Duties and Responsibilities

FINANCE:

1. Accounting (incl. documentation, filing and archiving) 

1. Daily checking of procurement-related expenses (i.e., all Program/Support requested procurements) and acted sub-grantee-related expenses (i.e., CSOs/CBOs supported by Acted with grants) , Prepare the payment Vouchers and submission of the cross-checked files to the Finance Officer/ Area Coordination for review/signature

   1. Ensure bookkeeping (i.e., only cashbook in the WoS-mission context) that includes: 

• Enter all expenses in the cashbook based on the “paid” payment vouchers.

• Monthly consolidation/submission of the cashbook to Finance Officer with all supporting documentation. 

  1. Ensure the scanning and archiving of all payment vouchers linked to procurement-related and acted sub-grantee-related expenses (i.e., hard/soft copies of all payment vouchers monthly following Acted Finance Manual guidelines). 

  2. Support the Senior Finance officer/Finance officer in Preparing the CFU-DFU report.

      

1. Cash management

    

   1. Monitor the Money Transfer Agencies (i.e., Hawalas), mobilized for cash payments, to ensure that:

• They are relying on compliant documentation to complete the payment.

• The amount(s) they are paying matches the amount(s) mentioned on the payment voucher.

  1. Ensure safekeeping including:

• Completion of the weekly cash count and issue of the weekly cash checking voucher

• Support the monthly closure by conducting the monthly cash count, print the monthly cash book, get it signed by the Finance Officer, scan it and file it. 

1. Financial and budget monitoring (i.e., regular update of financial tools)

    

   1. Allocations:

• Ensure that all information on the payment vouchers is accurate (i.e., project code, budget line, third party code, accounting code and payment voucher serial number) and is reflected in the cashbook.
  1. Budget Control and Funding Structure
• Support the Finance Officer in providing analysis on support costs past/future expenditures.
• Act as the main finance focal point for finance-related requests from the Acted Compliance department. 

Administration:

1. Monitoring the cleaners in the office and GHs to ensure everything goes according to general hygiene, maintenance rules and management instructions.

2. Monitoring the Office Helpers , and follow up all needed maintenance in office and GH.

3. Update the monthly Admin trackers of the kitchen supplies, Maintenance and stationery.

4. Assist the Area Senior Admin/HR Officer to prepare the needed order forms, conducting technical checks and prepare completion certificates in coordinating with logistics.

5. Assist the Admin Officer /Senior Admin Officer to make sure that all Admin FLAT procedures are implemented and followed regularly.

6. Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place.

7. Prepare Monthly Attendance Sheets and distribute them to HoDs in the beginning of each month.

8. Collecte the leave requests, make sure that they are regularly based on the HR Manual and update the Memo of the leave process, and sign them by coordination.

9. Collecte the signed Monthly Attendance Sheets validate them, scan and upload the soft copy to the HR server every month.

10. Prepare and update the leave follow-up tracker for the national staff for in and out camps on a daily basis and share the remaining leave balance with HoDs on a Monthly basis.

11. Prepare a Monthly Table of Authorized Signature by a monthly basis.

12. Assist senior HRO in managing staff in the office.

13. Assist the senior HR officer in preparing contracts and HR files for the new joiners (HR staff).

14. Assist the Senior HRO in preparing the contracts for Ils based on the approved N1, and recruitment process.

15. Conduct the HR inductions and orientations for the new joiners (HR staff and ILs).

16. Prepare the ACTED ID for the new joiners (HR staff-ILs).

17.  

18. Prepare the contract extensions and modifications for HR staff.

Human Resources:

1. Assist the in arrangement for Appraisal lunches (preparing PAFs ).

1. Follow up on standard HR system and procedures (Spot check HR Staff fiels-ILs filels -Trackers) on the monthly basis.

1. Ensure all staff are aware of modifications to the HR Manual and have all signed Code of Conduct and needed documents.

2. Assist the HR Officer in arrangement for Appraisal lunches ( Archive N17s- and Upload on the server).

• Follow up on standard HR systems and procedures.

Titanic Follow-up:

1. Assist Senior HRO in preparing HR Titanic (Collecting HR Contracts, Contract Modification, Exit forms, Mission leaves, Unpaid leaves, etc.) and uploading them to the HR server on monthly basis.

2. Preparing the Monthly  ILs Titanic and uploading all documents to the server for out of camp ILs.

3. Share the remains working days of the ILs with HoDs on the Monthly basis.

4. Validait the Monthly  ILs TITANIC for in and out of camps and Share it with Senior HRO.

Recruitment:

1. Assist the capital recruitment focal point to arranging for written tests and interviews for the HR staff and following the recruitment process of incentive Labor- conduct interview. 

2. Prepare the HR file for the incentive labors and make sure its includes all need documents.

3. Assist the capital recruitment focal point in conducting the reference check for out-of-camp ILs. 

4. Assist the Senior HRO to arranging for written tests and interviews for the ILs. 

5. Assist Senior HRO to conduct a reference check, and security check for ILs. 

6. Respond to the external required reference check in coordination with other NGOs, Local organization and associations.

Hommer :

Enter all kid of lave Monthey basis.

Filing/Archive:

1. Set up the Fillinges system as the standard Fillings system.

2. Uploade all signe HR Documents ( Attendance sheets,Leaves,reports , staff docs, Ils docs..etc)

3. Ensucre that all HR staff ,ILs have update personal folders complete.

4. Prepare a Monthly HR documents( hard and soft) and arrange them according to the Archive process by Monthly basis. 

OTHERS:

Any other tasks assigned by the Line Managers.

Key Performance Indicators

For example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success in reaching targets

•  % success rate of inductions and orientations
•  % of employee engagement and satisfaction index
•  % of finalizing the administrative reports promptly
•  % of validation of the area HR reports submitted to the capital area
• % of payment files submitted to Finance Officer / Coordination for review that are compliant.
• % of Hawala-monitoring payment operations that went smoothly.
• % of monthly cashbook / supporting documentation submitted on time.
• % of scanned payment vouchers filed on the server by the 15th of the following month.
• % of payment done with 10 days after receiving from LOG
• % of cash count / cash checking vouchers completed on time (i.e., each Thursday).

Required qualifications and technical expertise

QUALIFICATIONS

• University degree (BA degree in accounting, Administration or equivalent combination of education and work experience).

• Previous year of experience working in a similar position with NGOs/INGOs is a must.

• Fluent in Arabic and Good working knowledge in English (speaking, reading, writing).

• Excellent command of Microsoft Office suite (i.e. Word, excel (very good), PowerPoint).

• Able to multitask, prioritize, and manage time efficiently.

• Flexible, and can cope with stressful situations.

• Excellent verbal and written communication skills.

Strong interpersonal communication skills.