Job Description

Overall Objective

The Finance & HR Assistant is responsible for preparing financial spreadsheets and supports Admin Base in recording and retrieving financial details of the Mokha Office, including maintaining financial records, processing payments and cash handling to enable finance department to provide smooth, timely and efficient finance service to the PU-AMI. He/She is responsible for assisting in the HR management of the base. He will also and above all must respond to the requests of the two officers (HR and FIN) on the base at the request of the Admin Manager.

Tasks and Responsibilities

      1.Ensuring and assisting the FIN Officer in the FIN (Cash & Accounting) management of the Mokha base.

      2.Ensuring and assisting the HR Officer in the HR management of the Mokha base.

      3.Assisting the FIN and HR tasks of the ADMIN Base Manager.

      4.Ensuring the general services of the Mokha base.

Specific objectives and linked activities

Cash and accounting management

1.     Reviewing, verifying all payments, and ensuring PUAMI manuals, procedures, and policies.

2.     Ensuring all payments and fund transfers are properly documented in compliance with the procedures.

3.     Ensure all payments have the required supporting documentation with the correct of budget Lines.

4.     Ensure that all expenses have obtained approval and appropriate signatures.

5.     Track cash advances and settlements by ensuring that PU-AMI rules are followed and the amounts advanced will be duly refunded.

6.     Responsible in the administration and finance review of all payments

7.     Prepare payment sheet (Bulk Remittance & Bulk Payments)

8.     Maintaining soft copy of all payment vouchers.

9.     Ensuring all financial and accountancy procedures are implemented and respected.

10.  Scanning and archiving finance department documents and making sure all documents are complete.

11.  Checking Finance vouchers and ensuring that all documents are complete according to PU-AMI policy.

12.  Prepare accountancy document to be send to Sanaa on monthly basis after preparing a scan copy.

Human Resources Administrative management:

13.   Assist the implementation of HR rules, procedures, and tools at the base level in compliance with labor regulation and PU-AMI HR policies under the supervision of the HR & finance officer

14.   Help the HR officer to prepare Monthly HR Data Base.

15.   Prepare and/or gather supporting documents related to each local and international staff for personal files: ID and driving license copies, blood type justification, certificates, ToRs, etc.

16.   Prepare local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions

17.   Assist in the recruitment process (organisation of test and interviews, draft of the new contract, etc.)

18.   Assist in welcoming and integrating new personnel, ensure they receive administrative briefing

19.   Check dates of employment contracts and inform the HR & finance officer when they are due to expire

20.   Contribute to the follow-up of annual appraisal and share with the different department.

21.   Provide administrative support for the organization (workshops, meetings, trainings and other events)

22.   Responsible for ensuring the following are accurate, complete, and up to date personnel files, administration of health insurance.

23.   Track the attendance and leave database of all staff, and eligibility availed and closed balances of leaves for staff.

24.   Collect & verify attendance from PU-AMI staff and submitted to the HR officer.

25.   Ensure clearance and debriefing is carried out for exiting staff.

General services

26.   Participate in the organization and supervision the cleaning/cooking schedule and ensure the proper cleaning of office premises and GH

27.   Other duties assigned by the line manager

GENERAL ORGANIZATION OF THE WORK

HIERARCHICAL LINK:

•   Direct Management By: Admin base Manager
•   Directly Reports To: HR Officer and FIN Officer
•   Indirectly Report To: Field coordinator
•   Functional Links:  N/A

Team Management:

•   One Office Cleaner
•   One Cook-Cleaner – Guest House.

Required Profile

Required knowledge and skills

required

desirable

Education Degree (Diplomas and/or certificates)

University Degree

Administration Management

professional experience

•   Humanitarian
•   International
•   Technical

•   Min. 1 year in INGO in the same position
•   Min. 2 years in the same position in other sector

knowledge and skills

•   Basic knowledge on procedures for institutional donors (EU, OFDA, ECHO , CDC,BHA, UN agencies …)
•   Knowledge of the Humanitarian Sector
•   Knowledge on accounting and cash management

•   Assessing a situation and suggesting an action plan

languages

•   Arabic (written & oral)
•   English (written & oral)
•   Other (to be specified)

X

X

Communicative English

Software

Pack Office

•   Advanced Excel
•   Advanced Word

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

•   Good interpersonal and communication skills
•   Trustworthiness
•   Detailed oriented
•   Ability to handle pressure & meet deadlines
•   Flexibility and commitment
•   Ability to work independently
•   Team player