Job Information Admin Assistant NGO Information Job Information
Contract Duration
Governorate Al Anbar
Job Shift
Nationality Not Applicable
Working Hours Full Time
Posted 2021-06-09
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 1 Year
Required Travel
Job Status
No Of Jobs 1
Published Date 2021-06-09
Deadline Date 2021-06-23
Location
[Ramadi,Iraq ]
Description

 

 

Overall purpose

At his/her assigned base level, the Administrative assistant supports the Administrative Officer in the processing of accounting operations as well as all tasks relating to Human Resources

 

Responsibilities and scope of duties

  • Under the supervision of the Administrative Officer, the Administrative assistant contributes to the accounting management of the base, in compliance with donor and PUI procedures
  • He/she guarantees the accounting operations and cash management in the base
  • He/she guarantees a technical support to the admin staff of the bases about the accounting management

 

Specific goals and related activities

 

  1. ACCOUNTING

 

  1. Cash and accounting management in Ramadi

 

  • Ensure the cashbox management
  • Manage the monthly accounting in accordance with PUI procedures
  • Pay the invoices and advances after the validation of the Administrative manager
  • Update the financial movements in the cashbooks
  • Check daily the cashbook balance and the cash inventory
  • Prepare the monthly accounting closing
  • Translate accounting documents if necessary
  • Participate to the annual accounting closing with his/her administrative team and under the supervision of the Administrative Officer
  • Prepare the audits or possible inspections

 

  1. b) Providing a technical support
  • Control of the enforcement of cash payments and accounting rules on the base
  • Do the physical check of the hard copy accounting of the base and ensure that the procedure of hard copy accounting is respected

 

  1. c) Archiving
  • Consolidate the hard and soft copy accounting of the base
  • Guarantee the archiving of hard copy and digital accounting filing
  • Prepare and send to Coordination hard copy accounting of the base

 

  1. HR

 

  1. a) Recruitment support
  • Publish the announcement online and receive CVs.
  • Ensure that all the recruitment documents (selection grid, comparative table, technical tests) are available in all the files;
  • Assist the Admin Officer and Admin Manager in the recruitments and help holding interviews when needed;
  • File for each department the CVs received during recruitment process
  • Guarantee that procedures for recruitment are adhered to

 

  1. b) HR contractual follow up
  • Welcome and participate in administrative briefing of new national staff
  • Draw up administrative documents relating to employment contracts
  • Prepare and/or gather supporting documents related to each local staff contract: Première Urgence Internationale card, ID and driving license copies, blood type justification, certificates;
  • Prepare local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions
  • Inform new employees about internal regulations and PUI policies.
  • Collect attendances in a timely manner to prepare the monthly payroll
  • Participate to the preparation of the monthly payroll

 

  1. c) Archive
  • Ensure archiving and monitoring of individual folders and deliver all documents relative to the professional life of Première Urgence Internationale employees
  • Check dates of employment contracts and inform the Administration manager when they are due to expire
  • Ensure physical and IT archiving, as well as securing administrative document

Follow the date and prepare the external inspection (Ministry of Labour, Donors, etc) 

 

Qualifications & Preferred Skills

Required knowledge and skills

 

REQUIRED

DESIRABLE

EDUCATION / TRAINING

·         Bachelor in finance, business administration or similar area

·         Accounting certificate

PROFESSIONAL EXPERIENCE

·         Cashier experience

·         HR experience

·         Experience with NGOs

KNOWLEDGE AND SKILLS

·         Good calculate/count skills

·         Writing skills

·         Analytical skills

·         Ability to work in a multicultural environment

·         Ability to work in unstable circumstances

LANGUAGES

·         English

·         Arabic

 

X

 

X

SOFTWARE

 

 

·         Pack Office

X

 

·         Saga

·         Excel

 

X

X

Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)

·         Rigorous

·         Well organized

·         Good relational capacities

·         Responsiveness

·         Team spirit

·         Ability to take initiative to deal with difficulties encountered in daily work and suggest improvement

·         Autonomy, neutrality

·         Able to manage stress and pressure

Other

·         Motivation to work in the humanitarian sector

·         Good communication and diplomacy skills to manage relationship in potentially tense situations

How To Apply

 

APPLICATION PROCESS

In order to submit an application, all candidates are invited to fill the following google form by clicking on the link below: 

 

https://goo.gl/forms/XFAAHEBeOLopEXN62 

Premiere Urgence will proceed to the preselection of candidates on a rolling basis and reserve the right to close the advertisement as soon as a candidate is identified for the position. Therefore, you are kindly invited to submit your application as soon as possible.  

Kindly note that all applications received by email or by paper will not be considered. Only those submitted through the application link will be processed.

Premiere Urgence International thank you for your interest in the organization.

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