Experienced Humanitarian Aid Worker with a background in Administration, Finance, Budgeting, Projects Management and Control, Programme & Partnership Management, result oriented with solid monitoring and reporting skills both financial and narrative with good presentation and donor reporting skills, events management, training facilitation and capacity building.
· Advises the Head of Office and staff on personnel, financial and administrative policies, procedures, practices and rules and regulations in order to ensure compliance with UN Financial and staff rules/procedures
· Handles recruitment, appointment and administrative formalities
· Concerning local General Service staff, participates in the interviewing
· Process and establishes temporary contracts for short-term personnel.
· Monitors and directs the day-to-day personnel, financial and
· Ensures the Sub and Field Offices conform to the prevailing rules and procedures on personnel, financial, administrative and security matters administrative operations of the office.
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· Coordinates and the preparation of all reports on personnel, financial and administrative matters for submission to the line manager/HQ
· Controls and approves the monthly accounts and the various administrative activities
· Normally supervises and coordinates the work of at least one lower level two GL staff and conduct the annual performance appraisal for the supervisee team members.
· Performs other duties as required
· Admin/Finance/HR Focal person.
· Maintains records of personal (Absence & Attendance sheet).
· Ensure timely replenishment of the working advance / petty cash.
· Fuel Supply for UNHCR vehicles and regular preventive maintenance.
· Assist in the procurement of office supplies (stationery, equipment, cleaning supplies, assorted items etc.).
· To deal with local contractors, suppliers, service providers and tenders, BID, RFQ, PFI.
· Provide administrative support to the newly arrived staff members’ hotel booking, work station, and provision of internet dongles etc.
· Premises management.
· Cash management.
· Assist in issuance/renewal of staff ID Cards.
· Facilities management
· Arrange and organize events, workshops, trainings.
· Payment settlement for water, electricity, reactivation internet, bills.
· Assist with the travel arrangement in liaison with respective unit in ROK.
· Supervision to the drivers, cleaner, casual labours.
· To provide support to implementing partners in the issues related to financial management & project activities handling.
· Assist to implement security measures, drive to MOSS compliance.
· Ensure all safety & security equipment is compliant with UNHCR security requirements.
· Maintains & mange the UNHCR assets register, including yearly certifications.
· Maintain & controls and monitor UNHCR assets per location and custodian lists.
· Check which assets are due to replacing and manage the disposal of such items.
· Support the achievement of programme results by anticipating operational needs, in term of personnel, equipment’s, sub-contracts.
· Ensure that financial, HR transactions are processed in an accurate and timely manner.
· Advises on Human Resource policies and benefits and implements and monitors the office HR policies and systems including performance management.
· Settle invoices and payments over repairs/maintenance, casual labours, cleaning services.
· Focal person for new office establishment and renovation.
· Hotel booking and reservations.
· Provides information, technical advice and guidance on all aspects of financial management including UNHCR polices, rules and procedures, on best practices as necessary in-house as well as with external stakeholders.
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· Keeps office staff personnel abreast of latest developments in Policies and Procedures as this relates including regular reporting of financial information (UNHCR Global Broadcast, Intranet).
· Exchanges relevant information and maintains an open line of communication with colleagues and their supervisors
· Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files.
· Administer the recruitment of all local staff, conducting/arranging for typing, driving and/or PC tests;
· Drafts correspondence related to personnel matters and brief local and international staff of their rights, entitlements and responsibilities.
· Prepares and regularly updates the staffing table and prepares reports for timely actions and administrative follow-ups;
· Prepares relevant paperwork dealing with personnel related matters including recruitment, reassignment and/or transfers, ensuring accuracy and that deadline are met.
· Acts as focal point for e-PAD (e-PAD Administrator), briefing and sharing information on the subject with all staff and collects, checks and imports the e-PADs of the staff to the relevant software application as one compiled database file, ensuring by this the full compliance with e-PAD requirements. Provides guidance and training to staff on the e-PAD procedures and guidelines.
· Keeps track of the vacant posts and takes action on vacancy announcement, internally and/or externally ensuring that the Job Descriptions have been updated and made available.
· Focal point for Medical Evacuations administration for local and international staff, taking necessary actions in line with MEDEVAC rules and procedures.
· Focal point for administration of Interns while keeping track of their contractual status.
· Ensure timely implementation of cost of living surveys, salary reviews and other surveys related to staff living conditions.
· Acting as a zone warden and security focal point.
· Acting as a zone warden and security focal point.
· Assist in coordination of UNHCR projects, program monitoring, IPs activities to IDPs and other Persons of Concerns (PoC) in Southern Kordofan State
· Compile and submit a duly progress report (narrative with snapshots)
· Assist in tracking and monitoring of the IDPs, returnees and refugees movement.
· Assist in conducting financial verification (Desk-Check) in quarterly basis and assist in submission of periodic report.
· Assist on the shelter construction and beneficiaries’ selection in liaison with National Mine Centre, Humanitarian Aid Commission, Ministry of Social Development, Kadugli Locality and Ministry of Urban Planning & Public Utilities (Obtaining UXOs/mine free-land certificate, Master plan and land allocation, demarcation process and Conflict free land certificate from the local leaders/native administrative).
· Assist also in coordinating NFIs sector partners efforts to respond the emergencies and address the needs of the IDPs in disaster areas
· Representing the office in the following meetings, Area Security Management Team (ASMT), Area Humanitarian Coordination Team (AHCT), and Inter-agency.
· Conduct a financial verification to IPs project activities disbursement and physical inspection to the sites.
· To review the financial information and verify that the expenditure is in accordance with the agreed project agreement and recently approved budget to the IPs agreement.
· Assist the Program Coordinator, Head of Office in processing of staff monthly payroll.
· Preparation and execution of all local payments.
· Maintain a detailed record of the assigned financial transactions.
· Maintain cash and bank ledger.
· Monitor cash advances & field expenses reports.
· Reconcile physical cash in hand and monthly bank reconciliation.
· Review the accuracy and safety of the approved payments and all financial transactions.
· Ensure adequate cash flow for the field operations.
· Ensure the validity of the contracts for rental, vehicles, and facilities.
· Monitor the smooth running of office and operations.
· Check-up water supply system and electricity generating system.
· Monitor day-to-day tasks of the cleaners, cooks, security guards, and drivers.
· Provide and advice to the international recruited staff assigned to the field.
· Collecting & monitor & follow information related to attendance or absence of all staff.
· Make sure staff signs daily attendance sheets.
· Prepare the needed documentation for the monthly contribution to the Social insurance fund & Tax Dept & other relevant authorities.
· On-going liaison with the labor office, social insurance fund, immigration office, tax dept.
· Support project manager in recruitment and registration of new employees.
· Apply to obtain travel permits and other documentation needed for expatriate staff and visitors.
· Assist in supervision of logistician, trainees and cleaners working in the office.
· Assist in managing the filling of all paperwork in the office.
· Liaise with the service providers (electricity, telephones, water etc), to ensure reliable and continuous provision of services.
· Arrange and schedule meetings, workshops and events.
· Translate relevant document EN to AR and verse.
· Make weekly computer backup.
· To ensure and assess the social needs & local community well-being.
· Assist in assessing the actual and anticipated needs for school, health units, water supply facilities and support services.
· To ensure the maintenance and enhancement of farming land in farming areas designated for agriculture use (mobilizing local resources).
· To assist in monitoring the local government polices relating to the preservation, protection, restoration and enhancement of the natural environment.
· Assist in planning of the proposed public facilities including schools, parks, and waste treatment and disposal sites (infrastructure).
· Assist in identification of the approximate locations, and the proposed commercial, industrial, institutional, agricultural, recreational and public utility land uses.
· Participate in planning any major roads, sewer and water system.
· Assist in establishing village development Committees (VDC) and mobilizing them to prioritize their needs.
· Assist in mobilizing community and local resources to build up community self-reliance.
Assist in data collection, classification, analyzing for the state ministry strategic plan
Problem Solving Skills, Time Management, Self Motive, Computer Proficiency, Typing, Automated Office Machine, Office Procedures, Communication Skills, Human Relations and Interpersonal Skills
Languages
Arabic - Fluent
English - Good Working Knowledge
French - De première, je suis etudiant