Administrative Responsible

MISSION

Goal / Purpose:

The Administrative responsible supports the Country Representative in the processing of accounting & financial operations, Human Resources, and administrative management of the mission.

He/she offers administrative support to the manager and to the team on all matters relating to the Finance and Human Resources.

ROLES AND RESPONSIBILITIES:

List of principal activities:

Analysis of the socio-economic context

• Collect information to update the market price changes (food basket, per diem…)
• Compile the information provided by the bases of market prices and draft a monthly analysis and report to the Country Representative.

HR management for national staff

• Lead the induction planning of new personnel and ensure the administrative briefing of new personnel.
• Inform new employees of internal regulations, contract…
• Prepare administrative documents relating to employment contracts.
• Draft employment contracts for employees and ensure that they are adhered to.
• Check the dates of employment contracts and inform his/her line manager of their deadlines.
• Keep the record of the staff’s daily attendance sheet and leaves/absences, collect payment details, and integrate them into the Human Resources Management software for the Coordination.
• Ensure the monthly preparation of the salary & HR pack and share with Coordination HR and ensure the payment of salaries after validation by the Coordination HR.
• Cross check the monthly salary pack of mission’s base and report to the Coordination HR for the discrepancies.
• Calculate income taxes and duties and create pay records for the relevant organizations.
• Keep an organization chart up to date for the Erbil and Mosul Bases
• Ensure the confidentiality of all HR data.
• Participate in the organization of training.
• Participate in the revision of policies relating to salaries and benefits for Solidarités International
• Participate in recruitment process with the line manager.

 Team management

• Participate in training of the administrative teams.
• Offer administrative/HR support to the bases in the administrator’s absence.
• Insure a good working environment for the team.

Accounting management

• Monitor due dates for payments of contracts managed by Erbil base.
• Ensure payments through cash, check, or transfer after validation of the authorised staff as per the signatory table.
• Verify, before recording, that records conform to regulations and procedures of Solidarités International
• Prepare monthly closing, revision, and integrity of accounts for the Erbil Base
• Import the accountancy in Saga.
• List liquidity needs in consultation with the Country Representative and exchange currencies where needed.
• Checking balances with Country Representative, weekly, and before any holiday to match the cashbox, safe and bank account.
• Prepare monthly closing, revision, and integrity of accounts for the base, and other bases regarding MTAs.
• Participate in audits or any checks issued by partners or head office.

Cash Flow 

• Manage the SYRAQ Base cash flow and ensure that banks and cash boxes are well supplied.
• Prepare SYRAQ CFF that is shared with Amman coordination
• Manage transfers and monitor the security of funds.
• Liaise with the bank to transfers funds to the bases.
• Prepare the month end cash counts, bank reconciliations to be shared with Coordination.
• Update the cash SOP twice a year or upon situation changes with the supervision of Country Representative
• Follow up the bank signatories including the authorizations / cancellations with the supervision of Country Representative.

Budgetary monitoring

• Update budget follow up in conjunction with logistics, program teams and Field Coordinator.
• Monitor functioning costs at Erbil base.
• Oversee adherence to donor administrative procedures.
• Carry out physical checks of supporting documents received from the bases.
• Prepare and update the budget parameters to be validated by HQ.
• Compile Iraq AB for all bases (Erbil/ Moussol / Dohuk)
• Review & compile Iraq accountancy

 Archiving:

• Supervise Admin Officer in archiving of financial and HR related documents.
• Solicit the archives when needed (e.g. external audits)

 Reporting / communication:

• Take part in internal meetings relating to administrative aspects or upon request and participate to training.
• Report on a weekly basis to the Country Representative and when needed.
• Ensure that declarations and payments of taxes and contributions are made to the relevant organizations.

please send your application with a resume and cover letter, by email to:  [email protected]  

The subject of the email should be : Administrative Responsible

Deadline for submitting applications: 7^th March 2024.