Administration, HR and Finance Assistant

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Application deadline 1 year ago: Monday 4 Apr 2022 at 23:59 UTC

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Contract

This is a DRC - National contract. More about DRC - National contracts.

Employment category: I

Reporting to: Base Manager

Direct reports: -

Unit/department: Support Services

Location: Golo

Job Purpose: Ensure the smooth running of the Golo office in relation to personnel administration & Responsible for supporting the Administration and Finance Officer in all financial management procedures, implementing and maintaining the national staff terms and conditions of service; responsible for supervising domestic staff and supporting all administrative tasks; ensuring that office administrative resources are used appropriately and in conformity with DRC/Donor Guidelines and policies; coordinating and supporting HR processes in field offices.

Incumbent Tasks/Responsibilities:

Ensure Golo Sub-Base personnel management in according to DRC policies and guidelines.

Effectively follow up and coordinate with relevant manager, Golo Sub-Base Team Leader, HR/Admin Team Leader and Base Manager: staff absences, overtime, holidays, contracts, contract renewals and end of contract documents and payments, explain policies to staff and implement procedures.

Maintain confidential, accurate and up to date records of all staff (i.e. personnel information and management systems) including update on DYNAMIC system.

Maintain office petty cash ensuring that accurate records are kept in accordance to DRC guidelines/policies, and that accounts balance; this includes:

  • Ensuring all expenses and income are correctly entered in the cashbook and updated on a daily basis, and the cashbook closed at the end of the month and sent to Khartoum no later than the last day of the month
  • The corrected cashbooks received from HQ are saved in the electronic files and vouchers updated accordingly
  • A cash count is done daily, and then weekly done with the supervisor, and entered into the cashbook on the last day of the month, verified and signed by the Project Manager
  • Ensuring any petty cash advances are supported by necessary documentation and authorisations, and settled the same day
  • Ensures that vouchers are completed correctly with appropriate information and authorisations and sent to Khartoum in a timely way every month
  • Prepare cheques and receipts based upon proper documentation/authorisation of work completed/ supplies delivered for signature by bank signatories
  • Ensure that authorisation sheet (Annex 12C) is updated for all projects at all times
  • Assist the Administration and Finance Officer in preparing regular and ad hoc financial reports
  • Ensure that payment vouchers and books of accounts are properly completed and authorisation is made before payment and receipts are provided – that payments are made according to the rules and DRC standards in Operations Handbook

Track staff leave and support mangers in ensuring leave planning is done in timely manner.

Ensure a transparent and fair recruitment procedure for Golo Sub-Base Office in liaison with HR/Admin Team Leader, Golo Team Leader, Hiring Manager, Labour office and HAC

Prepare contracts and maintain records keeping of all contract related information

Maintain Administrative guidelines and update and share if procedure changes.

Ensure compliance with all DRC/Donor finance, HR and Admin procedures in Golo Sub-Base and liaise with Nertiti Base and Khartoum office to support in attaining this.

Prepare Overtimes, perdiem of Golo Sub-Base for monthly payroll, ensure compliance to tax and social insurance policies, procedures and documentation.

Supervise Guards, Driver and Housekeeping staff at Golo Sub-Base and manage their schedules.

Support the HR/Administration Team Leader and Finance Officers in Central Darfur - Liaison in their activities, and act as backup in their absence.

Take initiative to ensure targets are prioritised and achieved before stated deadlines.

Ensure that the good relations with the national authorities (including HAC) are fully maintained.

Monitor any changes in national laws related to DRC operations, e.g. Labour Law.

Manage the filing, storage and security of documents, including HR files; ensure all documents are filed according to the guidelines in Operations Handbook & Sudanese National Staff Book.

Additional tasks:

On request perform any other additional duties assigned by the supervisors in order to allow the organisation to function optimally.

Education: (include certificates, licenses etc.)

Degree in Finance or HR with at least 1 year work experience in INGOs.

Languages: (indicate fluency level)

Excellent communication skills in English is required

Key stakeholders: (internal and external)

  • DRC staff members
  • Suppliers
  • HAC and Other government offices

All DRC staff should master the 5 core competencies:

  • Striving for excellence: you focus on reaching results while ensuring an efficient process
  • Collaborating: you involve relevant parties and encourage feedback.
  • Taking the lead: you take ownership and initiative while aiming for innovation.
  • Communicating: You listen and speak effectively and honestly.
  • Demonstrating integrity: you act in line with our vision and values
Added 2 years ago - Updated 1 year ago - Source: drc.ngo