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(9 applicants)

Administrative Assistant ( FIN & HR )

Job Type: Full time | Company: Handicap International | Location: Tripoli, Libya | Date posted: 13-11-2016

Handicap International is an independent and impartial international aid organization 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 organization 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.org/   

 

 

Job Location

Name

Post

Tripoli  Office

  

Admin Assistant ( FIN & HR )

Function Grade:

Working Hours

 

08.30hrs to 16.30hrs (Sunday – Thursday)

   

Reports to:

 Base Manager   

 

 

TYPE OF CONTRACT:

Fixed term '' renewable''

 

 

Mission

 

To follow up site's Admin for the smooth-running of the programme in compliance with Handicap International's internal regulations.

 

Under the responsibility of the Base Manager and close collaboration with Project staff and Administrative Coordinator, Administrative Assistant assures the daily administrative management of the base in Tripoli according to the standard accounting principles, HI framework and practices, internal policies in link with the internal Libyan Law principles and practices. The Administrative Assistant will give support to the Base Manager. The Administrative Assistant must scrupulously respect the confidentiality of information in its possession regarding his field of activities.

 

Main internal interfaces

1.       Base Manager (Line manager)

  1. Admin Log coordinator 

3.       Logistic department

4.      All staffs    

Main external interfaces 

1. National authorities (taxes, registrations…)

2. Lawyer

4. Visitors (HQ missions)

5. Suppliers

   

 

  

 Responsibility_1 General administrative tasks:

 

·         Daily report all kind of issues to the Base Manager

·         Guarantee that the administrative procedures are followed

·         Check the presence of administrative documents in the office

·         Ensure communication and information sharing in the office

·         Ensure secretary / translation tasks (letters, phone, e-mails)

·         Supervision for cleaner and supporting for office supplies

 

  Responsibility_2  Cash flow management :

 

·         Make daily cash flow forecasts in order to anticipate any transfer from the safe, withdrawal and/or change.

·         Proceed bank withdrawals and change once validated by supervisor

·         Payment of invoices and advances after appropriate validation

·         Record all cash movements in the written cash book

·         Make daily cash count; make sure the balance in the cash box is the same than in the log book, EVERY DAY.

·         Class supporting documents in chronological order

·         Keep books updated (advance book, daily cashier book…)

·         Manage advances: payment and justification once validated by the supervisor

·         Make sure that every advance is justified before the end of the current month, except in case of exceptional validation from the supervisor

·         Record all advances and their justification in the appropriate book as indicated

·         Make a monthly cash count with supervisor and fill the cash count form accordingly

·         Guarantee that the commitment of expenditure procedures are followed 

 

Responsibility_3 Accountancy

 

·         Register all movements in the excel sheet and/or in the accounting software, using the allocation codes indicated on the commitment authorization slip.

·         Check that allocation codes on the commitment authorization slip are matching with the codes indicated on the Purchase Request

·         Select the account codes based on the accounts list provided by HI headquarters

·         Respond to accountancy comments sent by HQ accountant and take appropriate measure for the following months

·         Prepare all requested documents for the monthly accountancy closure

 

 

     Responsibility_4  Reporting

 

·         Report to the supervisor all the activities regarding administration.

·         Resume briefly all the activities that have been made during the week at the end of each week and at the end of the month for the monthly report.

 

 

 

Responsibility_5 Human Resources

 

·         Archive and secure the staff data privacy at all stage

·         Daily check the attendance of employees and communicate it to the Base Manager

·         Follow up the base local staff personal files (personal data, contracts, leaves request..)

·         Archive every hard document (contracts, CVs, general information, leave requests, warnings, work certificates, ID cards) in every staff folder and update the Excel HR follow up database accordingly.

·         Manage the paid leave follow up of every staff, making sure they all take they paid leaves before the end of contract (except other decision from Base Manager )

·         Is in charge of preparation of the salaries payment (he/she prepares all documents and asks for the necessary money to accomplish his/her duty on date);

·         Prepare and pay the salaries after Base Manager approval

·         Following up the attendance of the local personnel, the working schedule and the reporting of the activities related to it.

·         Production and delivery and filing of staff contracts, under strict supervision of the Base Manager.

Knowledge required

 

  1. Good computer operating  skills (excel + word)

2.      Experience working with multicultural teams

3.      A communicative English

  1. Experience in Accountancy/Finance and Administration 

  

 

Skills required

Essential

1. Reliability

2. Anticipation

3   accountability

4. Organisation

5. Reactivity

6. Communication

7. Team worker

8. Discretion

9. Flexibility

 

You will have previous experience in Administration. You will be diplomatic and possess strong communication and interpersonal skills. You will be sensitive to the needs of vulnerable groups. You will be fluent in English (written and spoken) and Arabic.

 

Should possess initiative, good communication skills, strong analytical skills and the ability to support others, evaluate and negotiate appropriate options and ability to work under pressure. 

 

 

PROFILE REQUIRED:

 

Libya national

No double job

Location: Tripoli

Weekly hours: 40

Type of contract: Fixed term '' renewable ''

Schedule: Sunday to Thursday from 08.30 to 16.30 including one hour lunch break (13.00 to 14.00)

 

THE SUCCESSFUL CANDIDATE

 

You will have previous experience with NGO’s. You will be diplomatic and possess strong communication and interpersonal skills. You will be sensitive to the needs of vulnerable groups. You will be fluent in English (written and spoken) and Arabic.

 

Should possess initiative, good communication skills, strong analytical skills and the ability to support others, evaluate and negotiate appropriate options and ability to work under pressure. 

 

A PLUS: previous experience with related position is well required

The position is based at Tripoli, Libya

Handicap International is an equal opportunity employer

 

Please send your CV and cover letter to: bm@hi-libya.org , subject : Admin Assistant ( FIN & HR ) candidature by the 20.11.2016

 

 

 

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Date posted 13-11-2016
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