Administrative, Human Resources, and Finance Manager

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:

Good skills in reports and contracts redaction

Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines.

Knowledge of humanitarian actors

Good management and pedagogical skills

Excellent communication skills

Assets:

Interest:

Humanitarian motivation

Understanding of the political situation in the area

Transversal skills:

Well organized

Conflict resolution and diplomatic skills

Ability to analyze and suggest improvement

Ability to take initiative

Ability to adapt or change priorities Autonomy, neutrality, hard worker

Able to manage stress and pressure

Good listening abilities, sense of confidentiality & High ethical values