JOB Vacancy Announcement #: 8353
Job Title: HR & Admin Officer (to cover maternity leave)
Application deadline:
Duty Station: Amuda
Job Requirements:
- Required Qualifications and Professional Experience
- Required Education:
Degree in business related Field: Finance/Accounting/HR
3-5 years’ experience in busy organization or Non-profit organization
- Required Skills & Competencies
Essential
Superior communication and writing skills
Demonstrated analytical skills
Fluent in English (spoken and written); Arabic and Kurdish mother tongue.
Excellent influencing and negotiation skills
Monitors progress against milestones and deadlines;
Preferred
Compatibility for both independent and teamwork.
Persistence and assertiveness combined with tact and diplomacy Demonstrated flexibility and or adaptability.
Excellent organizational and planning skills
Ability to work in a high-pressured environment
Others
– Performing any other additional duty upon request of the Administrative Coordinator and field manager.
Job Description:
The Administrative officer will be responsible for running day-to-day finance activities at the base. The position holder will play a critical role in ensuring adherence to financial policies and procedures. These activities include general finance, budget, cash management at the base level and ensuring that all financial transactions are recorded in the SAAP on a daily basis in full respect of internal rules. He/ She will ensure the submission of base financial reports based on internal deadlines in compliance with all accounting and financial reporting functions. The individual is also responsible for supporting Internal reporting including internal budget monitoring.
The incumbent is responsible for providing Human Resources Administrative Support to the base staff and enforcing the implementation of the organization’s policies.
The Administrative officer role has the following purpose, engagement and delivery:
Purpose:
The Administrative officer will be key in the day-to-day administration operation at the base. The officer will have the responsibility of ensuring all accounting procedures for the organization’s finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible for conducting monthly cash counts, tracking monthly expenditures, review monthly accountancy before submission to Administrative Coordinator. The holder of the position will also be key in submitting monthly base HR reports and supporting the administrative Coordinator in preparations of monthly payrolls. In addition, the incumbent will be responsible in providing Human Resources Administration by ensuring all the staff adheres to the stipulated organization policies.
Engagement:
The position holder works collaboratively to ensure the issuing of accountancy bundles is timely, accurate, and complete. S/he will work with all staff in order to improve knowledge and awareness with respect to budget, policies, internal control policies and procedures.
S/he will work closely with other departments, the Field Manager, Logistics and Program Officers at the base level to provide seamless support and relevant advice in regard to organization policy.
Delivery:
The position holder is responsible for providing accurate financial data, effective and efficient utilization of resources in line with the organizational and financial management policies and procedures as per the donor policies and guidelines. S/he will ensure the organization is compliant by making sure various accounting and tax regulations are adhered to especially for staff hired in the field.
Provide HR monthly reports, monthly leave updates and payroll reports and promote high standards of integrity and accountability in the utilization of organizational resources.
- Essential job functions
MANAGEMENT OF THE FINANCES OF THE BASE
General Finance:
– Responsible for financial management at the base level,
– Ensure proper implementation of MdM’s financial rules and procedures.
– Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.
– To ensure that each cash transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)
– Responsible for proper & regular filing of all finance documents at the base on monthly basis.
- Budget Management:
Where required and in consultation with the Administrative Coordinator, provide inputs to budget proposal design and procurement plan.
Check the availability of funds for all activities and expenses.
Ensure that correct budget lines are used for each activity & expenses- link to BFU.
- Cash Management:
To ensure respect for MdM finance procedures and Cash Management Policy at the base level.
Monthly cash reconciliation
Make cash count at least once a week and also at the end of each month (in writing)
– SAAP:
Record all transactions in the SAAP cashbook in full respect of internal MdM rules. The cashbook & and SAAP must be updated on a daily basis to be able to verify the physical cash balance at any time. To share the SAAP with Administrative Coordinator and Field managers on the last working day of the week..
Ensure that correct budget lines are used for each activity & expenses- link to BFU.
Accountable for the SAAP monthly closing: check all books and transmit all documents by the 5th of the following month to the Administrative Coordinator.
- MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE
Administration of Employment practices,
– To ensure the implementation of the staff regulation in the base,
– To ensure proper communication within the base concerning administrative issues,
– To implement all HR procedures in the base and to propose to the Administrative Coordinator on new procedures where required,
– To maintain an accurate staff database of the staff in the base, management of leave to include leave plans and leave follow up
– Responsible for all HR filing in the base including recruitment files, personnel files, etc.
4.1. Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation
– In collaboration with the Administrative Coordinator, participate in the recruitment and selection process at the base level including preparing JDs, job adverts, receiving and sorting applications, preparing interview materials, interview schedules, contacting candidates for interviews and help set up interviews.
– Working closely with the recruitment manager, prepare recruitment documentation to include the recruitment matrix and conducting reference checks.
– Support LHA in the recruitment of incentive staff at the PHCs level ensuring transparency in the recruitment process.
– To assist the Administrative Coordinator in the orientation and induction of new staff at the base. This includes, preparing an induction schedule for new staff, collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at base level.
- Employee Relations.
To ensure that each disciplinary action is justified, compliant with the staff regulation, and validated by the Administrative Coordinator in conjunction with Country Coordinator.
5.1. Supervisory Responsibilities
– Overseeing the operations of the cleaner/cook and Casuals staff. Line manager of the cleaner/cook. – Supervision of the cleaner by ensuring the guesthouse bedrooms, bathrooms and toilets are clean.
– Develop weekly work plan/checklist for the cleaner.
- Fiscal Responsibility
– Base Treasury and Cash Count. Weekly cash count /SAAP on the last working day of the week. – Monthly accountancy and supporting documentation. Uploading Finance documents on Sharepoint on monthly basis.
- HR Responsibility
– HR monthly reports to share with the administrative coordinator including sitrep and updated leave tracker.
– MdM focal point in regards to the joint recruitment process of PHCCs staff, to share the request and the JD with LHA, participate in the interview and follow with LHA to receive the full document for the selected person including the contract, degree, and experience certificates.
– Together with the administrative coordinator and field manager ensure staff appraisal at the base is carried out a minimum of 2 times a year.
– Monitor staff attendance at PHC through sporadic field visit a minimum of 3 visits per month.
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Other Information’s:
Nothing to Mention.
How to Apply:
Please send your CV to the following email/Link:
Please consider to mention the advert ID (Above) and the job title in the email subject.
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