Administration Officer (HR and Finance) Libya Shahat

Contract

This is a Professional contract (NRC) contract. More about Professional contract (NRC) contracts.

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

Position: Administration Officer (HR & Finance)

Grade: 5

Reports to: Support Team Leader (Technical Line to Area Support Coordinator - Benghazi)

Supervision of: Designated staff as per HR management (Premises Staff)

Duty station: Shahat with 20% travel to operations sites (Darna/Albayda) , Libya

Travel: 20 % and domestic travel during working days

Duration and type of contract: 6 months , renewable subject to funding and performance.

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity, and accountability. These attitudes and believes shall guide our actions and relationships. In respect to national labour laws and NRC aligned HR Terms of Employment.

1. Role and responsibilities

The following is a brief description of the role. The purpose of the Admin Officer (HR& Finance) position is to provide general administration and HR & Finance support to ensure the smooth functioning of the NRC Libya, East area operations, and admin team in accordance with NRC’s HR, Admin, Finance policies and procedures and relevant donor guidelines. The Admin Officer (HR& Finance) is the first person whom NRC employees will approach for getting their Administration and HR and finance issues resolved, The Admin Officer (HR& Finance) is responsible for generating and consolidating financial reports from all field offices. S/he will liaise closely with logistics, and all departments.

Qualifications

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

· Budget holders

· All NRC staff and department including senior management.

Scale and scope of position.

Staff: Cleaners Stakeholders: Local authorities, Social Security, suppliers, other INGO Budgets: N/A Information: HR/Finance related records, Intranet, HR people, Legal or compliance: Terms of employment, HR/Finance related records, Libyan law, donors’ requirements 1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. Details about NRC’s competencies are to be found in the Competency Framework. Competencies are relevant for all staff and are divided into the following three categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies for this position:

• University Degree in relevant field of administration.
• Experience of minimum of 2 years working as a Finance and/or HR Officer in a humanitarian/recovery context.
• Previous experience from working in complex and volatile contexts.
• Documented results related to the position’s responsibilities.
• Excellent knowledge of Microsoft softwares (Word, Excele, Powerpoint)
• Good command of English/ Arabic Languages, both written and verbal.

Context related skills, knowledge, and experience (shall be adapted to the specific position):

• Knowledge of the Audit requirements
• Knowledge of banking systems in Libya
• Basic computer skills in Microsoft Office (MS Excel, Word, and outlook)
• Good Communication and interpersonal skills
• Strong organizational and teamwork skills

2. Behavioural competencies

These are personal qualities that influence how successful people are in their job. Of the 12 behavioural competencies, the following are essential for this position:

• Planning and delivering results.
• Handling insecure environments
• Build meaningful relations
• Empower people
• Act with integrity
• Deliver results

1. Performance Management

The employee will be accountable for and evaluated on the responsibilities and the competencies, based on NRC’s Performance Management System. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan

• The Competency Framework

  Application Procedure:

• This position is open to candidates who have the legal right to work in Libya. Please note that NRC is unable to provide work permits or visa sponsorships for this position."

• Only shortlisted candidates will be contacted.
• NRC does not at any stage of recruitment request candidate to make payments of any kind.
• NRC has not retained any agent to conduct recruitments on behalf of the organisation.
• NRC is committed to a diverse workforce through diversity, equity and inclusion
• Qualified females candidates and persons with disability are encouraged to apply.

Responsibilities

Generic responsibilities:

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

1. Ensure adherence with NRC policies, tools, handbooks, and guidelines on HR & Finance.
2. Implement delegated support function portfolio according to plan of action.
3. Prepare and develop status reports as required by management.
4. Prepare bank account and cashbox reconciliations for the Area office.
5. Ensure proper filing of documents.
6. Assist with the implementation of the Finance function portfolio according to plan of action
7. Promote and share ideas for improvement of the support function.
8. Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards & principles within NRC and amongst beneficiaries served by NRC.

Specific responsibilities on human resources

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus, and type of program intervention.

This section shall be revised whenever a new employee is hired or the context changes significantly.

• General office administration management and implementing office policies SOP.
• Make sure that financial internal controls are in place and adhered to for the banking and cash system.
• Post the entries on daily basis to UNIT4. Make sure that Data has proper correct codes and as per the project documents.
• Prepare the regular UNIT4 Bank reconciliations for all the balance sheet items.
• Ensure proper maintenance of office equipment and stationery.
• Supervise cleaning staff and prepare their schedule.
• Provide assistance with local procurement, in accordance with NRC procurement procedures and thresholds.
• Develop and maintain an accurate database of Finance documents and HR related documents including national staff information (soft copies)
• Any other general administrative as directed by line manager and area office.
• Follow up on all related personnel management, staff database, access control, timesheets, and attendance, leave balances, performance management, and documentation to ensure compliance of filing using hard copy personnel files and e-filing. Follow-up on the required and mandatory training for all staff.
• Prepare contracts for new staff and Daily worker and track on contracts extension.
• Assist in training of NRC staff when needed.
• Use HRMS to update staff database and recruitment.
• Attend all meetings assigned by line manager and prepare periodic HR reports.
• Provide support and coordinate national staff recruitment and inductions.
• Ensure adherence to national labor law in all HR processes and procedures.
• Carry out and follow up on the implementation of the exit procedure for all national staff including clearance, discharge process, final settlement, etc.; and follow up on the exit interview completion with the HR Coordination
• Fulfill any other HR related tasks that may be assigned by the line manager.