Finance & Admin Specialist

Ektimisi is seeking a Finance & Admin Specialist to enhance financial management and operational efficiency, ideally based in Gaziantep, Türkiye.

• 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.
• 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.
• 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.
• 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.
• 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.