Ended Administration Officer
TITLE: Administration Officer
SANA’A - YEMEN
Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html
GLOBAL OBJECTIVE OF THE POSITION
- Under the line management of the HR Manager, the Administration Officer is ensuring that all the administrative processes (Finances, Human Resources, and Logistics), rules and deadlines are handled according to Handicap international policies.
As per standards set by the position, the Administration Officer must keep all the data confidential, and share it only with the accurate persons.
Line manager: HR Manager
Team Managed: Cook and Cleaner, Admin Assistant (when Recruited)
PLACE: Sana’a Yemen.
RESPONSIBILITIES AND TASKS DESCRIPTION
- Management of Guesthouses and Offices for all HI Yemen:
- Act as main focal point for all GHs management in Amman, Sana’a, Aden, and new bases
- Manage the GH management tools
- Ensure that all visitors, base staffs, guests have a room in a guesthouse and a desk in the office upon their arrival on the mission (either Jordan or Yemen)
- Ensure the supervision and regular follow-up of the personnel attached to the maintenance and the management of the office and accommodation
- Assess on a regular basis needs for hygiene, and cooking items.
- Carry-out inventory on guesthouses and office items, and liaise with Logistics to ensure procurement of any missing equipment or furniture is done on time
- Liaise with relevant stakeholders to ensure administrative and logistics arrangements are made for expatriates and national staff traveling:
- Update the Movement tracker sheet tool with relevant and accurate information
- Ensure itinerary is approved and validated (included itinerary for expatriates R&R)
- Act as main focal point for UNHAS flight tickets (request for booking, cargo forms, analysis of passengers movement and justification on any flight cancelled or no-show, request for payment, etc.)
- Arrange for any transportation besides flights needed (airport pick-up and drop-off, etc.)
- Coordinate with the HQ on arrival and departure of international staff for HI Yemen whether as expatriates or visitors
- Provide necessary information for the travel: recap of itinerary, taxi arrangements, welcome packs, phones and keys for Amman, etc.
- Liaise with relevant stakeholders:
- Logistics for assets to be distributed upon arrival of new staff members,
- Finance for perdiem, allowances, security envelopes, UNHAS payments, etc.,
- Track Operator for movement approval
- Security and Liaison Manager for visa process and any administrative requirements for travel. The Admin Officer is still responsible to collect all the documentation required for the visa process and ensure this is followed-up.
- Management of Admin/HR budgets and allowances requests:
- Update OFU for admin/HR costs (items, travel costs, etc.) on a regular basis
- Contribute to the budget development of HI Yemen donor proposals to ensure administrative costs are included in relevant amounts
- Prepare perdiem calculation (with the perdiem calculation tool) and child allowance for HR Coordinator review
- With the support of the HR Manager, contribute to the development of strong administrative policies for HI Yemen (travel policy for both international and national staff including security envelopes, per diem and child allowances, R&R policy, etc.).
Archiving of Mission documentation:
- Ensuring that each department implements HI Archiving policies and procedures for scanning and uploading of documentation
- Act as focal point for all inquiries regarding Mission documentation
- Update the Mission documentation tool each month, highlighting issues to Senior Management
- Bachelor’s degree in business administration or relevant field.
- Minimum of 2 years experience in the mentioned position or in the field of data management or any related field in an INGO/NGO environment, preferably in a humanitarian context.
- Preferably some cross-cultural experience in a development setting.
- Supervisory and problem-solving skills.
- Interpersonal and communication skills.
- Ability to write clear and well-argued reports and assessment.
- Strong analytical skills and ability to handle complex issues.
- Very good knowledge of the MS office software (Word, Excel, Outlook, PowerPoint); and e-data applications.
- Commitment to the aims and principles of HI.
- English and Arabic language proficiency (speaking, reading, writing).
- Good listener and good speaker.
- Paying attention to details.
- Self-starter who can work independently under pressure.
- Proven interest & commitment to humanitarian and development principles and a demonstrable understanding of conflict/post conflict development contexts.
- Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and ability to effectively see projects through from start to finish.
- Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural and multi-site environment.
Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.
Willingness and ability to travel
- Travel in and around Sana’a or other governorates may be required in order to support HI Bases.
- On occasion, overnight stays outside of Sana’a City (where operations are presently based) may be required.
- The salary will be defined according to HI’s existing salary scale
- Based in SANA’A, with frequent movements to the field
- 30 day leave/year + benefits (transport allowance, health insurance, life insurance)
- The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
- Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.
Any breach of the above-mentioned responsibilities, of the Internal Regulation or of Terms and Conditions of Engagement may be sanctioned by a written warning or immediate dismissal if appropriate.
- Interested candidates may please send their CV with cover letter in English, with the reference in the email subject: YEME/HR/2019/PROG/ADMINOFF/SAH+ Applicant full name
Deadline for applications is 11:30 pm on Sunday 8th DEC 2019
- Please address all applications to email@example.com
- Please note that only shortlisted candidates will be contacted.
Handicap International, is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates, including persons living with disabilities, to apply to become a part of our organization. Please note that only shortlisted candidates will be contacted.