Administration Officer–Had-Zahle

GLOBAL OBJECTIVE OF THE POSITION Under the line management of the Support Services Manager, the Administration Officer is responsible for Ensuring the processes of Human Resources; rules and deadlines are well respected & maintained according to HI standards. Respect all the administrative processes (Finance & Accounting) rules and deadlines are handled according to HI standards According to the position, the Admin Officer must keep all the data confidential and share it only with the accurate persons.   WORK RELATIONSHIPS Line manager: Support Services Manager (SSM) Line manager+1: Field Coordinator Supervise: N/A In direct cooperation with: Logistics, Program Department and Coordination   RESPONSIBILITIES & OBJECTIVES Responsibility 1:                 Managing the site’ cashbox Objective: Compliance with internal procedures, donor regulations and legal obligations with regard to the management of the programme's cashbox Benchmarks:Validity of vouchers; compliance with internal rules and procedures for HI and donors; compliance with timeframes; quality of document filing Activities: Participate in informing about and applying cash flow management procedures within the programme team Archive cash-flow documents Ensure the cashbox's security at all times (keeping the box locked and in a safe place when not in use for withdrawing or receiving cash) Receive, prepare and check substantiating accounts vouchers and payment/reimbursement documents before payment  Handle cash withdrawals and receipts during the cashbox's opening hours Prepare cheques and transfer orders when needed for payments and ensure their timely signature Manage service advances (delivery and justification) Fill in the log books for the cashbox, safes and banks after every movement/transaction and conduct daily reconciliations between log books and balances Ensure cash availability in the cashbox and the bank Follow up on deposits retrieve and third part accounts balance Alert his/her line manager if a further cash supply is needed Set up monthly cashbox inventories with his/her line manager Prepare the monthly bank reconciliations Ensure compliance with the regulations on payments (expense commitment procedure)   Responsibility 2:                 Preparing the work entailed in closing the accounts within the timeframes fixed and in compliance with HI's procedure Objective:             To ensure the accounts are reliable and comply with accounting norms, internal procedures and the timeframes fixed Benchmarks:        Quality of the notes attached to the closing of accounts; compliance with timeframes; quality of accounting documents received at the coordination office; number of codification errors Activities: Draw up tax declarations and build in the accounting aspects (e.g.: VAT and exoneration reimbursements) Consolidate the programme's monthly accounts and prepare the documents for the permanent file Update the Navision accounting database on a regular basis Check on weekly basis, GAP codes and budget line imputations with the line manager Submit the notes explaining any issues and correct the errors identified by the coordination office Prepare the monthly, bi-annual and annual Accounting Closure (Cut Off Entries), in accordance with HI procedure Organise the dispatch of the monthly accounts to coordination office (soft and hard versions) in compliance with the procedure set up Ensure the scanning of all the accounting folder before sending the original to coordination office Draw up an inventory of fixed assets with the logistics team   Responsibility 3: Support the SSM in budgetary and financial administration Objective:            To facilitate the SSM work and ability to rapidly analyse donor budget and financial statements Benchmarks:         Quality of budget monitoring; quality of support in drawing up the budget   Activities: Produce project budget monitoring data on a monthly basis and forward it to budget holders upon finance officer request Proceed with the adjustments and revision of reference budget according to analytic corrections provided by budget holders and validated by the SSM Assist the SSM in the preparation of budget proposals Assist the SSM in the preparation of donor reports Assist with internal and external audits     Responsibility 4: Assist the SSM in the implementation of the recruitment, assessment and training processes Objective:             Compliance with HR processes within the established timeframes Benchmarks: Quality of the organisation of recruitment process, quality of support in the management of processes, reactivity and conformity with deadlines Recruitment: Guarantee the recruitment policy has been followed, using all Handicap International forms and standard (assist the definition of the job profiles and prepare the job advertisements, support the team for pre-selection of candidates including interviews…); Launch the vacancy announcement upon reception of the validated request; Make a pre-filter of CVs and share it with the recruitment panel (line manager, HR referent); Carry on with the preparation of test and interview schedule in close collaboration with the line manager; Conduct interviews with the recruiting panel upon request; Ensure the update of the recruitment monitoring and its sharing with the coordination office on monthly basis; Take care of the references check; Ensure that all the documents needed for the recruitment process is finalized according to HI standards. Proceed with the Job offer according to the Salary Scale and weighting criteria validated by HR referent; Prepare the dossier of the new staff and make sure it includes all the documents needed on his/ her 1st day. Provide a general induction briefing for new Staff (admin, HR, IR) Appraisal Assist with the organisation of appraisals campaigns, give trainings and guidance to the Line managers; Follow up on end of Probation period and make sure all managers respect those deadlines for appraisals Compile and share the appraisal monitoring chart with the coordination office according to deadlines. Ensure the scanning of the appraisals, Disciplinary measures, refocusing meeting are done on regular basis and make sure the follow are updated on the appraisals and disciplinary measures follow up. Training Compile and draft the mission’ annual training plan following the training committee meeting; Implement the validated training plan; Share the updates on training plan with the coordination office according to deadlines.   Responsibility 5: Manage the national human resources Objective: To ensure compliance with legal obligations and internal procedures Benchmarks:   Prepare contracts and amendments contracts for National Staff according to HI standards; Update the HR database according to any new changes in staff contract; Follow up ending contracts for staffs according to the HR database and ensure all the required documents are provided for amendments Follow up leave requests and make sure they are validated by the right persons and update the follow up tools accordingly. Prepare the Salary Advance upon request and make sure the HR database is updated accordingly; Make sure the HR database is updated with the insurance, Family / Communication allowance, Salary Advances and presence days before proceeding with the salaries payment of National Staff in link with the SS Manager. Carry out the preparation of the Pay slips, signatures and its distribution to each staff; Make sure the process of HI card is on-going in terms of name, position, reference code; Liaise with the coordination concerning the activation of Fidelity insurance for the new employee and the reception of Fidelity Cards; Make sure all new employees are declared in terms of MOL and NSSF (entry and Exit of HI) in collaboration with the coordination office; Follow up and update the Medical reimbursement on regular basis Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records; Make sure the Organizational Chart is updated at the site on regular basis   Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager. QUALIFICATION/ REQUIREMENTS Background: -          Bachelor Degree in Business Administration -          Relative Experience in relative field (2 years) -          Experience in NGO Languages: English, Arabic (oral and written); Computer skills: Autonomous with Microsoft Office Package Personal qualities & soft skills -          Good communication Skills -          Flexible -          Ability to multitask and deal with stressful work situations. -          Good interpersonal skills