Administration Officer

A.    Finance/Admin

·         Ensure the spread, adherence and monitoring of Tdh’s procedures in the area of the financial management.

·         Ensure the monthly closure of the cashbooks and send to Kirkuk base at the beginning of each month with all relevant documents.

·         Responsible for cash books.

·         Assists in salary payments to all staff and Service Providers.

·         Responsible for all suppliers’ payments.

·         Manage the advances for national staff, operational or salary advances.

·         Supervise, on monthly basis the proper filing/stamping of the accountancy documents.

·         Ensure that all the supporting documentation received is correctly filled and eligible for Tdh standards.

·         Ensures the respect of accountancy deadlines set by the FO in Kirkuk.

·         Ensure the high quality of cash management at satellite office level, in accordance with security considerations and program needs.

·         Ensure timely submission of FMT, CCP and BFUs on monthly basis to Kirkuk.

·         Ensure compliance with cash safety policy at base level.

·         Ensure that financial control procedures are followed in order to minimize the risk of financial fraud.

·         In the frame of his/her duties, ensure adherence of the compliance with the Thd rules and regulations and local government laws.

B.    Human Resources

·         Payroll preparation and dissemination to HRO in Kirkuk

·         Ensure correct personal information has been put in place to avoid issues related to social security and income taxes for the national staff.

·         Preparation and dissemination of payslips and timesheets for Salah al-Din staff

·         Timely provide all HR information required by the HRO in Kirkuk as needed to update the HR database.

·         Take lead on local recruitment activities and update Project Manager on weekly basis.

·         Arrange the shortlisted candidates with the recruiter and manage interviews and written test.

·         Complete the recruitment exercise timely and perform the reference checks

·         Update HRO in Kirkuk on recruitment on weekly basis and help her in updating recruitment database.

·         New staff briefing on HR policies, national staff handbook, safeguarding policy

C.    Administrative management

·         Guarantees security confidentiality of information.

·         Translate HR/Finance documents in English to Arabic and vice versa.

·         Ensure attendance sheets and time allocations are signed by all staff and archived properly.

·         Ensure effective annual leave management for the national staff

·         Ensure end of contract notices and calculations are done.

·         Ensure that contract amendments are done

·         Ensure personnel files are up to date

·         Ensure all files are scanned and sent to Kirkuk for archiving as required by the HRO in Kirkuk.

D.    Reporting

·         Report and update HR and Finance follow-ups or reports as required by the HRO and FO in Kirkuk.

·         Report any mistake or problem face to his/her line manager.

E.    Team Management 

·         Manage the Cook and Cleaner of the officer

·         Ensure office are clean and tidy.

A.    Finance/Admin

·         Ensure the spread, adherence and monitoring of Tdh’s procedures in the area of the financial management.

·         Ensure the monthly closure of the cashbooks and send to Kirkuk base at the beginning of each month with all relevant documents.

·         Responsible for cash books.

·         Assists in salary payments to all staff and Service Providers.

·         Responsible for all suppliers’ payments.

·         Manage the advances for national staff, operational or salary advances.

·         Supervise, on monthly basis the proper filing/stamping of the accountancy documents.

·         Ensure that all the supporting documentation received is correctly filled and eligible for Tdh standards.

·         Ensures the respect of accountancy deadlines set by the FO in Kirkuk.

·         Ensure the high quality of cash management at satellite office level, in accordance with security considerations and program needs.

·         Ensure timely submission of FMT, CCP and BFUs on monthly basis to Kirkuk.

·         Ensure compliance with cash safety policy at base level.

·         Ensure that financial control procedures are followed in order to minimize the risk of financial fraud.

·         In the frame of his/her duties, ensure adherence of the compliance with the Thd rules and regulations and local government laws.

B.    Human Resources

·         Payroll preparation and dissemination to HRO in Kirkuk

·         Ensure correct personal information has been put in place to avoid issues related to social security and income taxes for the national staff.

·         Preparation and dissemination of payslips and timesheets for Salah al-Din staff

·         Timely provide all HR information required by the HRO in Kirkuk as needed to update the HR database.

·         Take lead on local recruitment activities and update Project Manager on weekly basis.

·         Arrange the shortlisted candidates with the recruiter and manage interviews and written test.

·         Complete the recruitment exercise timely and perform the reference checks

·         Update HRO in Kirkuk on recruitment on weekly basis and help her in updating recruitment database.

·         New staff briefing on HR policies, national staff handbook, safeguarding policy

C.    Administrative management

·         Guarantees security confidentiality of information.

·         Translate HR/Finance documents in English to Arabic and vice versa.

·         Ensure attendance sheets and time allocations are signed by all staff and archived properly.

·         Ensure effective annual leave management for the national staff

·         Ensure end of contract notices and calculations are done.

·         Ensure that contract amendments are done

·         Ensure personnel files are up to date

·         Ensure all files are scanned and sent to Kirkuk for archiving as required by the HRO in Kirkuk.

D.    Reporting

·         Report and update HR and Finance follow-ups or reports as required by the HRO and FO in Kirkuk.

·         Report any mistake or problem face to his/her line manager.

E.    Team Management 

·         Manage the Cook and Cleaner of the officer

·         Ensure office are clean and tidy.