ADMIN OFFICER – Erbil

Preliminary job information

Job Title

ADMIN OFFICER/ 25% Travel

Country and Base of posting

IRAQ, Coordination Base

Reports to

Admin coordinator

Reports to (technical links)

Admin coordinator

General information

The organisation

Première Urgence Internationale is a non-governmental, non-profit, non-political and non-religious international aid organization.

PUI has been working in Iraq since 1983. Its core objective is to provide a humanitarian response to the needs arising from population displacements in Iraq, through reinforcement and strengthening of the existing health system, provision of Mental Health and Psychosocial Support (MHPSS), and by enhancing access to shelter, drinking Water, Hygiene and Sanitation (WASH). PUI is currently implementing Health, MHPSS, WASH and shelter projects in Federal Iraq and the Kurdistan Region of Iraq, through bases in Erbil and Baghdad.

Job description

Overall purpose

By delegation of the Admin Coordinator, he/she guarantees to the good financial management, accounting for the mission. And responsible for any human resources and administrative tasks

Responsibilities and scope of duties

·         Ensure the HR management of the staff, in compliance with national rules and the donor and Première Urgence International procedures, under supervision of the Admin Coordinator

·         Contribute to HR management of the mission

·         Ensure the respect and development of HR policy

·         Ensure preparation of monthly payment of salaries, under supervision of the Admin Co.

·         Ensure the accounting operations and cash management of the mission in collaboration with the Admin Coordinator in compliance with donor and PUI’s procedures

·         He/she provides technical support to the admin officers of the bases under supervision of the Admin Coordinator

Specific goals and related activities

1.               ADMINISTRATIVE MANAGEMENT OF THE STAFF:

·         He/She ensure the quality and accuracy of the monthly HR data base.

·         Guarantee the administrative management of expatriates within the Première Urgence International mission (file, visa, plane tickets…)

·         Ensure archiving and monitoring of individual folders and deliver all documents relative to the professional life of Première Urgence International employees

·         He/ She ensures that all supporting documents related to each local staff are archived (local staff personal file and recruitments files, etc.). And ensure that all the documents are properly files according to the archive procedure (hard and soft copies)

·         He/She ensure preparation of local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions.

·         Participate in the monitoring of work contracts on the base

·         He/She implements appraisal follow up and training for managers, ensure that all staff are regularly appraised by the relevant people.  supports line managers in performing qualitative appraisals and managing their outcome.

·         Keep an organization chart and contact list updated for the mission

·         Assist the Admin Coordinator in the organization and conduct of meetings with personnel representatives.

·         Participate in the application of policies relating to salaries and benefits for Première Urgence International

·         Collect the necessary information to monitor changes in the cost of living

·         Keep informed of all bills and changes associated with employment law, employment in general, and staff training.

·         Provide the information and statistical data required for drawing up budgets and salary costs

·         Forward updates, regarding all expatriate and local staff and their contract terms (dates, position, monthly allowance);

·         Keep track of the days off and all other kinds of leaves for the national staff and to make sure the process is respected.

·         Prepare and follow-up the Lease agreement contract.

·         Keep informed of all bills and changes associated with employment law, employment in general, and staff training.

·         Receive each week the attendance sheets for each department, review them and control that we have the documents (leave request, sickness certificate).

·         Assist the admin coordinator during meetings with personnel representatives, authorities.

2.              RECRUITMENT:

·         Ensure that the recruitment policy is implemented and respected

·         Publish the announcement online and to receive CVs.

·         Ensure that all the recruitment document (selection grid, comparative table, technical tests) are available in all the files.

·         Assist the HR/Admin Coordinator in the recruitments and help holding interviews when needed

·         File and archive the resume received on the email address for each department.

·         Guarantee that procedures for recruitment and terminating contracts are adhered to

·         Welcome and participate in administrative briefing of new personnel expatriate and national staff

·         Prepare new employment contracts

·         Inform new employees about internal regulations

·         Draw up administrative documents relating to employment contracts

·         Prepare and/or gather supporting documents related to each local staff contract: Première Urgence International card, ID and driving license copies, blood type justification, certificates.

·         Help preparing local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions

·         Inform new employees about internal regulations.

3.              INFORMATION FLOW AND TRAINING

·         He/She will be actively involved in the communication process of the HR and financial rules with the other departments (Logistics, Programs) at the Coordination levels.

·         He/She manages and follows the organization of HR and Finance trainings for managers (regular refreshment and implementation of new processes)

·         With the support of the Admin coordinator, He/She drafts and implements general training plan for all local staffs (LNA). All the staff must be trained on a regular basis on general topic. He/She defines the training topics in collaboration with other departments.

·         He/She will be in charge of briefing new employees.

·         Along with the Admin Coordinator, he/she will ensure the minimal replacement of members of the HR and Finance    services in case of absence (days off, gaps filling, sickness etc.).

·         Under the supervision of the Admin Coordinator, he/she will monitor the implementation of the HR/financial rules and procedures and will involve of prepare new/update tools to improve the efficiency of the Admin Department.

4.              ACCOUNTING:

·         He/She will be in charge of the monthly accounting closure for the mission.

·         He/She will prepare the exchange rate calculations and the accounting audit.

·         He/She will check the allocation of expenses after integration in SAGA and will ensure the enforcement of cash payments rules to the Coordination and on the bases.

·         He/She will be in charge of managing hard/soft copy accounting in Coordination and on the base and ensures that the procedure of hard copy accounting is respected. As well as will be in charge of preparation and sending to the HQ of hard copy accounting every 3 months.

·         He/She will be in charge of preparing the annual accounting closing with his/her administrative team and HQ.

·         He/She will prepare for and support audits or possible inspections. He/She is responsible to coordinate with the bases and organize audited files with support of Admin coordinator.

·         He/She will be in charge of the SAGA software of all bases and coordination with HQ.

5.              CASH MANAGEMENT

·         In close coordination with the bases, he/she will make sure that the treasury forecasts are properly filled in and centralize them in the Coordination on a monthly basis.

·         After validation of the Admin Coordinator, he/she will be actively involved in the preparation of the monthly cash requests.

·         He/She will ensure the cash transfers to the bases with the validation of Admin Coordinator. He/she will also assist the Admin Coordinator in monitoring the security issues in transferring and holding funds.

·         He/She will check that the cash request of previous months were done correctly (difference between cash forecast and accurate expenses)

·         He/She will contribute to the security of the cash and the confidentiality of information.

·         He/She will be in contact with the Bank Manager and follow up the Bank Policy, under the supervision of the Finance Coordinator.

·         He/She will be responsible to follow up the payments done at Coordination for the other bases, taking into account the cash availability in the mission.

6.              FINANCIAL MANAGEMENT AND BUDGETING:

Preparation of FFU:

·         He/She will be involved of updating the monthly Financial Follow Up document (FFU) for Coordination and of reviewing the one related to each base, under the validation of the Admin Coordinator.

·         He/She will be involved in the preparing the new OFUs, and will be responsible of OFUs update following up with the line manages. (sharing the monthly rate, list of expenditures, etc.)

Participation to the Financial Cycle Project 

·         He/She will prepare the new budgets for the integration in SAGA (with special focus on the coherence of the budget lines), under the supervision of the Admin Coordinator.

·         He/She will be involved in the prepare intermediary and final reports under the supervision of the Finance

·         Coordinator.

7.              CONFIDENTIALITY

·         He/She will ensure the confidential information that is dealt with the course of the work remains within the Admin department only and is not shared within or outside PUI.

·         This job description may be subject to modifications in the future, depending on the evolution of the projects. These modifications will then be defined and discussed between the employee and the manager in Iraq

·         Any branch of responsibilities defined in this job description might be assimilated to a professional fault and be sanctioned as such

8.              OTHER DUTIES

·         Calculate taxes and duties and create pay records for the relevant organizations, ensure the payments of taxes every 3 months (or less taking into account end of projects), He/She will be in charge of the payment itself.

·         He/She will be in charge of the yearly financial report required by DNGO of Kurdistan and ensure actively involved the yearly financial report required by DNGO of federal Iraq administration.

·        Follow the date and prepare the external inspection (Ministry of Labour, Donors, etc)

·         Employee must possess a valid driving license and be willing and able to drive PUI vehicles for work-related purposes, particularly if the PUI driver is not available.

Team Management

Direct management: N/A

Indirect management: N/A

Other contacts

Internal: Baghdad team

External: local authorities, humanitarian actors.

Required Profile

Required knowledge and skills

Required Personal Characteristics (fitting into the team, suitability for the job)

·      Ability to provide/structure instructions clearly and concisely both orally and in writing

·      A high sense of discretion and integrity when dealing with sensitive information

·      High degree of autonomy, responsibility, initiative, alertness, emotional stability with ability to prioritize a heavy workload and to delegate accordingly

·      Professional attitude and ability to build successful working relationships with contacts outside of the projects.

·      Self-motivated, flexible and adaptable to the needs of the team and organization

·      Strong commitment to support/develop capacity of staff

·      Team player: proven management ability and inter-personal skills, team management and conflict management skills

·      Excellent communication skills and sense of diplomacy

·      Analytical, Problem solving and leadership skills

·      Organization, rigor and ability to meet deadlines

·      Ability to integrate the local environment into operations, in its political, economic and historical dimensions

·      Strategic vision, ability to predict future needs and to plan for a continuous development of the operations