1) Responsible for the Personnel,
A- To manage all related issues within the company as per set policies and procedures,
B- as well as to Coordinate with all departments for the recruitment of the required personnel as per approved staffing timing & schedules,
C- responsible for the preparation of the Employees payroll and to decide on additions and deduction as reported from finance dept.
D- Coordinate all personnel matters with Official external third parties, like insurance, social security...etc.
2) Procurement activities,
A- Manages all administrative related purchases required by all the organization's departments as per approved policies and procedures.
B- Responsible for the follow up and purchasing of all insurance coverage of personnel as well Company assets.
3) Divan
A- Manages all the activities of the incoming and outgoing mails to projects and suppliers
B- Archiving is my responsibility internally and externally for long time projects
4) Printshop
Manage all the activities of projects printing of high scale printings in-house and externally to meet deadlines and budgets
5) Logistics, including "reception, maintenance (building and car pools), ticketing, housekeeping, kitchenettes, guards
6) ISO quality certified and internal auditor for sections and projects
Many other assignments per project and as needed
My Skills:
Analytical skills - Good
Client Orientation - very good
Communication skills - very good
Dependability & Adaptability - excellent
Interpersonal skills - excellent
People Management - very good
Performance Management - very good
Planning and Organizing - very good
Problem Solving - very good
Professionalism - very good
Supervising the flow of finance Dept. starting from:
• Controlling the Billing system, by making a tracing Excel sheet, and reconciling monthly billing posted to accounts system from the Production system.
• Verify the variations, to be identified and rectified accordingly.
• Follow up with Suppliers payments and settlements.
• Preparation of Monthly, Quarterly and Yearly financial statements and reports.
• Sales Reports by Client-Product, showing the situation Sales / Cost at every month
• Dealing with Suppliers bulk media buying for the year.
Carrying out and supervising all the activities within the organization, follow upon required payments with Vendors, communicate with other departments within the organization.
prepare financial reports for the year end.
Following up on other accountants in the department.
Liaising with other departments in the company for employees, Purchases and Revenues.
Supervising the flow of Finance Dept.:
• Creating an Accounting System out of Nothing, Depending on Other Parties Information.
• Creating & Verifying the Accounts Ledger according to the needed Transactions.
• Dealing with Daily in & Out Transactions.
• Calculating Income & Sales Taxes, and Follow up in Tax Dept.
• Follow up with Suppliers payments and settlements, and Dealing with Clients.
Supervising the flow of finance Dept. starting from:
* Controlling the Billing system, by making a tracing Excel sheet, and reconciling monthly billing posted to accounts system from the advert system.
* Verify the variations, to be identified and rectified accordingly.
* To allocate Monthly billing by Cost center.
* Follow up with Clients payments and settlements.
* Verification of Trial Balance and Profit & Loss account.
* Preparation of Monthly, Quarterly and Yearly financial statements and reports.
• All the Financial & the Administration Duties from A to Z.
* Assist in establishing an accounting system. * Book Keeping & All Accounting Duties. * Invoicing “Billing Officer”. * Dealing with Vendors / Creditors Accounts. * Preparing Daily, Weekly & Monthly Reports Like: “Daily Cash Report, Monthly Ageing, List of Prepayments & Accruals, Recon. with Suppliers, Assets Movements Report, Headcount Reports, Reconciliations with Affiliated offices on a Monthly basis, Sales Reports by Client-Product, Matching Sales/Cost, Monthly Payroll, Bank Reconciliation, Preparing Tax Requirements. * Assisting Media Dept. in Media Bookings. * Preparing annual reports and Financial Statement. * Administration Officer - Vacations, Deductions and Holidays Calculations for the Employees.
• Book Keeping.
• Assisting in Preparing Annual Reports “Financial Reports”.
• Dealing with Receivables and Payables.
• Computer Accounting Program Data Entry “Jamsheed Program”.
I finished my High Diploma from the AAFBS in 2000 with a GPA 77%, specialized in Accounting, and after finishing my BA in Accounting from Irbid National University in 1998 with a GPA 78%, have worked in both Accounting and Administration in many service industries as well as Community Services and Non-Profit Organisations.
