Adminhrfinance Officer

1.     Administration   In consultation with the Human Resource Manager develop      finance department staff plans, where needed Assist in writing of job descriptions for financial positions      and selection of suitable applicants, where needed Assist administration staff in establishment of      procurement  procedures and      expenditure authorizations Work closely with the Logistics and Program Support officer to      assess the needs and oversee the installation of office equipment,      supplies, utilities (stationary, filing systems, photocopier, furniture,      water, electricity, etc). Ensure suitable offices are found, contracted etc to support      operations Ensure office premises, accommodation and compound are      managed, maintained and meet assessed required security standards. Liaise with fleet manager/logistician to ensure suitable planning of vehicles, vehicles are insured and maintained.  2.         Human Resources systems Develop, Review and or update human resource and administrative policies and procedures (compliant with CARE systems) and ensure they are effective, efficient, fair and transparent, and promote equal opportunities. Ensure policies are compliant with the People in Aid Code and any other relevant international legal instruments. Develop, Review and or Update human resource policies and procedures for recruitment and management of national staff (terms & conditions of employment, grades, steps & positions, salary structure, benefits, disciplinary procedures, termination). Ensure compliance with local labor laws and coordination with local counterpart, UN and NGO agencies. Conduct regular field travel to project offices to review human resources and administrative procedures and assist/ support managers in their needs or ascertain human resource requirements. Appropriately support all emergency personnel as required. Ensure a complete orientation package is in place and that all staff are oriented on time.  3.         Recruitment and staffing Assess staffing needs as required. Identify and recruit new and replacement staff including scheduling of contract extensions, new contracts, and necessary terminations. Liaise with all CARE Members and CEG to coordinate the timely      and effective recruitment of emergency personnel. Prepare job descriptions, terms of reference and submission of      personnel requisitions in coordination with Country Director and Line      Managers/Supervisors. Prepare regular recruitment tracking reports Ensure pertinent organigrams, contact lists, and information      flow lines are constantly updated and widely shared.  4.                   Staff development, well being etc Assess training and development needs of staff and provide appropriate induction and orientation, training, supervision and support as required. Ensure all staff, international and national, always have adequate access to HR/Administrative policies and procedures. Monitor and uphold staff conduct and discipline and organize regular performance evaluations of all staff. Ensure that exit interviews/ debriefs are prepared at the end of service. Ensure staff have time to relax, and have fun to manage their stress  in a safe and comfortable environment Ensure staff have access to regular meals and health care as necessary  5.     Financial Management  Set up and maintenance of Finance system in the emergency team      laptop and development of procedures for tracking income / expenditure in      accordance with CARE policy Ensure receipt of CI member contributions for emergency      response Supervise the preparation of allocations of funding and      budgeting of planned expenses in the components of the response Communicate budgets and spending authorizations to the Country      Office and emergency team members Establish banking arrangements and maintain liaison with      principal bankers. Develop a plan to minimise exposure to currency gains      and losses In consultation with the Human Resource Manager establish a      payroll structure for national staff, where necessary Manage the day-to-day functioning of the finance section,      including cash disbursements, cash receipts, etc involved, either directly or indirectly in      disbursing/monitoring/reporting expenditures made by sub-grantees Establish an effective filing system which can provide easy      access to information and proper documentation of all financial      requirement Ensure all typical donor requirements for documentation of      expenditures are met to facilitate attribution of expenses to donors when      funding is obtained Establish banking arrangements and maintain liaison with      principal bankers as needed. Develop a plan to minimise exposure to      currency gains and losses Facilitate any external audit Define and produce financial reports on utilization of funding      to aid senior management in decision-making process Protect CARE assets through maintenance of asset register,      internal control and audit procedures Upon identification of donors providing funding for the      emergency response already underway Determine which expenditures can be      attributed to contributing donors based on their acceptance of proposals      and normal regulations to minimize remaining expenditures not attributed      to any donor Transition the accounting for those      expenditures, along with the appropriate supporting documentation, to the      country office financial records