Finance and Administration Coordinator

Building Market Ltd Türkiye Temsilciliği

Location: Istanbul Offices, travel to field offices in Gaziantep and other cities as required

Duration: Renewable contract, until 14 September 2023

Context: Founded in 2004, Building Markets is an award-winning nonprofit that creates jobs and encourages economic growth in crisis-affected countries by connecting competitive local small and medium-sized enterprises (SMEs) to supply chains and investment. Through this approach, the organization has built a network of more than 26,700 verified SMEs, assisted them in winning over $1.36 billion in contracts, and helped create over 73,500 jobs in countries like Afghanistan, Haiti, Timor-Leste, and Liberia. Building Markets is headquartered in New York City and currently operates programs in Jordan, Myanmar, and Türkiye.

Job Summary: The Finance and Administration Coordinator will manage all procurement processes for local procurement of goods and services to advance the delivery of high-quality programming and reporting. His/her knowledge and experience will allow him/her to successfully manage the quality and efficiency of all procurement and purchasing activities and ensure governance, integrity, transparency, and accountability while producing high-quality procurement documents and prompt filing. 

This position will be responsible for the provision of various administrative services, including the execution of the day-to-day administrative work of the field offices in Istanbul and Gaziantep

Responsibilities and Duties: 

Procurement Responsibilities:

• Manage fully compliant procurement systems and operating procedures and organize the procurement functions. Assess effectiveness and efficiency and lead improvements. Ensure compliance with BM procurement principles, standards, and policies; donor regulations; and local statutory requirements.
• Oversee and monitor relationships and transactions with suppliers, supplier performance, and contractual obligations and liaise with the M&E Associate where appropriate to ensure service compliance.
• Manage a reliable procurement document trail and ensure all required documentation and records are complete, accurate, up-to-date, and properly filed.
• Meeting the needs of employees such as rental cars, hotels, travel, and mobile phones.

Administrative Responsibilities:

• Ensuring the necessary coordination in administrative affairs functions in line with company strategies
• Provides the necessary administrative and maintenance coordination to provide a suitable working environment in our workplaces in Istanbul Acıbadem, Istanbul Fatih, and Gaziantep.
• Supplying stationery, cleaning and consumables, small fixtures, and other materials that are deemed appropriate and necessary through the Country Head Office.
• Manage the fixed assets and register the new assets and update the asset list and prepare asset forms, perform an internal audit.
• Ensure the security systems work properly, checking the security cameras.
• Administration and control of all administrative affairs and administrative purchasing processes of all locations within the company
• Controlling the maintenance and cleaning works carried out within the scope of the office.
• Follow-up and organization of issues related to company fixtures.
• Dtermining the periodic office maintenance needs, preparing/updating the office maintenance plan, determining the maintenance action plan

Accounting and Finance Responsibilities:

• Support daily accounting and finance functions, including the timely recording of transactions.
• Act as a focal point for financial queries and assist DFA in communication with partners and suppliers.
• Assist the DFA in creating financial reports, non-staff budgets, and projections as required.
• Supporting payroll processes and communication to the stakeholders such as bank and CPA as necessary 
• Assist with completion of finance documentation, and ensure necessary documentation on procurement is completed and consistent with BM and Donor policies and guidance.
• Answer queries and provide assistance to partners, stakeholders, and employees, as needed.
• Attend financial meetings, taking minutes and action notes.
• Evaluate and report any instances of fraud, corruption, or other misuse of funds.
• Process travel forms (TAR) for all staff and obtain approvals and signatures, flight tickets, and hotels arrangement for travel plans.
• Process expense claim and per-diem forms from start to end including filing.
• Initial review of supplier invoices for their accuracy, obtain approvals, and record for payment.
• Support internal audit processes by linking backup documents to the bank statements.
• Act as the initial contact to the Turkish CPA with the month-end closing activities.
• Prepare vetting forms and OFAC checks for all suppliers.

Other Tasks:

Assist the Director of Finance, Administration & Business Development with other tasks, as needed.

Required Qualifications: 

• Degree in Business Administration, Procurement and Supply Chain Management, Engineering, Accounting and Finance or other related field. Substantial equivalent in professional experience is also considered.
• Minimum of 5 years work experience in procurement/purchasing management, logistics, administration with increasing responsibility, preferably with an international organization.
• Preferable knowledge of various donor procurement regulations (e.g. USAID, EU, UN)
• Knowledge of international and national procurement regulations and local market conditions.
• Strong knowledge of contract terms and proven ability to negotiate terms and agreements and build and maintain good communication with suppliers.

Desired Qualifications:

• Graduated from relevant departments of universities,
• Using MS Office programs (especially Excel) effectively,
• At least 3 years of experience administrative affairs and procurement management
• Proven familiarity with procurement management in donor funded organisations or in an highly regulated industry
• Ability to produce procurement documentation from purchase order to contract; to a high quality in a timely manner
• Strong communication and partnering skills with business units
• Highly motivated, committed, analytical person and result oriented
• Strong desire to meet the deadlines and self driven personality
• Ability to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality
• Compatible with teamwork, able to keep up with flexible working hours and busy work pace,
• Fluency in Turkish and English (written and spoken);
• No obstacle to travel within Turkey
• No military obligation for male candidates

Reporting Lines: Reports to the Director of Finance, Administration & Business Development

Travel: Occasional regional travel might be required