Administrative & Liaison Officer

PRESENTATION OF THE ORGANIZATION

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI’s interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI’s teams – 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers – work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.

DESCRIPTION OF THE POSITION :

ROLES AND RESPONSIBILITIES:

Border Crossing Coordination:

• Assist in facilitating and coordinating border crossings for expat staff, ensuring adherence to local regulations and reducing potential delays.
• Prepare necessary documentation and formal permits required for border crossings.

Cash Management:

• Assist in maintaining the cash box and ensuring its security under the guidance of the Admin Supervisor.
• Prepare cash-flow requests for daily needs.
• Record cash payments and advances according to established procedures.
• Assist in daily and monthly cash counts and account reconciliations

Payment Processing:

• Oversee withdrawals, advances, and pay-outs according to SI policies.
• Prepare cash and bank payments for validation by the Hub Finance Manager

Accountancy Support:

• Assist in recording accounting entries and verify that supporting documents are complete.
• Support the correct allocation of accounting codes and budget lines.
• Assist the line manager in compiling the monthly accounting pack.

Employee Follow-Up and onboarding:

• Collect the documents for new contracts, amendments, and end-of-contract processing for national staff.
• Coordinate and arrange document signings, ensuring all paperwork is completed accurately and on schedule.
• Maintain and update attendance, payroll data and digital archives in HOMERE on a monthly basis.
• Prepare attendance, benefits, and other relevant data to support accurate payroll processing.
• Track and follow up on contract renewals and appraisals to ensure they are completed on time
• Prepare and distribute onboarding materials, ensuring all necessary documentation is completed and accurately filed.
• Act as the focal point with medical insurance, add and remove employees on a timely manner (addition, cancellation, insurance requests, recovery claims and card issuance follow-up)
• Assist with recruitment process, including organizing tests, managing interview logistics, and maintaining accurate records of candidate documents.
• Prepare and distribute monthly per diems for expatriates in Erbil in a timely manner.
• Assist in facilitating end-of-mission procedures for departing expats, ensuring a smooth exit process when required.

Reporting and Communication:

• Participate in team meetings and assist in preparing basic reports on assigned responsibilities.
• Communicate any challenges or updates to the line manager promptly.

Archiving:

• Maintain and update physical and digital records for administrative, employee, and any financial documents as per SI guidelines and ensuring strict confidentiality and security of information.
• Properly classify and file recruitment folders to facilitate easy access and organization.
• Print, scan, and file required documents in accordance with the organization’s archiving policy.

Additional Responsibilities:

• Record office and guest house needs, maintaining an inventory of stock for kitchen and cleaning supplies.

Oversee and coordinate the cleaning schedule, performance, and leave planning of cleaners

ORG CHART POSITION (reporting and functional relationships)

Line manager: Admin and Liaison supervisor

Line report(s) on base: Cleaners

PROFILE FORSAKEN :

Education: Bachelor’s Degree in Business Administration, Public Administration, or any related field.

Experience: 1-2 years of experience in administrative and liaison roles, preferably within HR, accountancy, or office coordination. INGOs Experience is required.

Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). , Strong understanding of administrative processes, HR, and basic accountancy tasks and Familiarity with donor compliance and organizational policies is an advantage.

Languages: English and Kurdish is required , Arabic is considered a plus.

Organizational Skills: Demonstrated ability to prioritize tasks, manage time effectively, handle multiple administrative duties and Capable of maintaining smooth office operations in a dynamic work environment.

Problem-Solving: Effective analytical and critical-thinking skills to identify and resolve administrative challenges efficiently.

Communication: Excellent verbal and written communication skills for internal coordination and external liaison tasks and Proven ability to build and maintain professional relationships with stakeholders, partners, and team members.

Mobilization : Able to be mobilized as requested through KRI and GOI.

In order to apply for the position please send your application with a resume to SOLIDARITES INTERNATIONAL link below:

https://ee-eu.kobotoolbox.org/x/nLiDDZlW

Deadline for submitting applications: 2 – January – 2024