HR / Finance Assistant

About Secours Islamique France

SIF is a humanitarian organization, and the principle of “Do no harm” is therefore central: we ensure that respect and the safety of the children we support in our projects is a primary consideration for all our collaborators and partners. Our charter is a real commitment: we mobilize all of our staff in the promotion, dissemination and respect for the principles laid down.

HR & Finance Assistant Based in SIF Field Office Nushki, Balochistan will work under the supervision of Senior Project Officer and is responsible for all HR Management, Financial Management and Administration related tasks.

Objective 1: Accounting and invoices & Allowance Payment Activities:

•    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, Sales Taxes social security, etc.
•    Monthly closure of the accounts (Check all invoices and writings, prepare the final excel file, match advances and group invoices, import the accounting in Saga).
•    Preparation of Monthly Closing Documents (Inventories, Bank Reconciliation, etc.).
•    Ensure the respect of the procedures before any payment (validation form, etc.).
•    Review all the payments documents for proper coding and supporting documents.
•    Prepare sending of accountancy archives to country office (edit packing list, follow up listing of archives).
•    Supervises the archiving of the accounting documents in the field and its transmission to the CO.

Objective 2: Managing the Cashflow Activities:

•    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 Project.
•    Submit the cash forecast on HQ format to Admin Coordinator after consultation with other department.
•    Record and follow up 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 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/BCI is prior validated/approved by budget holder before doing any cash payment.

Objective 3: Update & Record HR Data & Files Activities:

•    With the guidance of HR Manger, 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 trainings.
•    Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct and conflict of interest statement etc.
•    Help Country Office HR in preparation of job contracts under the supervision of HR Manager.
•    To liaise with Country Office in ensuring that all staff have the Identity Cards.
•    Assist in filling and maintaining HR Files & databases.
•    Assist in updating and maintaining employee benefits, employment status, and similar records in staff files.
•    Assist in maintaining records related to grievances, performance reviews, and disciplinary actions.
•    Assist in performing file audits to ensure that all required employee documentation is collected and maintained.
•    Assist HR Manager in performing payroll and benefits audits.
•    Complete exit clearance paperwork and assist with exit interviews.
•    Keep record of EOBI, health insurance and life insurance and share with Country Office.
•    File originals of all documents listed above and ensure all files are constantly updated
•    Ensure confidentiality of sensitive files.

Objective 4: Recruitment Activities:

•    Assist HR Manager in all mission and Field offices with ongoing and new recruitment.
•    Post job ads and organizing resumes and job applications.
•    Schedule job interviews and assisting in interview process.
•    Responsible for maintaining recruitment and selection notes and administrative records for each post.
•    Assist with collection of candidates background information and reference checks.
•    Prepare new employee files according to the instructions of the HR Manager.
•    Assist HR Manager with 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) ensure contracts comply with 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).

Objective 5: Payroll Management Activities:

•    Assist HR Manager in Payroll and Benefits Administration.
•    Ensure the Salary charging is correctly done.
•    Collect & update leave data of all staff and timely share with line Manager.
•    Collect and check staff overtime of all staff and share with line Manager.
•    Process staff Perdiems timely and keep record of Perdiem data.
•    Preparing monthly pay slips for CO staff.
•    Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.

Objective 6: Compensation & Benefits Activities:

•    Maintain all staff medical insurance and timely ensure new hires have medical coverage from day one
•    Ensure Current and new staff is enlisted into life insurance.
•    Ensure all staff is listed with EOBI and to process the claim of any staff that reaches the age of benefit eligibility as per policy.
•    Ensure to keep staff Leave benefits and provide data as and when required.
•    Assists in design and implement 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 of the same day is to be added in payroll.
•    Ensure to process all health claims of staff i.e. OPD claims & IPD Claims and to follow up with Insurance company for their reimbursement on time.

Objective 7: Report Activities:

•    Assist in closing of accounts and preparation of monthly expense report.
•    Prepare Monthly BFUs related to the base.
•    Provide support to prepare annual and quarterly work plans and reports.
•    Assist Admin Coordinator in donor reporting.
•    Assist Country HR in compilation of HR report.
•    Keep updated both the line managers “administrative & Technical” about ongoing activities and future plan of work.
•    Submission of weekly and monthly plan to line managers.

Objective 8: Internal and External Audits Activities:

•    Assist Admin Coordinator and HR Manager in Preparation of 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 of all soft and hard data maintenance and provision to HRM for audit purpose.

Objective 9: Coordination & Communication Activities:

•    With the guidance of Admin Coordinator & HR Manager, provide local staff with information about their terms of employment, leave, as well as other relevant information.
•    To act as liaison between the expat staff and cleaners (translating when necessary)
•    Assisting with employee relations matters as needed.
•    Assisting in translation of memos, staff questions, official meetings.
•    Supervision of office cooks and cleaners, preparation of their work plan, evaluations, supervision of request for cleaning and hygiene materials and cooking etc.
•    Ensure participation in coordination meetings of HR if any.
•    Communicate all matters related to employees to HR Manager in order to maintain office decorum.

Objective 10: Data Protection:

•    Responsible for managing and processing all the data related to projects or program beneficiaries.
•    Ensure beneficiaries personal data and information is protected and archived in safely manners.
•    Train data management staff on data safe handling, protection and management of data privacy

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 interact with children in presence of their parents or caregivers.
• Always respect beneficiaries’ confidentiality.
• Report any incident or act that causes harm to beneficiaries or to others.
• Aware of child protection/safeguarding concept.
• 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.

Note

Any attempt to influence or interfere with the recruitment process will result in automatic disqualification of the candidate.

We ensure a fair and transparent selection process, and any form of canvassing or external influence will not be tolerated.