HR , Finance and Administration Associate

Building Market Ltd Türkiye Temsilciliği

Job Summary

The incumbent will report to the Finance Manager. The HR, Finance, and Administration Associate is responsible for assisting the administration, finance, human resources, and logistical needs of Building Markets in Türkiye. This includes ensuring Building Markets and its partners comply with local rules and regulations and donor and organizational policy. The incumbent assists in developing systems, reporting, and workflows across the Türkiye team that support these requirements.

The incumbent has culture-related responsibilities such as planning off-site meetings, managing perks like office snacks, and maintaining the office vibe. The role possesses positive communication, creative problem-solving skills, and flexibility to adapt the changes for the smooth management of the offices.

As part of the Finance and Administration role, the incumbent serves as the focal point for the internal and external stakeholders for administrative, Human Resources, and Health and Safety issues, as well as providing continuous support to DFA on payroll, supplier payments, partners expenditure review, and approvals, supporting document management, and other ad-hoc financial reports to the Finance/ Accounting Department in the country and at Headquarters.

Salary Range: Approx $2000 per month.

Responsibilities and Duties

Human Resources

• Ownership of all Turkish HR processes including filing and safekeeping of legal documentation as per local laws and regulations

• Supporting payroll processes and communication to the stakeholders such as bank and CPA as necessary

• Annual leave and other leave management including documentation

• Proactively keep track of staffing and recruitment requirements, including evaluation, documentation, and compliance (visas, work permits) through the contract stages and for both local and international staff based in/working from Türkiye;

• Ownership of the HR filing cabinet and is responsible for the HR audits

• Ensure annual leave and Clicktime submissions

• Responsible for job advertisement, communication with new candidates, and arranging job interviews

• Screen candidates against specific duties and skill sets.

• Provide induction on benefits, travel protocol, office equipment, leased property, physical and moveable assets, and communications for all new staff and do retraining as required;

• Maintain recruitment and personnel files of all staff (including but not limited to contracts, timesheets, and leave records)

Administrative and Financial

• Health and safety management, documentation compliance

• Evaluation and support decision-making on necessary training such as fire drills, earthquakes, first aid personnel, etc.

• Ownership of a smooth office environment; inclusion of overseen cleaning, shipping, postage, or other general duties.

• Day-to-day operations of an office by doing tasks such as filing paperwork, answering phone calls, preparing documents for meetings, and managing the calendar of their supervisors.

• First point of contact to the building management in communication and ensures staff well-being and comfort in the office

• First point of contact for the internal staff in all HR matters

• Following changes and updates in Turkish Legislation and communicating to related parties such as legal and government offices and implementing processes within the organization

• Prepare financial and business forms expense claims, purchase orders, evaluation tables, collecting quotations, arranging invoice payments, etc.

• Support team members with their expense claims and purchasing needs

• Perform routine reports and office chores as requested by the Director of Finance and Administration

• Act as a focal point for financial queries and assist the Finance Manager in communication with partners and suppliers

• Assist the Director of Finance in creating financial reports, non-staff budgets, and projections as required

• Assist with completion of Finance and HR-related documentation, ensure necessary documentation on procurement and HR are completed and consistent with BM and Donor policies and guidance

• Communicate with suppliers and the HQ accounting team in order to maintain healthy accounts reconciliation and payment processes

• Adhere to the organization's financial policies and procedures

• Answer queries and provide assistance to partners, stakeholders, and employees, as needed

• Attend financial meetings, taking minutes and action notes

• Replace the Finance Manager in his/her absence with travel arrangements for the team; hotel bookings, travel arrangements, etc.

• Suggest changes and improvements in order to increase accuracy and efficiency in accounting and administrative processes.

• Assist the Director of Finance in conducting internal audit spot-checks to ensure systems and policies are being adhered to and support program implementations.

• Assist with the preparation of PowerPoint slides for staff training on organizational policies to ensure standardization in implementation and help with regular training sessions.

• Evaluate and report any instances of fraud, corruption, or another misuse of funds;

• Support daily accounting and finance functions, including the timely recording of transactions, cash management, banking, payroll, and accounts receivable and payable;

Logistics

• Organize visitor agendas, travel, and accommodation

• Coordinate domestic staff travel requests.

• Manage logistics for staff.

• Schedule meetings, book meeting rooms, and arrange snacks where necessary

• Serve as office administration and responsible for office chores such as notary visits, CSO visits

• Serve as logistical liaison for staff on deployment;

Reporting Lines

Reports to the Finance Manager with daily supervision of the Finance and Admin Coordinator

Reimbursement: Approx $2000 per month plus SGK, company phone, and PC. No other company benefits are included.