A. TREASURY & CASH FOLLOW-UP
- Control the management of the petty cash.
- Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to his/her line manager
- Ensure availability of cash at base level and forecast any cash issue
- Prepare the weekly cash forecast and request at the base level
- Prepare and validate any checks done at the base level
- Monitor due dates for payments of contracts
- Follow-up with regular payments
- Guarantee the security of the cash and confidentiality of information
B. FINANCE & ACCOUNTING MANAGEMENT
- Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
- Record all expenses made through the bank in the Excel books daily, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
- Monitor the voucher process, and the quality of archiving of the invoices, as per the PUI & donor’s rules and regulations
- Guarantee the quality of the archiving process at the coordination level
- Consolidate and check the accuracy of data of Base accountancy.
- Prepare the monthly accounting closure for the Base
- Participate in the consolidation of budget follow-ups
- Prepare the weekly financial forecast of the Base, compile it, and send it to the Admin Manager for validation
- Collect all invoices exempted from the VAT
- Issue a monthly with-holding tax report
- Prepare the bank reconciliation at the end of each month
- Prepare the annual closing documents necessary for the base
- Support to prepare the external audit visits (donor and coordination visits)
C. PREPARATION OF HR PAYMENTS
- Prepare salary advance(s), monthly salaries, end of accounts, per diems and any exceptional payment(s) for local staff when applicable;
- Prepare expatriates’ per diems at the beginning of each month and security envelopes when needed for Gedaref
- Support in the calculation and payment of NSI (National Social Insurance) and income taxes via respective authorities in the country as well as all other annual declarations to the Ministry of Finance at the base level.
D. ADMINISTRATIVE MANAGEMENT & FOLLOW UP
- Follow up on personnel’s weekly and monthly attendance with line managers;
- Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Keep track of the personnel leaves and update concerned tools and system(s) accordingly;
- Prepare and ensure the availability of valid administrative equipment for staff (i.e. access cards, business cards, insurance cards, etc.).
E. ARCHIVAL OF HR FILES AND REPORTING
- Maintain and ensure the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines;
- Support the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);
- Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Archive legal documents in personnel files and update relevant tools and systems accordingly;
- Manage the physical and electronic archival of personnel files as per HR Guidelines;
- Organize and ensure the availability of all required personal and contractual documents in the concerned files.
- Keep track and provide accurate and updated HR reports/systems regularly and as needed (i.e. HR Database/Payroll, HR Pack, HRMS, organizational chart(s), contact list, insurance claims, tracking tools, etc.);
- Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);
- Support the line manager in the preparation of any internal/external HR audit;
- Report to the line manager any concern, and/or challenges/obstacles faced;
- Support the line manager in sharing HR updates and/or information with other personnel through possible communication channels (i.e. meetings, emails, HR board, etc.).
PRIORITIES OF THE DEPARTMENT
i. CONTRIBUTE TO THE DEVELOPMENT OF TOOLS THAT EFFICIENTLY AND EFFECTIVELY SUPPORT THE POLICIES/GUIDELINES;
ii. SUPPORT THE LINE MANAGER IN UPDATING AND IMPLEMENTING THE HR GUIDELINES AND TOOLS ACROSS THE BASES;
iii. PREPARATION OF STAFF PERSONNEL FILES
iv. SUPERVISE THE WORK OF HUMAN RESOURCES & FINANCE ASSISTANTS AND COMPLY WITH THE NECESSARY SUPERVISORY ROLE AND DUTY WITH SUPPORT FROM HIS/HER LINE MANAGER.
