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HR and Finance Officer (Local Recruitment)

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Activation Date: 24 May, 2021   Announced Date: 23 May, 2021   Expire Date: 05 Jun, 2021

Job Location: Badakhshan
Nationality: National
Category: Admin-Clerical
Employment Type: Full Time
Salary: As per company salary scale
Vacancy Number: AAH/AFG-2021-054
No. Of Jobs: 1
City: Wakhan District
Organization: Action against Hunger
Years of Experience: 3 Years
Contract Duration: 05 Months with possibility of extension
Gender: Male/Female
Education: Bachelor’s degree in human resources, administration or related fields from recognized university
Close date: 05 Jun, 2021

About Action against Hunger :

Action Against Hunger (AAH) is a Non-Governmental Organization (INGO) that was create in France in 1979. Action Against Hunger has been active in Afghanistan in the medical, nutrition, food security, and water and sanitation fields since 1995.

Job Description:

Responsibilities:

Mission 1: Facilitate Human Recourse services for the base

Make sure all documents for HR are completed and verified by FFC and HR HOD before opening a job vacancy (updates JD, requirements, grade defined, budget verified, approved recruitment request form and prepare vacancies and advertise it internally (office board) and externally for the base.
Support hiring by receiving applications, pre-shortlisting based on criteria defined in the vacancy/job profile, and share the screened application with flying PMs/FFM/FFC and HR department for further facilitation and organize the written test (coordinate with log  and security if needs and Informing candidates via (Email & Phone) for the test and interview date and time.)
Ensure all documents related to base staff in regard to HR are completed before the staff signing the amendment contract and Prepare employees personal file and make sure the new hired employee submit their data and ensure his/her personal file is completed before offering the job and share the approved job offer with selected candidates to sign.
Conducting and schedule induction briefing for new hired staff and make sure he/she receive a full induction briefing with all departments
Support HR department and Flying coordination unit on daily HR operations on the base and keeping update and communicate regularly with Flying Coordinator & HOD/ DHOD for all stage and DFC, attend regular meeting for exchanges information, idea and expecting advice.
Produce and submit monthly report to line mangers.
Any other related duty to this filed to be assigned by line manger

 

 

Mission 2: Manage the base’s cash and financial services and Ensure the bank book management

Facilitate and check purchase approval and release required funds in accordance to finance policy.  
Enter advance requests in the advance book ;
Receive and check the correctness of invoices submitted for payment (compliance with PR, PD and SPO, required information) ;
Enter movements in cash book and having ability to use Accounting Software (SAGA).
Translate accounting documents to English
Close the cash book once a month: do physical counting, printing of all relevant financial documents, check supporting documents ;
Support finance on pay salary advances or salaries when needed.
Check and reimburse medical expenses.
File all relevant documents and send scan copy to mission finance department.
Propose possible improvements of the accounting advance procedures.
Distribute top up to the base staff as per AAH policy and amount based on approved list/documents
Support mission Finance department on the importing of the Excel cash books in SAGA accounting software on monthly bases.
Consolidate base treasury forecast and send to Finance department.
Receive and check the cash request from the field before submission to Finance department for transfer.
Control and monitor base funds transfers.
Follow up Donors transfers at field level.
Check purchase approval
Receive, verify the eligibility of invoices presented for payment (in compliance with the purchase order, mandatory particulars, validity of the voucher, format);
Monitor and make payment of taxes : Withholding Tax on contractors; Rental Services Withholding Tax, Tax on Employees
Check the payment deadlines for leases, charges splitting,
Ensuring payments by check and/or by bank transfers to suppliers (photocopy, discharge …)
Record purchase invoices in the bank book (coding, charging, filing);
Check and ensure the eligibility of bills, file invoices and check the quality of the documents
Ensure the monthly bank reconciliation with the justifications and the bank statement
Before integration into accounting, ensure the existence of proper wages and salaries budget allocation contained in the payroll, according to the staff financing plan
Ensure trade with the bank: prepare and track requests for transfers / remittances, collecting bank statements and reconcile with Bank Books and report to Accountancy and Compliance Manger.
Any other related duty to this filed to be assigned by line manger

 

 

Mission 3; Manage HR files and finance document for the base:

Make sure all personal files of base staff are updates and check list in place with Coordinating of HR department.
Make sure new employee provide original documents (School certificates, Bachelor/master degree, work certificates.
All personal files shall be checked and make sure all missed documents are in place.
Ensure that all finance related documents are complete before payment and shared with mission finance department on the right time for payment.
Regular communicate with the HR and finance departments and Flying Coordination Unit on fields for any miss documents, make the list of missed documents, and share to related fields.
Update filing of all  documents related to HR and Finance at base level

 

Mission 3: Accountability and transparency in HR and finance:

 

Ensure HR and finance policies are respected in all steps of hiring and payment.
Make sure the HR and finance services are take place in transparency, accountability, and integrity.
Make sure all relevant documents and data for the base are in place and updates in regard to the HR & Finance departments standards.
Make sure non selected candidates inform for the result (by Email) in accordance to HR policy.
Act as a point of contact to give feedback to all candidates for the result.

 

 

Mission 4: Support base staff payroll preparation and salary distribution;

Collect base staff approved leaves and submit to HR department on weekly basis.
Follow up on loans, salary advance and reimbursement of medical expenses, overtime, and night & holiday works of base staff.
Update base staff HR follow up tools and share it with line manager for tracking of staff leave and working days.
Receiving monthly the HR Database from HR Department.
Checking budget allocations of HR Database with BFUs and Financial Plan.
Preparing the Bank Payroll according to HR Database for the validation of the Fin HoD.
Submit the Payroll to bank and follow up for smooth process.
Following the treasury availability for salary payments
Support salary distribution of base staff with close coordination of finance department
Make sure all staff are known by their salary and provide them pay slip on due time.

 

 

Mission 5: Manage base HR and Finance  

Provision of day-to-day management to staff under supervision (cleaners and cook)
Establish a work plan for himself as well for subordinates.  
Control the planning of the subordinates in base.
Manage division of tasks between staff under supervision in case of absence of staff.
Organize on the jobs training sessions and technical support for staff under his/her supervision.
Carry out appraisal interviews and providing of evaluation interviews of staff her his /her supervision with support of DFC and flying HR officer.  
Taking part in the recruitment of base support staff (cook and cleaner) with support of DFC and flying HR officer.
Working out and monitoring individual action plans for team members and manage planning operations, task sharing and coordination of work among the subordinates.
Identifying the training needs of for staff under his/her supervision.
I identify and Manage difficulties in the base support staff.
Make regular phone meeting with flying HR officer and HR and finance departments for regular follow up.
Perform any other duties assigned by line managers

Job Requirements:

Background/qualifications

Educational / Professional Background & experience:

Bachelor’s degree in human resources, business administration or relevant subject from recognized university.  
Minimum 3 years prior experiences in human resources/administration and accounting.

Skills:

Required Competences & Skills :

Excellent knowledge and prior experiences in human resources/administration.
Excellent in networking with stakeholders has up-to date technical knowledge especially on context analysis and risk assessment.
Excellent knowledge in reporting skills, and being able to provide accurate report.
Ability to work well within a multi-cultural staff in multiple and remote locations
Humility in the face of challenging contexts.
Being self-organizer and self-starter and demonstrated willingness to learn and constantly develop professional skills.
Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
High ethical standards and ability to exhibit a high level of confidentiality and Sensitivity to cultural differences and the ability to work in a wide variety of colleagues of various backgrounds.
Ability and willingness to travel to field offices in the province at short notice and in sometimes-difficult circumstances.
Ability to work under pressure and ensure quality work with tight deadlines,
Sense of responsibilities and highly motivation and Committed to Humanitarian principles

Good communication, representation, liaising, and negotiation skills

Fluency in written and spoken Dari, Pashtu and English with good knowledge of correspondences and formal letters.
Excellent Computer skills: Word, Excel, Power Point, outlook/typing and presentation skills Computer literacy and familiarity with Microsoft Office (Word, PowerPoint presentations, and Excel spreadsheets.
Oriented results and capability to take initiatives,
Knowledge of organizational behavior.
Excellent Integrity and good knowledge on Cultural sensitivity
Time management and Teamwork,

 

Submission Guideline:

Qualified and interested candidates should submit a cover letter and CV (with three Referees) indicating the vacancy announcement reference to the address: Human Resources Department office or can also be emailed to:

[email protected] no later 5 of June-2021.

Interested and qualified candidates should submit a full CV (maximum four pages) with a cover letter explaining their motivation in applying for the job and highlighting their relevant skills and experience.

In the e-mail subject line, please put job title & vacancy number of the position you are applying for, otherwise your applications will not be screened.

Do not submit academic certificates with the application. These can be requested if the candidate is selected.

Only short-listed candidates will be contacted for the written test/interview.

Action Against Hunger is an equal opportunity employer.

Note:

Action against Hunger is committed to the prevention of risks related to abuse, sexual exploitation and the promotion of gender equality and its diversity. The mission Afghanistan encourages the application of the women / men / disabled workers / Senior / others>. Action against Hunger’s recruitment process is free of charge, no compensation of any form shall be requested from a candidate. It reflects the major policies and its charter through its professionalism and impartiality. If you observe behavior in opposition to these values during this process, please report it to the appropriate teams.

Submission Email:

[email protected]

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