Functional Role

 

 

To support the Finance Admin Department on the day to day running of all financial, administration and human resources of the ARD .

 

Specific duties are:

 

Finance Responsibilities

• Prepare cash payment and cash reconciliation with vouchers on daily basis.
• Prepare bank payment vouchers and reconciliation.
• Participate in the monthly closure activities.
• Ensure maintenance of proper documentation filing system is for all financial activities.
• Provide assistance to staff on processes and documents for travel, advance, expense claims, document retrieval, etc.
• Assist with end of year preparation and Audit.
• Act as banking agent.

 

 

 

HR Responsibilities

• Assist in recruitment-related tasks (interview/written test scheduling and invitation, archiving, etc.)
• Assist in welcoming the new staff joining the mission.
• Track and monitor the contract status for all the personnel in the mission, and communicate with the HR Officer all the needed tasks to be done (renewal, non-renewal, termination).
• Maintain and monitor the attendance and timesheets, alert HR Officer to poor attendance records of relevant staff.
• Enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• Assist in maintaining and updating personnel records, keeping full, accurate, confidential information on all staff and keeping it in order and aligned with HR procedure.
• Update Social Security Tax office employee files in order to meet legal requirements and duties
• Support in preparation of personnel documentation for audit purposes.

 

Administration Responsibilities

• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance.
• Responsible for maintaining contact sheet – ensuring all contact details are updated and distributed to Staff.
• Assist in facilitating visas and other legal documentation for ARD staff.
• Ensure ARD  Office and Guesthouses are cleaned and maintained at a routine schedule.
• Ensure the office and kitchen supplies are available.
• Other duties as assigned.