· JOB PURPOSE:
· To ensure that Concern’s HR and Financial policies and procedures are implemented consistently throughout each projects in Tigray and Wolayta areas in order for Concern to achieve its objectives;
· To maintain and regularly update human resource related information;
· To facilitate and coordinate recruitment and selection processes to ensure transparency, fairness and equal employment opportunity for all;
· To keep all financial documents, prepare financial records & reports and ensure implementation of effective internal controlling system;
Specific Duties and Responsibilities
Human Resources & Admin related responsibilities
· Facilitate and coordinate staff recruitment and selection processes in fair and transparent manner
· Maintain and update all official personnel files and records for the programme on a regular basis;
· Prepare monthly staff list of all projects and report to HO HR
· Provide timely update to relevant departments particularly HR & Finance of any staff changes such as employment, promotion, resignation, transfer etc;
· Maintain and regularly update data of staff family/dependents to ensure proper utilization of the medical scheme;
· Renew staff employment contracts accordingly and follow up staff contracts that are on probation and temporary basis;
· Provide support and advice to line managers and employees regarding HR issues;
· Provide support and advice to project office Admin/HR Officers for any HR related issues;
· Facilitate all recruitment, transfer, promotion, resignation and related processes and document all accordingly.
· Ensure all job vacancy notices are posted on the relevant notice boards within Concern project Offices
· Update all recruitment information and file following completion i.e. short listed and non-short listed CVs, exam results, interview results etc.
· Preparing contract and other relevant documents for new employees.
· Ensuring all staff have valid employment contract and received job description
· Participating in short listing, testing and interview of position below grade 6 at program Office level;
· Communicate/inform applicants who are not successful on their interview and/or written exam on time;
· Organizing induction programmes for new staff joining Concern in consultation with concerned departments;
· Provide briefing on PDR for new staff members and assist existing staff in completing their PDR;
· Facilitate, maintain and update staff training and development information and records;
· Ensure that the overall security of the office & warehouse/store and report on time when something strange is observed;
· Follow up and make sure that staff under your supervision have accomplished their obligation and execute their daily routine duties well;
· Regularly assess and identify buildings and other facilities within the premises that require maintenance & renovation works and report on time;
· Make sure the periodical working clothes (uniform ) and other provision are budgeted and provided on time
· Ensure that the offices & the compound are clean, the toilets are properly working and clean and conducive for working ;
· Monitor and follow up the garden of the office is well maintained, flowers and plants are properly handled;
· Follow up that maintenance requests are appropriately considered and maintenance is made on time;
· Liaise with government offices such as Telecommunication, Electric and Water service providers and pay utility expenses on time;
Financial Responsibilities
· Coordinate with other team members to complete financial requirements for Action plans and prepare reports for relevant parties such as Government, Concern and Donors as necessary.
· Undertaking other standard financial requirements such as weekly cash count, surprise cash count, checking payroll, undertaking random checks on purchase prices and preparing monthly cash flow requests
· Prepare monthly financial report
· Ensure adequate fund/cash held in programme for planned activities
· Ensure the monthly cash books and bank books are reconciled, cash requests from the fields and cash transfers to fields and others deadlines are adhered
· Responsible to fill the gaps when cashier is on annual leave
· Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any.
· Responsible to check daily financial payments in line with organizational policies and procedures by giving due attention to authorization level and budget codes.
· Ensuring close collaboration and communication with Finance and HR departments at HO to facilitate and smoothen consistent running of the programme
· Work closely and provide technical support to the Cashier
· Check and review the external work done before any payment is effective
· Review and check monthly staffs’ payroll before the payment is effected
· Performing other related duties as assigned by line manager.
QUALIFICATION AND EXPERIENCE
Essential:
· BA Degree or College Diploma in accounting, management and related field of studies with minimum of four years or seven years relevant experience respectively
· Profound experience in finance, HR Management and administration
· Computer literate
· NGO experience in emergency projects is an advantage
· Good communication and report writing skills
Required
· Ability to communicate effectively in both oral and written English.
· Good interpersonal skills and team player with sensitivity to cultural diversity
· Ability to work under pressure in a hardship areas