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Finance Officer

Job Type: Contract | Company: PREMIERE URGENCE INTERNATIONALE | Location: Benghazi, Libya | Date posted: 09-03-2017

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

The association leads in average 190 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 5 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France.

PUI is launching a health intervention in Benghazi which aims to improve access to quality healthcare for population affected by the ongoing conflict in Benghazi and its surroundings.

 

Position : Finance officer

Gender : Any

Contract duration : 3 months with possibility of extension

Location : Benghazi

Start date : ASAP

 

Closing date : 31/03/2017

Overall purpose

The Administrator works in close collaboration with the Finance and Administration Coordinator (FAC) in sound financial, accounting and budgetary management of the base as well as management of human resources, in compliance with the procedures of PUI and donors.

Responsibilities and scope of duties

1. Human Resources: S/he supervises the on-site activities related to administrative and human resource management.

2. Administrative and Financial Support: S/he oversees administrative and financial questions at the site, and ensures compliance with relevant procedures, with substantive support from the mission’s FAC.

3. Report and Dissemination of Information: coordinates with the other departments for an effective and efficient support to the programs

Specific goals and related activities

1. ENSURE HUMAN RESOURCE MANAGEMENT OF THE BASE

- S/he works in collaboration with the FAC to set up HR procedures and management tools in compliance with the labor regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in Benghazi base.

- S/he implements HR rules, procedures and tools in Benghazi base regarding: new HR regulations, local staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records and ensures their respect by all departments’ managers

- S/he suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organization.

- S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service, by explaining the HR regulations to all Managers and their related responsibilities

- S/he ensures compliance with PUI’s Internal Rules of Procedure at the site.

- S/he completes training programs for the local staff (logistical and administrative aspects) on an as needs basis.

- S/he handles the management of interpersonal conflicts that arise on his/her site, and refers the matter to the Head of Base, in the event that S/he is not able to resolve dispute.

- S/he is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture.

- In collaboration with the FAC: 

 

  • S/he ensures the administrative management of local staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
  • S/he contributes to the organization of recruitment (advertisement, applications, and interviews) for all departments.
  • S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
  • S/he ensures that all local employees are subject to a written evaluation at least once per contract period and per year
  • S/he assumes or delegates responsibility for the integration of any new employees at the site, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood
  • On monthly bases, s/he ensures timely Tax and Social Security reporting process. 

 

2. ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE

- S/he works in collaboration with the FAC to set up aspects relative to finances, including budgetary, accounting and treasury elements in Benghazi base.

- S/he is responsible for cost optimization; and uses budget tracking to achieve this; S/he ensures adequate financial resources for the running of the site: update of the Financial Follow Up (FFU) and Allocation Table

- As regards budgetary monitoring, S/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the Head of Base and to the FAC,

- Together with the FAC and the Head of Base, s/he tracks the cash flow for his/her site, consolidate the Cash Request (after update of the FFU), and oversees disbursements.

- S/he keeps a good relationship with Bank authorities and informs without delay FAC and Head of mission on any changes occurring with Bank.

- Together with the FAC and the Head of Base, s/he ensures that a system of internal oversight is in place at the site.

- S/he ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.

- S/he organizes and provides training to the national staff in Benghazi on these tools and procedures. S/he makes sure that these tools and procedures are understood and applied by the national staff.

- S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.

- S/he develops tools to perform the administrative service in Benghazi base.

- S/he provides a technical support to Benghazi Managers regarding financial tools.

- Under the supervision of the FAC, s/he organizes the preparation of the audits and the yearly Tax Declaration

- In collaboration with the FAC: 

 

  • S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in Benghazi base: accounting procedures, accounting records (high quality of supporting documents), SAGA, budget follow up, budget projections, cash forecasts, cash management and cash security.
  • S/he ensures that accounting entries and accounting vouchers are completed in compliance with internal rules, and communicated to the FAC according to the agreed calendar, after endorsement by the Head of Base.
  • S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents. 
  • S/he checks that all expenditures are properly allocated as per donor’ budgets and requirements.

 

3. ENSURE REPORTING AND DISSEMINATION OF INFORMATION

- S/he ensures efficient flow of information to the FAC, and, if necessary, to the Program team, to the Logistics team, and to the Head of Mission. 

- S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his field of action in financial, budgetary, accounting and HR management of the mission.

- S/he supports the Manager(s) in the performance of their admin activities, in a functional, not hierarchical, relationship.

- S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / Accounting/ returns on budgetary monitoring / cash flow estimates).

- S/he attends internal coordination meetings, strategic reviews, and participates actively.

- If necessary, S/he represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.

In general, the Administration Financer has to remain flexible and to perform other duties as required for the good running of the mission.

Focus on 4 priority activities relating to the context of the mission 

1. Structure the Administrative department internally and externally with other departments. 

2. Set up follow up mechanism between Logistics, Admin and Programs, especially regarding Procurement process and the respect of high standard rules (steps, validation process, reporting, archiving of HR/Fin/Admin documents…) 

3. Closer Financial Follow up of the mission through a proper and clear accounting system for an optimized use of resources and better financial visibility. 

4. Ensure a smooth implementation of the HR restructuration within his/her Base: Set up, review of the internal regulations in compliance with Local Labor Law and drafting of related HR templates


 

Required Profile

 

Required knowledge and skills

 

Required 

desirable 

Education / Training

 

4  Finance management or Accounting qualification 

4  Human resources management 

4  Project management

4  Logistic management 

Professional experience

4  2 years of experience in a similar position (NGOs/private companies)

4  Experience in audit

4  Experience with NGOs

 

 

Knowledge and skills

 

 

4  Team Management

4  HR, Administration, Finance, and Management skills

4  Knowledge of procedures Knowledge of procedures: institutional donors (UE, OFDA, ECHO, AAP, UN agencies, etc.) 

4 Ability to work in unstable circumstances

 

Languages 

4       English 

4       Arabic

 

X

X

 

 

 

 

 

Software

4       Pack Office

4       Excel

4       SAGA

 

X

X

X

 

 

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

4    

4   Good stress management

4   Resistance to pressure

4   Analytical thinking

4   Organized and methodical

4   Reliable and Punctual

4   Strong sense of responsibilities

4   Strong listening and empathy skills

4   Ability to adapt, manage priorities and be pragmatic

4   Diplomatic and with a sense of negotiation

4   Good communication skills

4   Honesty and rigor

4   Proactive, Committed and Flexible

Service and Result Oriented


TO APPLY: We look forward to receiving both: Cover letter+ your CV with 3 references from previous employee attached by email to: hr.pui.libya@gmail.com before the deadline 31/03/2017.
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Date posted 09-03-2017
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