Finance and HR Officer

Finance and HR Officer

ROLE IN THE ORGANIZATION

Based in Erbil, the HR & Finance Officer will work under the supervision of the Head of Mission and is responsible for all HR Management, Financial Management, and Administration related tasks. They are an expert in NGO Administration and Financial management of operational programs.

They are:

• The Finance and HR officer is overall responsible for preparing financial statements, maintaining Cash Controls, Finalizing the Payroll, Financial Reports, follow-ups, and administration.
• Performing all actions and producing all documents, feedback, and links that will allow the SIF to achieve its objectives and provide self-audit and monitoring capacity.
• Provide support in the various human resource functions, which include Recruitment, Staffing, Payroll, Training, development, Compensation and benefits, Monitoring and Record Keeping, Internal and external Audits, and Coordination.

MAIN RESPONSABILITIES

Objective 1: Finance and Accounting

• Prepare the Financial follow-up of SIF activities (expenses follow-up, budget follow-up).
• Maintain up-to-date knowledge of and implement national government requirements and regulations related to financial matters such as income tax, social security, etc.
• Monthly closure of the accounts (Check all invoices and writings, prepare the final Excel file, match advances and group invoices, and import the accounting in the ERP system).
• Preparation of Monthly Closing Documents (Inventories, cash counts Bank Reconciliation, etc.).
• Ensure the respect of the procedures before any payment (validation form, etc.).
• Review all the payment documents for proper coding and supporting documents.
• Prepare to send accountancy archives (edit packing list, follow up listing of archives).
• Supervises the archiving of the accounting documents in the field and their transmission to the HQ.
• Management of the Cashbox (Check the invoices, process all advances, all payments, enter the information needed in the cashbook, daily/monthly inventory, weekly/monthly check, etc.).
• Prepare the Cash flow forecast after validation of the Project.
• Submit the cash forecast in HQ format after consultation with other departments.
• Record and follow up on all administrative expenses in the Monthly Expenses Follow-up.
• Cross-check the monthly payroll for all staff.
• Organize and ensure the withdrawals from the bank, the money changing, and transfers to field bases.
• Follow up on all documents concerning the bank (local funds received, transfer request letters, etc.).
• Ensures good relations with the bank, investigates and acts as an advice about bank procedures.
• Prepares requests for the bank (financial operations, administrative management of SIF accounts).
• Ensure advance request is prior validated/approved by the budget holder before doing any cash payment.
• Closing of accounts and preparation of monthly expense reports.
• Prepare Monthly BFUs related to the base.
• Assist HOM in donor reporting.

Objective 2: Update & Record HR Data & Files Activities:

• With the guidance of the HOM, maintain up-to-date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, conduct interviews, recruit staff, and facilitate new employee orientations and training.
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct, conflict of interest statement, etc.
• Lead the preparation of job contracts under the supervision of HOM.
• Ensuring that all staff have the Identity Cards.
• Filling and maintaining HR Files & and databases.
• Updating and maintaining employee benefits, employment status, and similar records in staff files.
• Maintaining records related to grievances, performance reviews, and disciplinary actions.
• Auditing the performing files to ensure that all required employee documentation is collected and maintained.
• Preparing and processing the Monthly payroll.
• Completed exit clearance paperwork and assist with exit interviews.
• File originals of all documents listed above and ensure all files are constantly updated
• Ensure confidentiality of sensitive files.
• Managing all mission departments with ongoing and new recruitment.
• Post job ads and organize resumes and job applications.
• Schedule job interviews and assist in the interview process.
• Responsible for maintaining recruitment and selection notes and administrative records for each post.
• Assist with the collection of candidate’s background information and reference checks.
• Prepare new employee files according to the instructions of the HR department in HQ.
• Assist with the orientation of the new employees to the organization.
• Ensure the regular updating of their records based on personnel movements (end of probationary period, promotion, termination, resignation) and ensure contracts comply with the HR manual.
• Keep personnel files of all staff up to date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters, etc.)
• Preparing monthly Payroll and Pay slips for national staff.
• Ensure the Salary charging is correctly done.
• Collect & and update leave data of all staff and timely share with line Manager.
• Collect and check the staff attendance sheet and share it with the line Manager.
• Process staff Per diem timely and keep a record of per diem data.
• Make the administrative follow-up of staff sick leave, annual leaves, and others and ensure all documentation is completed timely and according to the procedures.
• Assists in the design and implementation of the Performance Evaluation System.
• Coordinate with base HR to process the final settlements for the leaving staff as per policy.
• Process staff compensation for their working on public holidays i.e. Overtime.
• Compilation of HR report.

Objective 3: Internal and External Audits Activities:

• prepare reporting and audit documentation.
• Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.
• Prepare all staff files as per audit needs.
• Keep all files and folders up to date for internal and external audits.
• Responsible for all soft and hard data maintenance and provision for audit purposes.

Objective 4: Coordination & Communication Activities:

• Provide local staff with information about their terms of employment, and leave, as well as other relevant information.
• Assisting with employee relations matters as needed.
• Assisting in the translation of memos, staff questions, and official meetings.
• Ensure participation in coordination meetings of HR and Finance if any.

Communicate all matters related to employees to HOM to maintain office decorum.

– Education

Bachelor’s degree or equivalent degree in Human Resource Management, Accounting, finance, Business administration or any other relevant field from a recognized university.

– Experience

Minimum 3 years of relevant work experience in NGO/INGO with expertise in Finance and HR.

– Languages

Fluency in English, Kurdish, and Arabic.

– Knowledge

–    – Good computer skills; MS office, outlook, ERP, etc.

   – Effective under pressure, results oriented, and proactive with

      the ability to multi-task.

   – Good Interpersonal communication, negotiating, and

      analytical skills.

   – Ability to organize work schedule regularly and flexibly;

      discrete and respectful to confidentiality.

   – Good Team player and motivated to work in remote and

      uncertain environments respecting standard operating

      procedures as devised and instructed.

– Competencies

–      Respect and promote SIF values and mandate, and report to

       the line manager any non-respect of SIF’s policies amongst

       the teams or partners.

–       Address needs and requests in a professional way.

–       Always respect the confidentiality.

–       Aware of child protection/safeguarding concepts.

–       Excellent interpersonal and conflict-resolution skills.

–       Strong analytical skills.

–       Able to establish and maintain effective working relations

         with people of different cultural backgrounds.

–       Strong cross-cultural communication skills.

–       Rigorous and polite.

lease send your motivation letter and English CV by email to: 

[email protected] 

Clearly demonstrate how you meet the qualifications for this position, no later than April 19^th, 2024

**CVs without the subject line “Finance and HR Officer” will not be considered.

The application CVs will be on a rolling basis.

Links to CVs will not be taken into consideration.

 Only shortlisted candidates will be contacted.