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26 Apr 2023

Afder – Finance and HR Administration Assistant at The Alliance for International Medical Action (ALIMA)

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Job Description


MISSION AND MAIN ACTIVITIES

The Finance and HR Administrative Assistant is in charge of managing the administrative files of national staff and the administrative and accounting management of the project where he/she works.

A. PERSONNEL ADMINISTRATIVE MANAGEMENT

I. FORMALITIES RELATED TO LABOR CONTRACTS

1. Carries out the formalities for hiring employees

  • Receives the request for an employment contract, establishes the contract and has it validated by his supervisor.
  • Welcomes the new employees, presents them with the labor contract, the internal regulations, the PSEA, etc.
  • Creates and updates the individual files of the employee.
  • Creates the employee’s file in the HR software, enters the information, and updates it.

2. Carries out the administrative follow-up of labor contracts

  • Receives requests for changes and draws up amendments to labor contracts.
  • Follows up on contract deadlines and notifies the logistician administrator.

3. Informs employees of their rights with regard to the legislation and rules applicable in the organization

  • On a daily basis, he/she informs employees about their pay slip and their rights with regard to labor legislation.

4. He/she ensures the follow-up of leaves

  • Informs the employee of his or her leave rights.
  • Participates with his/her supervisor in the elaboration of the annual leave schedule according to the staff’s requests.
  • Follows up on unused leave balances and anticipates any adjustments to be made.

II. PAYROLL MANAGEMENT

5. Enter the variable pay slip elements into the HR software

  • Validates requests for interim payments and records them in the HR software.
  • He/she collects the attendance sheets from the department managers and notes the various absences, collects the overtime sheets and checks their validity, and enters these various elements into the payroll software.

6. He/she establishes the monthly pay slips

  • He/she edits the pay slips and verifies that each one is correctly established.
  • He/she has the payroll listings checked and approved by the Project Administration Manager.
  • Print the pay slips and close the month’s payroll.

7. At the end of the contract, he/she establishes the balances of all accounts

  • He/she checks the paid leave entitlements, enters the variable elements of the salary in the payroll software.
  • He/she edits the pay slip and the labor certificate and has them validated by his/her supervisor and sends them to the employee.

III. PAYMENT OF SOCIAL CHARGES

8. He/she establishes the declarations to the collector organizations

  • He/she prepares the declarations of the sums paid to third parties in accordance with the established deadlines.
  • He/she edits monthly the tax declaration forms and payroll taxes
  • He/she archives the payment of these taxes in a file provided for this purpose.
  • He/she organizes the archiving of legal documents or documents coming from the different administrations and keeps it up to date.

B – ADMINISTRATIVE AND ACCOUNTING MANAGEMENT

  • The Finance and HR Assistant Administrator is in charge of accounting under the supervision of the Project Administration Manager and in strict compliance with ALIMA internal procedures. He/she ensures that he/she is familiar with these procedures.

I. PROJECT ADMINISTRATIVE MANAGEMENT

9. Follows the schedule of rental contracts (structures, vehicles) and related services (insurance, housekeeping), etc.

  • Reports the end of contracts to his/her supervisor in order to renew them or to give notice.
  • Prepares all mandatory tax returns on time, submits them to his/her supervisor for validation and payment.

10. Follow-up and archiving of project administration

  • Keeps the administrative archives (HR files, legal documents, invoices…) up to date in an organized and logical way.

II. MONEY MANAGEMENT

11. Is responsible for the money entrusted to him/her in his/her safe and manages them with discretion

  • Maintains tracking books (for operational advances, payroll advances, vendor advances) and ensures that advances are returned on time, supported by invoices and do not accumulate.
  • Maintains one cash book per balzac and follows all daily cash receipts and disbursements.
  • Ensures at least weekly that his/her physical inventory matches the balance in his/her cashbook in the presence of his/her supervisor.
  • Verifies the balance of the bank statements.
  • Reports any discrepancies in the cash book to his/her supervisor as soon as they are noticed.

12. Plans the management of his/her cash or bank accounts in order not to run out of funds

  • Plans cash requests based on daily needs during the month (salary advances, month-end payroll, daily needs – operational advances and direct payment, lease payments, weekly purchases…).
  • Forecasts monthly cash flow with supervisor for communication to Finance Coordinator.
  • Reports any operational changes that may require additional funds to his/her supervisor.

13. Makes timely payments to suppliers (direct payment/operational advances).

  • Receives invoices and receipts, ensures that they are consistent and compliant, validated by the Purchasing Manager and in accordance with the current purchasing procedure.
  • Reports to his/her supervisor any discrepancies in terms of price and quantity detected in order to resolve or validate them.
  • Makes the payment by the most appropriate means (cash, cheques, transfers) and ensures that they are received by the recipient (stamp, signature…).

III. ACCOUNTING

14. Prepares transfer orders, invoices and receipts into accounting documents: encoding, wording, date, amount divided according to the budget breakdowns (activities).

  • Classifies the accounting documents.
  • Enter the accounting documents in the accounting software on a regular basis,
  • Closes the monthly accounting in collaboration with his/her supervisor on time.
  • Letters the entries for the advance and transfer accounts of his/her field.
  • Points out the entries of the bank statement and reports the checks not disbursed in the month.
  • Writes an accounting closeout field coverage letter to his/her supervisor. This document must include the problems encountered, the needs so that the
  • Accounting Manager can give support.
  • Implementation of preventive measures against abuse of power, gender-based and sexual violence:
  • Ensures that his/her team, partners, and community members are aware of ALIMA’s policy and have access to information (complaint reporting mechanism, focal point, etc.).
  • Facilitates the organization of training and awareness sessions
  • Implements standards for the prevention of abuse of power, gender-based violence, and sexual violence.
  • Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness sessions and apply the rules of abuse prevention.
  • Contributes to creating and maintaining a nurturing and protective environment for the team, community members, and partners involved in the project.

Job Requirements

Training:

  • University Diploma of Technical/Professional Studies in
  • Finances/Administration/Human resources

EXPERIENCE:

  • Minimum 3 years of relevant work experience in the same field
  • Experience in humanitarian medical organizations is an asset
  • Good knowledge of Pack office and familiar with accounting software

Skills:

  • Ability to work independently and quickly
  • Analytical and critical thinking skills
  • Discretion, Organizational skills, rigor and autonomy
  • Calm, excellent stress management and composure
  • Proactivity and initiative to anticipate and remedy potential problems.
  • Ability to adapt, diplomacy and patience
  • Strong listening skills
  • Ability to work in a team
  • Can work under stress & available on request
  • Collaborative and patient
  • Ability to prioritize and work under pressure

Languages:

  • English Speaking, reading and writing, mandatory.
  • Knowledge of a local language (Somali and Oromo) is an asset




Method of Application

Submit your CV, copies of relevant documents and Application to  [email protected]
Use the title of the position as the subject of the email

Closing Date : 5 May. 2023





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