Finance & Administration Managernew

Position:

Finance & Administration Manager (FAM) (100%)

Duty station:

Damascus, Syria, with travel within Syria as required and as security conditions allow

Reporting line:

Country Director, Syria (direct supervision)

Technical liaison:

Finance Department, Solidar Suisse Headquarters, Zurich

Contract type / duration:

12 months, renewable

BACKGROUND INFORMATION

Solidar Suisse is a Swiss NGO founded in 1936 (then known as Swiss Labour Assistance), committed to social justice and decent working conditions worldwide. Today, Solidar Suisse is active in 16 countries, implementing both development cooperation and humanitarian assistance programs.

In Syria, Solidar Suisse has been operational since 2023, primarily responding to the 2023 earthquake in Northwest Syria. The country program has focused on Protection, Shelter, WASH, and Livelihoods and is now formulating a new strategy incorporating both humanitarian and recovery components. With the evolving political and humanitarian dynamics, and new opportunities for engagement across Syria, Solidar Suisse is establishing an operational presence in Damascus to expand its support for recovery, resilience, and development efforts throughout the country. A Country Director is now in post in Damascus. Solidar Suisse is in the process of, but has not yet completed, official registration with the relevant Syrian authorities.

GENERAL POSITION SUMMARY

The Finance & Administration Manager is a core member of Solidar Suisse’s start-up team in Syria. Working alongside, and under the direct supervision of, the Country Director, the FAM will play a central role in establishing Solidar Suisse’s operational presence in Damascus and in building the finance, administration, human resources, logistics and procurement systems that the Syria program will rely on as it grows.

The FAM is responsible for the finance, human resource management, administrative, logistics and procurement functions of the Damascus office. S/he ensures effective implementation of Solidar Suisse’s financial and administrative policies and procedures, in compliance with donor requirements and Syrian laws and regulations. He/She will also provides guidance and support to both Solidar Suisse project staff and to the staff of local partner organisations. The FAM liaises closely with Solidar Suisse Headquarters, particularly the Finance Department in Zurich.

In the start-up phase the Country Director and the FAM will be the first staff of Solidar Suisse in Syria. The position therefore requires a hands-on professional who is willing to work flexibly across functions and to take on tasks beyond those listed below as the needs of the start-up require. As the Syria program expands, the role is expected to evolve towards the supervision of a finance, administration and logistics team and increased oversight of partner financial management.

MAIN TASKS AND RESPONSIBILITIES

Finance

• Take over and manage the day-to-day operation of the interim finance and cash management system, including working advance requests, the bank and cash transaction registers (USD and SYP), supporting documentation, cash counts, bank reconciliations, monthly closing and timely settlement of advances to Headquarters.
• Prepare monthly cash projections and fund requests, and provide support in developing and following up on project and office budgets, including financial forecasts and relevant financial analysis.
• Support the transition from interim arrangements to full financial systems, including the opening of an organisational bank account, the set-up and application of accounting software, and the adaptation of Solidar Suisse’s Field Financial and Administrative Guidelines (FFAG) and Finance Policy to the Syrian context, in cooperation with the Country Director and Headquarters.
• Provide timely reporting to MoFA and further line ministries, ensure adherence to national laws on income tax, social insurance and other applicable obligations as the legal status of Solidar Suisse in Syria develops, and ensure applicable payments are made on time.
• Prepare budgets and financial inputs for concept notes and proposals and prepare or consolidate financial reports required by Headquarters and donors.
• Conduct orientations for local partner organisations and continuously guide and advise them on correct finance procedures and documentation; review partner financial reports and financial management and procedures on a regular basis; and support any audit by external entities.

Administration & Human Resources

• Support the Country Director in all administrative matters related to the registration of Solidar Suisse in Syria, including the preparation, translation and follow-up of documentation with the legal representative and the relevant authorities.
• Be the responsible for contact and communication with line ministries in Syria to ensure organizational and programme related permissions are obtained and compliance in reporting ensured
• Manage and follow up all contractual office matters, including the office lease, utilities and service contracts, and ensure timely payment of all office-related bills and fees.
• Provide advice to the Country Director on Syrian labour law and support the development of HR procedures and staff regulations for the Syria program in line with Solidar Suisse policies and local legislation.
• Support the recruitment and onboarding of staff and consultants, including drafting job descriptions and Terms of Reference, advertising, organising interviews and preparing contracts; maintain personnel files, timesheets and leave records, and administer payroll once established.
• Ensure that financial, HR and administrative records and filing are comprehensive, accurate, secure and up to date. This includes, but is not limited to, all financial plans, budgets, contracts, agreements and key correspondence.
• Record bills, advances, invoices and payments accurately and on time, ensuring every transaction is properly authorised, supported and filed in line with the Approval Authority Matrix.
• Support and guide partner Finance staff on administration and HR related issues and check compliance with internal and external rules and regulations (e.g. staff policy, payroll, labour law).

Logistics & Procurement

• Office set-up: support the identification, assessment and set-up of suitable office premises in Damascus, including the application of agreed selection criteria (location and security, condition of the property, electricity supply and back-up/solar arrangements, internet and telephone connectivity, furniture and work-space layout), market assessment of available premises, and negotiation with landlords on lease terms and any required works.
• Works and fit-out: prepare or review itemised cost estimates and work plans for any adaptations needed to make premises fit for purpose (e.g. electrical work, partitioning, minor repairs, connectivity, furnishing), and follow up on their completion.
• Procurement: manage procurement of goods and services in strict accordance with the Interim Finance and Cash Management Manual, the applicable procurement thresholds and the Solidar Suisse Supplier Code of Conduct, including sourcing comparative quotations, preparing bid analyses and procurement committee documentation, and ensuring procurement files are complete and properly filed.
• Assets and inventory: establish and maintain the asset register and inventory records, and ensure the delivery, installation, tagging and safe-keeping of equipment and supplies.
• Contracts and suppliers: prepare contracts engaged by Solidar Suisse with third parties (landlords, service providers, suppliers and consultants) and develop a list of reliable local suppliers and service providers.
• Partner procurement: support, monitor and review procurement processes carried out by partner organisations and ensure compliance with applicable procurement policies.
• Movement and travel: organise travel arrangements, accommodation, local transport, meetings and other events for the team and visitors.

Safety, Security & Duty of Care

• Support the Country Director in implementing safety, security and duty of care measures in coordination with Headquarters, including staff contact lists, emergency communication arrangements and the security of the office, cash and assets.

Internal Coordination & Reporting

• Work in close day-to-day coordination with the Country Director and maintain regular contact with the Finance Department and Desk Officer at Headquarters.
• Perform any other tasks assigned by the Country Director.

WORKING ARRANGEMENTS AND FLEXIBILITY

• The FAM will join a two-person team and will work in close partnership with the Country Director to set up Solidar Suisse’s operational presence in Damascus. Roles will be shared pragmatically, and the FAM is expected to take on tasks outside the core finance and administration functions where needed, including general office, program and representation support, liaison with local stakeholders, and Arabic–English translation.
• During the start-up phase the work will be dynamic and priorities may change at short notice. The FAM is expected to show flexibility in working arrangements, including occasional work outside normal office hours and work from temporary premises until a permanent office is established.
• With a small initial team, the Country Director and the FAM will work together to maintain sound internal control and an appropriate segregation of duties (for example, independent review of transactions), in line with Solidar Suisse policies.
• In the absence of the Country Director, the FAM will act as the focal point for operational, finance and administrative matters in Damascus, within delegated authority.
• The scope of the position will evolve as the Syria program grows and further staff are recruited.

REQUIRED PROFILE AND EXPERIENCE

• University degree in finance, accounting, business administration or a related field, or equivalent professional experience.
• At least 5 years of experience in finance and administration, ideally with an international NGO, UN agency or similar organisation; experience of office or program start-up is a strong advantage.
• Solid knowledge of the Syrian legal, tax, banking and labour law environment; familiarity with NGO registration procedures in Syria is an advantage.
• Practical experience in procurement, logistics and asset management.
• Experience of donor-funded project budgeting and financial reporting; experience with Swiss or European donors is an asset.
• Excellent computer skills, especially Excel and accounting software.
• Fluency in Arabic and Advanced English (written, spoken and reading).
• Syrian national or resident of Damascus, with good knowledge of the city and its service providers.
• Strong initiative and the ability to plan, organise and prioritise work independently, cope with stress and respect deadlines.
• Able to work independently as well as in a very small team; flexible, adaptable and comfortable with the uncertainty of a start-up environment.
• A high degree of integrity, discretion, loyalty and commitment.

DURATION AND STARTING DATE

Solidar Suisse is looking for a candidate who can start as soon as possible. The position is offered on an initial 12-month contract, subject to a three-month probationary period. The contract may be extended based on satisfactory performance and organizational requirements.