Reports Coordinator

Job Title Reports Coordinator

Line Manager Finance Manager

Department Finance

Job Purpose

The reports coordinator will supervise the disbursement of budget items and ensure the integrity of procedures and the validity of documents.

Responsibilities

General administrative tasks

• Prepare the necessary operational plans for the office and follow-up on implementation and submits periodic work progress reports.
• Cooperate with the concerned parties inside /outside the Syria Civil Defence regarding the work of the department.
• Suggest development and capacity building programs for the department’s staff.
• Supervise the preparation of periodic reports on job performance and the evaluation of the individual performance of the department’s staff.
• Participate in/periodically review financial policies and procedures guidelines.
• Present proposals and development initiatives for the work of the department.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.

Technical tasks

• Review the report dates in the agreements to be signed with the donors and make sure that they can be adhered to Prepare the monthly reports based on the expenses entered in the accounting program and ensure their conformity with the relevant documents.
• Sharing reports and documents related to them with donors after approval by other departments. Respond to donor inquiries and observations regarding the reports and documentation and share them with the relevant departments to respond to and follow them.
• Share responses with donors, follow up on the approval of these reports and obtain final approval from the donor.
• Prepare reports of the amounts spent against the budget, extract spending ratios for each budget item, and share them with the stakeholders in the Program and Financial Section.
• Share the final reports with the General Accounting Department to check them using the accounting program and make the necessary adjustments if they occur.
• Prepare all projects for internal and external auditing and draft a follow-up plan to conduct internal audits in coordination with the financial manager and the general accounting department.
• Respond to the requirements of the internal and external auditors and donors, and the processes of verifying the expenses they make, fulfil all their requests before they start their duties and accompany them while carrying out their tasks and after their completion, in coordination with the General Accounting Department and under the supervision of the financial manager.
• Review the drafts of the external audit reports and verify the expenses sent by the internal and external auditors and partners, discuss them at the level of the financial administration and the Syrian Civil Defense and under the supervision of the financial manager and make recommendations in this regard to the financial manager.
• Archive all external and internal audit reports and assess donors to ensure easy retrieval, when needed. Any other functions or tasks related to the reports as determined by the senior manager.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.

Qualification (Education/Work Experience)

A. Essential:

• Appropriate university degree fields.
• At least five years of finance experience and three years of proven professional previous experience in reporting level in English,
• B2 Level in English , Arabic native.

B. Desirable:

• Master degree in Finance , accounting and relative fields.
• C1 Level in English.
• Good Knowledge in Grants Management Systems.

Core & Managerial Competencies & Technical

Core Competencies:

• Communication
• Creativity
• Stakeholders Orientation
• Teamwork
• Planning and Organizing
• Accountability
• Commitment to Continuous Learning
• Technological Awareness.

Managerial Competencies:

• Leadership
• Building Trust
• Vision
• Managing Performance
• Empowering Others
• Judgment/Decision-making.

Technical Competencies:

• Computer skills (Microsoft Word, Excel, Access, Outlook, PowerPoint).**
• Familiar with Donors Regulations.
• Experience in preparing donor financial reports.