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Position: Finance & Admin Specialist
Location: Remote (preferred location in Gaziantep, Türkiye)
Type: Full-time
About Ektimisi
Ektimisi is a consulting firm specialised in third-party monitoring, evaluations, research, and capacity building. We work with NGOs and international organisations in Syria, Iraq, Türkiye, and other operating contexts.
Ektimisi is recruiting a full-time Finance & Admin Specialist to strengthen the company’s financial management, compliance, operational efficiency, and business development support functions.
Main Goal
The Finance & Admin Specialist will support Ektimisi in strengthening its financial management, compliance, operational efficiency, and business development support functions, ultimately contributing to improved organisational performance and revenue growth.
Core Responsibilities
Priority Responsibilities
These responsibilities are non-negotiable and represent the core focus of the role.
Support the overall financial management of Ektimisi.
Manage and follow up on tax, accounting, legal registration, and administrative compliance matters across Ektimisi’s operating countries, particularly in Türkiye.
Coordinate closely with the legal accountant on invoices, taxes, declarations, required documentation, and compliance follow-up.
Identify and follow up on efficient financial solutions for Ektimisi, including banking, payment, transfer, and documentation options.
Manage Ektimisi’s financial systems, including QuickBooks and financial forecasting sheets.
Maintain accurate project financial forecasts and support internal financial planning.
Manage and follow up on money transfer solutions, including Hawala and other available transfer options where relevant and compliant.
Prepare, issue, track, and follow up on client invoices and instalments.
Support bank reconciliation, including checking bank statements, transactions, invoices, and supporting documents.
Communicate with clients on finance, invoicing, payment, and compliance-related matters.
Review contracts, agreements, and related documentation from a finance and compliance perspective.
Track contract-related financial obligations, payment terms, required documents, and deadlines.
Process payments for experts, field researchers, staff, consultants, and other workers.
Prepare and maintain administrative documentation for payments, including payment requests, receipts, supporting documents, and approval records.
Profile Sought
Manage bank account follow-up, bank documentation, and international money transfer requirements.
Maintain a structured archive for invoices, contracts, agreements, payment documents, bank records, and compliance files.
Provide practical financial advice to support internal decision-making.
Primary Responsibilities
Support negotiations and market assessments related to suppliers, services, consultants, experts, and financial options.
Prepare, review, and manage expert agreements, consultant contracts, and related documentation.
Follow up on signatures, required documents, deliverables, payment terms, and contract closure.
Support proposal preparation, including CV preparation, administrative annexes, eligibility documents, budgets, and compliance requirements.
Main Missions
Support business development submissions through document preparation, formatting, filing, and administrative follow-up.
Support internal HR administration, including staff files, staff agreements, timesheets, payment follow-up, and routine HR documentation.
Prepare and follow up on staff agreements, payroll-related documentation, and payment records.
Support recruitment processes, including job announcements, candidate communication, recruitment trackers, and interview arrangements.
Support in managing administrative or contractual conflicts involving experts, consultants, field researchers, or staff.
Create and maintain forms, trackers, templates, manuals, and SOPs related to finance, administration, HR, and operations.
Secondary Responsibilities
Conduct or support interviews with experts, trainers, field researchers, and candidates when assigned.
Document interview notes, candidate feedback, and recruitment outcomes.
Conduct networking and outreach to identify qualified experts, consultants, trainers, and field researchers.
Support general administrative, procurement, coordination, and operational tasks as needed.
Required Profile
Experience
Strong experience in finance, accounting support, administration, and compliance follow-up.
Proven experience working with consultancies, private-sector companies, NGOs, or service providers.
Strong understanding of invoicing, payment follow-up, tax documentation, accountant coordination, and financial archiving.
Practical experience with QuickBooks or similar accounting/finance systems.
Strong experience using Excel or Google Sheets for tracking, forecasting, reconciliation, and reporting.
Ability to follow up with banks, accountants, clients, consultants, staff, and suppliers professionally.
Strong attention to detail and ability to maintain accurate documentation.
Highly independent, proactive, reliable, and organised.
Education / Diplomas
Able to manage sensitive financial and administrative information with confidentiality.
Fluency in Arabic and Turkish is required.
Good English is strongly preferred.
Gaziantep-based candidates are highly preferred.
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