Administrative, Human Resources, and Finance Manager

RESPONSABILITIES AND TASKS

1. FINANCE & ADMINISTRATION MANAGEMENT

1.1 Accountancy management

• Validate spending commitments and any purchase on the base;
• Supervise financial operations and their appropriate use;
• Follow up all transactions posted in the accounting Saga
• Ensure specific bank procedure and relative documentation;
• Validate and check the month-end closing for the base (budget codes, invoices, validation...);
• Validate and check the bank reconciliation statements for each month-end closing, in order to keep track of the balances;
• Prepare monthly and annual financial reports;
• Make recommendations for update of financial policy & procedures;
• Be responsible for documentation (i.e. update of written procedures) and dissemination among the
• relevant employees (training), in collaboration with the Admin & Finance Coordinator.

1.2 Cash Management

• Do a cash inventory at the end of each week
• Analyze the base cash situation at the end of each week, and find proper and quick solutions when
• needed (cash shortage)
• Analyze the inter-bank transfers at the beginning of each week
• Regularly check the base cash box
• Ensure the security of the transfer and holding funds.
• Ensure that the cash handling procedures is implemented and respected.

1.3 Finance Management

• Ensure the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance
• Supervise and check the VAT quarterly report before sending to Coordination
• Ensure monthly budgetary monitoring of projects;
• Know and use donors' reference guidelines;
• Control monthly expenses and forecast budget
• Contribute to the preparation and draft of new budgets in collaboration with the different departments
• Help preparing the external financial reports for financial sponsors, in collaboration with the Administrative, HR and Finance Coordinator

2. HUMAN RESOURCES

2.1 TEAM MANAGEMENT

• Support his/her team in the fulfillment of their duties;
• Report to his/her line manager problems and/or concerns on technical issues;
• Follow their performance by doing appraisal every 6 months
• Solve team conflict, if any, and ensure team building
• Build their capacities by doing a continuous on job-training

2.2 HUMAN RESOURCES MANAGEMENT

• Validate the payroll and ensure the good attribution of benefits                                                                                                                      Ensure the good application of the HR policy and make sure all HR process are going smoothly related to
• recruitment, remuneration, administrative follow-up, disciplinary aspects and career management
• Anticipate and monitor risks related to HR management (termination, work permit requests, nssf…)
• Monitors leaves & attendance
• Ensure a good work atmosphere and social dialogue at base level
• Supervise the paper and digital filing, as well as ensure the security of Administrative and HR documents

SPECIFIC OBJECTIVE AND LINKED ACTIVITIES
The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s
needs.

III. SPECIFIC OBJECTIVES AND LINKED ACTIVITIES

3.1 ORGANIZATION AND FOLLOW UP

• To implement and follow up the Administrative, Finance and HR department activities in direct
• collaboration with the Field Coordinator
• To organize, schedule, coordinate and plan his/her department activities and team’s work
• To ensure proper coordination and liaison with other departments

3.2 COMMUNICATION AND REPORTING

• Validate the monthly HR report and the sitrep contribution
• To help preparing audits (HR, Financial...)
• To define and develop guidelines and methodologies for Admin & Finance and HR department

3.3 CONTRIBUTION TO MISSION STRATEGY

• In the context of identifying new grants, and together with the Field Coordinator, he/she contributes to the
• preparation and draft of new budgets
• To produce high quality and timely HR contributions to proposals and reports

3.4 CONFIDENTIALITY

• Ensure the confidentiality of the department.

Mandatory requirements:

• Language skills: Fluent in Arabic and English
• Education degree: University degree in Finance, Accounting, Administration, Human Recourses or related
• field.
• Work experience: Minimum 2 years’ experience in a similar position (NGOs/private companies)
• Knowledge & skills: Good analytical and writing skills/Good management capacities and team leadership
• spirit
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel
• Other:

1. Good skills in reports and contracts redaction
2. Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines.
3. Knowledge of humanitarian actors
4. Good management and pedagogical skills
5. Excellent communication skills

Assets:

• Interest:

1. Humanitarian motivation
2. Understanding of the political situation in the area

• Transversal skills:

1. Well organized
2. Conflict resolution and diplomatic skills
3. Ability to analyze and suggest improvement
4. Ability to take initiative
5. Ability to adapt or change priorities Autonomy, neutrality, hard worker
6. Able to manage stress and pressure
7. Good listening abilities, sense of confidentiality & High ethical values