• Administrative and Financial Support
• Administrative:
• Follow up on administrative documents and track personnel file deadlines (probation period, appraisals, contracts, amendments, ID cards etc...)
• Follow up on attendance, days off and leaves & ensure archiving of validated documents.
• Ensure fulfilment of salaries process (salary advances, pay slips signatures...)
• Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and HEKS other policies
• For each end of the contract, ensure that the exit process is followed as written in the HR Policy
• Supervise the filing and archiving process and ensure the security of physical and digital documents
• Other admin-related tasks like, training & meeting arrangement, flight & hotel booking, and travel arrangements with close collaboration with logistics.
• Finance:
• Control the management of the petty cash
• Ensure availability of cash at the coordination level and forecast any cash issue
• Make fields payment of volunteers, Guard & Daily Worker monthly basis.
• Follow-up with regular payments after voucher validation.
• Record all expenses made through the bank in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Monitor the voucher process, and the quality of archiving of the invoices, as per the donor's rules and regulations & ensure the e-archiving monthly basis.
• Monitor the preparation of Finance, Admin & HR files for any internal/external audit.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project's needs.
• Safety and Security
• Share any security information with the AFC.
• Provide timely incident reports to the AFC as needed.
• Maintain confidentiality of organizational information and documents strictly and sincerely
• General
• Deliver high-quality results in line with the terms of reference agreed in advance - to do this in a way which maintains the reputation of the Humanitarian Department.
• Comply with HEKS/EPER policies and practice with respect to code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
• To perform such other responsibilities as agreed with your line management.
• Proactively support HEKS commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• Bachelor's degree with 3 years' experience with commerce maters
• Working experience in a similar function is a must

• Good knowledge of Finance and admin systems
• Basic computer skill
• Basic English skills (written, spoken and reading)
• Willingness to accept frequent travels
• Flexibility and Stress-management
• Respect of HEKS/EPER mission and values

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