Fin / Hr / Admin Assistant

I.                   Office Administration   Reception Answers the telephone Welcomes Visitors Makes appointments on request   General administration Make hotel reservations and other travel related bookings Drafting of letters and documents upon request Keeps record of all the outgoing and incoming mail Take minutes of the meetings Translate the documents from English to Arabic and from Arabic to English. Despatch the letters/documents upon request Distribute the post/couriers received to the concerned person Arrange for sending the DHL to Europe when necessary   Management of Contracts Ensures that all contracts are validated by coordination and that they follow the validated templates before they are signed. Follow-up all contracts and agreements in the project: lease agreements for houses, office, clinic, vehicles, staff employment contracts, consultancy agreements, office equipment maintenance contracts, insurances, gas station, etc. Keep all original contracts at the Coordination and file copies at the project level. Assists in maintain and monitor the day to day running of the office. Assists in setting up a proper filing and archiving system and file accordingly all administration, financial, legal, and logistical or other documents. Takes initiatives, which aim to improve the administrative management of the mission, after approval of the FinRHCo.   Management of National Staff Implement and then monitors the application of the internal regulation articles (work schedule, disciplinary process, social, extra hours, leaves…) Ensures the implementation of all the staff-related policies: Health policy, Evaluation, Training, etc. Responsible for keeping records and updating the individual files of the national staff: ID sheet, job description, contract, leaves, medical expenses, evaluation schedule, and salary increments. Assists in the daily management of the national staff. Participates in the Admin Fin briefing and debriefing of the employees, the internal regulation, contract, job profiles, etc. and translate to Arabic. Responsible for Daily worker Management: monitors time sheet records, number of days worked. Prepare monthly salary sheets, calculate taxes, provident fund and over time and record it in Homere for the coordination and the project Monthly report concerning the staff follow-up   International staff Keep record and update the individual files of the international staff, request for visa extension and resident permit, follow-up of the expiry date of the passport, visa, resident permit, plane ticket Inform relevant embassies/consulates about the presence of the expatriate staff Pay the monthly per diem and supervise the reimbursements of private phone bills   Homere Management Is responsible for the Homere software: ensures that the database is perfectly filled-in and updated, and reflects the paper filing. Participates in the monthly Homere report sent to FinRHCo.     II.                Finances and accountancy management   Accounting Responsible of the cash boxes in different currencies and the reconciliations. Responsible for the encoding of all transactions in SAGA. Responsible for the follow-up of internal transfers and advances in the project. Responsible for the closure of accounts, by the 5th of the following month. Carries out the stages of the monthly closure (SAGA, vouchers, reconciliation statements…). Responsible for follow up of project advances. Checks that all vouchers are labelled and filed according to the rules and procedures. Responsible for archiving the financial documents of the Project. Checks that all vouchers are labelled and filed according to the rules and procedures. Ensure all Invoices are original invoices translated in English & validated by the concerned person according to MSF Policy.   Management of cash Elaborates the monthly checklist to ensure sufficient cash coverage for the projects and constantly ensures that there is a sufficient amount of cash for smooth transactions. Respects the rules of the guideline for management and security of funds (funds transfers, cashbox, safe, loss of money…). Makes sure the purchasing procedures are respected (systematic use of purchase orders signed by authorized persons). Organization of the payment system for suppliers.   Budgetary control Follows the project budget (budget vs actual) and reports any problems to the FinRHCo.     III.             Reporting Prepares the monthly HR and Fin Reports Update of organigram and contact list monthly sent to FinRHCo. Update the tracking sheet of administration premises including rent contracts, telephone invoices, DSL, etc