Finance, and Human Resources Officer

Administrative management & Follow up

• To prepare and/or gather supporting documents for all staff members :  and ensure that all HR files are complete and updated
• Prepare administrative equipment for all staff members (access cards, business cards, insurance cards, etc.) 
• Receive and compile insurance claims for national staff, update the mission insurance follow up tracking tool and send it to coordination;
• Prepare NSSF HR files and send it to coordination staff
• Create and Update the base contact list on a monthly basis
• To record the minutes of meetings when asked by line manager

HR Management

• To help preparing local staff contracts (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions;
• Ensure the implementation and respect of HR policy and procedures;
• Assist in the implementation of disciplinary measures (preparation of explanation letters, minutes of meetings, warnings, etc.)
• Provide HR briefings to new staff members when needed;
• Keep track of the staff leaves and update concerned tools accordingly;
• Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly;
• Regularly update the coordination HR database, Access and NSSF & income tax monthly report; 
• Ensure the respect of termination procedures and prepare all necessary documents;
• Update the organizational charts
• Follow up on expatriates’ contracts/amendments dates, validation of their leave requests’ and update concerned tools accordingly

Recruitment

• To ensure that the recruitment policy is implemented and respected
• Maintain and ensure the completion of all recruitment documents in HR files;
• File and archive the resumes received on the email address and transfer them to recruiters;
• Lead interviews when needed;
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• Be the focal point for the communication with candidates throughout the whole process;
• Schedule technical tests and interviews;
• Prepare the integration of any new employee, and make sure the managers are implementing the induction plan;To contact the unselected employees and inform them that they are not selected
• To send a job offers for the selected candidates.

Payment

• To prepare the pay roll at the end of each month and send it to coordination
• To help in 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
• To update the Salary database every time a change arise.
• To prepare amendment of salaries, seniorities job descriptions when it’s needed.

Treasury & cash follow up

• To do daily physical inventory of the safe and the petty cash, and report any discrepancies to superior
• To manage the petty cash
•  To regularly go to the bank to withdraw money, in order to insure availability of cash at base level to  prepare and follow up the pay-outs and advances, within established guidelines
• To prepare and validate any checks done at base level
• To translate all invoices into English
• To monitor due dates for payments of contracts
• To guarantee security of the cash and confidentiality of information

Cash card management:

• To check the MoUs received from the program team and ensure the availability of all needed documents
• To Register the information of the beneficiaries in the cash card database before sending any card issuance request to Coordination
• To Register the information of the beneficiaries in the cash card database before sending any payment request to the coordination
• To archive all MoUs related to the beneficiaries in a proper way.
• To be responsible of receiving the cash cards from the bank and delivering them to the project manager, and to make sure all supporting documents are signed.

Finance & Accounting management

• To check, before recording any entry, that the invoices are compliant with PU-AMI regulations and procedures
• To record all expenses in the excel book on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…)
• To update the budget follow ups and cash forecasts at base level.
• To participate with the field Coordinator in preparation of new proposals.
• To prepare the weekly financial forecast of the base, compile it, and send it to the field Coordinator for validation
• To be in charge of the monthly closing, revision and accounts for the base.
•  To issue vouchers, and to properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations.
• To collect all invoices included VAT and to issue a quarterly report
• To prepare the bank reconciliation at the end of each month
• To prepare the checks payment
• To check and to be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.)
• To be responsible of the preparation of the annual closing documents for the base.

Auditing:

• To prepare the requested documents for external audit visits (donor and coordination visits)
• To check the financial report of the partner and inform the Field Coordinator in case of any unusual invoices or missing documents.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.