Admin Officer

SPECIFIC OBJECTIVES AND LINKED ACTIVITIES

FINANCE:

Help the line manager to update the HR allocation table on a monthly basis and control the bases’ inputs by 15th of each month: adding new staff, new projects or projects’ modifications and reviewing the percentages of the theoretical distribution of working time;

Support and train bases’ Administrative teams on the HR allocation table update;

Help the line manager to update the TACC table each time a donor contract or amendment is signed;

Help the line manager to update the allocation in compliance with the TACC table and the shared costs procedure.

ACCOUNTING:

• Allocate the expats HR costs in SAGA based on the time distribution percentages per project from the timesheets;
• Import payroll data from the HR software Homère into the SAGA accounting software.

ADMINISTRATIVE MANAGEMENT & FOLLOW UP

• Train Managers on the use of team attendance follow-up tools in order to plan the work of their teams;
• Train and support Managers and bases’ Administrative teams on filling Timesheets in compliance with the Shared costs and Timesheets processes;
• Advise Managers on the validation process of the quality and accuracy of timesheets and support them when needed;
• Receive from all managers their validated teams’ Timesheets on time, in Excel format and pdf format or paper format and send appropriate reminders if not received on time;
• Receive the attendance tracking tool from the HR department of each base;
• Check the conformity of the Timesheets/Attendance sheets and the correspondence of the time of presence with the absence documents validated during the month via the tracking tool or any other relevant tool;
• Compile and archive (hard or soft copy) individual Timesheets/Attendance sheets signed by employees and Managers and share it with the concerned HR department;
• With the support of the HR Coordinator, import into Homère the national Employees’ time distribution percentages per project from the Timesheets collected in Excel format via a mass import;
• Export Homère payroll archive file importable into SAGA.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Mandatory requirements

• Language skills: Fluent in Arabic and English (speaking and writing);
• Education degree: University degree in public administration, accounting, finance or relevant field;
• Work experience: 1 year of experience in administrative management or relevant field; Experience in timesheet management;
• Computer skills: Good knowledge and self-supported in Microsoft Office, especially Excel
• Others:
• Good communication skills;
• Excellent organizational and time management skills;
• Detailed oriented;
• Ability to provide a high quality of work;
• Ability to set priorities and adapt to changes;
• knowledge of HR and Homere software is an asset.

Assets

Interests: Work in humanitarian aid.

Transversal skills:

• Ability to work well in a multicultural team;
• Ability to work under pressure;
• Committed to deadlines;
• Effective stress management skills;
• Able to check information; logical mindset;
• Respectful, neutral, and impartial attitude.