Administration Officer – Mosul

General description of the position:

Under the direct supervision of the Base Manager and technical support of Deputy Finance Coordination and Country HR manager. The Admin Officer carries out the accounting, financial, and HR management of the base, in compliance with donor, Tdh procedures and local legislation. Administrative Officer will be responsible for contributing to the development and maintenance of financial and HR systems and processes, ensuring all financial regulations are adhered to, ensuring high quality accountancy, advising and implementing policies relating to the administration and human resource at Mosul level.

S/he is responsible for the internal control over finance, administrative and HR issues and ensuring, that policies and strategies are properly implemented in his/her area of responsibility.

S/he is will be responsible for the supervision and training of the finance / compliance assistant and the HR assistant.

S/he supports and validates the quality of the work done by the teams in regards to the Tdh mandate and international standards.

A.      Financial Management

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

·         Is in charge of base accountancy (digital and paper)

·         Assure the monthly closure of base accountancy

·         Responsible for cash books

·         Check monthly the proper filing/stamping of the accountancy documents

·         Verify that all the supporting documentation is correctly filled and eligible for Tdh standards

·         Contribute to donor audits, annual audits and regular spot checks

·         Ensures the respect of accountancy dead lines

·         Responsible for the treasury forecast for the base office

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

·         Ensure timely submission of FMT and BFU on monthly basis to coordination.

·         Responsible of all cash operations in the base.

B.      HR Management

1.     Management and implementation of HR Policy

·         To ensure internal staff regulations are implemented and effectively working in Mosul

·         Providing support to field bases on Central government Social Security, Income Tax benefits reforms

·         Providing updates to Country HR Manager on tax and social security

2.     HR Operations

· Contract management of all national staff in the mission by ensuring all the staff are covered with valid contracts during their employment with Tdh

·  With support of HR teams in field, keep track on contract expiry and probation period

·Responsible for maintaining and updating the HR databases of the fields

·Preparing the monthly payroll for the capital office and submit it to Country HR Manager for final validation.

·Ensure to support field team for the payroll preparation and compile payrolls received from field offices and finalize them.

·Keep track of salary advances for Mosul staff in office and record them in timely manner

·Ensure monthly time allocation sheets are signed.

3.     Recruitment of national staff in the mission:

·         Ensuring recruitment procedures are implemented according to Tdh recruitment guidelines for the national staff in the bases and capital office

·         Provide the monthly manpower planning sheet to cover the expected recruitments across the mission by receiving monthly updates from the teams in field

• Provide support in field for the mass recruitments

5.     Performance Management of national staff

·         Assist Country HR Manager to conduct the annual performance appraisals

·         With support of Country HR Manager, provide trainings/refreshers to managers/supervisors on annual appraisals

·         Prepare a monthly performance appraisal data base for the mission and follow up on the execution in a timely manner.

C.      Team Management

·         Manage the finance/compliance assistant and HR assistant

·         Ensure the regular technical support  and training (by using check list and accountancy boards)

·         Ensures the gap filing of the team menbers during their leave

D.      Compliance Responsibilities

·         Check that all required support documents are available and all Tdh and donors’ requirements, rules and regulations are maintained (using the compliance checklists)

·         Report on time any missing invoices/logistics files/HR files or differences in amounts to the compliance manager and the concerned Head of Departments

·         Immediately inform the concerned Head of Department if the statement of the accounting software differs from that of the invoice/delivery note/salary slip or any other support document.

·         Control and improve the quality of the documents through:

·         Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.)

·         Whenever possible, improve the quality and presentation of the invoices: translation, date (according to the Excel books), addition of paper band calculations, etc.

·         On monthly basis ensure digital archiving of Finance and HR document is performed

·         At the end of the contract or annually or on request, prepare the files to be sent to the Compliance in the coordination office to be ready for the auditor visit (final checking of invoices and their presence, complete the risk file, re-print the last system analytical ledgers for any line affected)

·         Finalize the dispatch of files by adding labels and adequate packaging or by scanning and naming them according Tdh procedures.

E.       Other:

·         In general, make sure that a positive and professional image of Tdh is conveyed. In particular, ensure that Tdh’s mandate, thematic policies, ethics, values and views are followed in relation to third parties.

·         Ensure regular communication with coordination office

·         Available for any other duties / tasks not listed in the above description but necessary for the sounds management of the base

·         Accept new responsibilities as and when those are assigned by the line manager/s.

Values

·         In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance

·         Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)

Abuse Prevention Policy (CPP) – Operational Risk Management

·         Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy

·         Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·         Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.

General description of the position:

Under the direct supervision of the Base Manager and technical support of Deputy Finance Coordination and Country HR manager. The Admin Officer carries out the accounting, financial, and HR management of the base, in compliance with donor, Tdh procedures and local legislation. Administrative Officer will be responsible for contributing to the development and maintenance of financial and HR systems and processes, ensuring all financial regulations are adhered to, ensuring high quality accountancy, advising and implementing policies relating to the administration and human resource at Mosul level.

S/he is responsible for the internal control over finance, administrative and HR issues and ensuring, that policies and strategies are properly implemented in his/her area of responsibility.

S/he is will be responsible for the supervision and training of the finance / compliance assistant and the HR assistant.

S/he supports and validates the quality of the work done by the teams in regards to the Tdh mandate and international standards.

A.      Financial Management

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

·         Is in charge of base accountancy (digital and paper)

·         Assure the monthly closure of base accountancy

·         Responsible for cash books

·         Check monthly the proper filing/stamping of the accountancy documents

·         Verify that all the supporting documentation is correctly filled and eligible for Tdh standards

·         Contribute to donor audits, annual audits and regular spot checks

·         Ensures the respect of accountancy dead lines

·         Responsible for the treasury forecast for the base office

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

·         Ensure timely submission of FMT and BFU on monthly basis to coordination.

·         Responsible of all cash operations in the base.

B.      HR Management

1.     Management and implementation of HR Policy

·         To ensure internal staff regulations are implemented and effectively working in Mosul

·         Providing support to field bases on Central government Social Security, Income Tax benefits reforms

·         Providing updates to Country HR Manager on tax and social security

2.     HR Operations

· Contract management of all national staff in the mission by ensuring all the staff are covered with valid contracts during their employment with Tdh

·  With support of HR teams in field, keep track on contract expiry and probation period

·Responsible for maintaining and updating the HR databases of the fields

·Preparing the monthly payroll for the capital office and submit it to Country HR Manager for final validation.

·Ensure to support field team for the payroll preparation and compile payrolls received from field offices and finalize them.

·Keep track of salary advances for Mosul staff in office and record them in timely manner

·Ensure monthly time allocation sheets are signed.

3.     Recruitment of national staff in the mission:

·         Ensuring recruitment procedures are implemented according to Tdh recruitment guidelines for the national staff in the bases and capital office

·         Provide the monthly manpower planning sheet to cover the expected recruitments across the mission by receiving monthly updates from the teams in field

• Provide support in field for the mass recruitments

5.     Performance Management of national staff

·         Assist Country HR Manager to conduct the annual performance appraisals

·         With support of Country HR Manager, provide trainings/refreshers to managers/supervisors on annual appraisals

·         Prepare a monthly performance appraisal data base for the mission and follow up on the execution in a timely manner.

C.      Team Management

·         Manage the finance/compliance assistant and HR assistant

·         Ensure the regular technical support  and training (by using check list and accountancy boards)

·         Ensures the gap filing of the team menbers during their leave

D.      Compliance Responsibilities

·         Check that all required support documents are available and all Tdh and donors’ requirements, rules and regulations are maintained (using the compliance checklists)

·         Report on time any missing invoices/logistics files/HR files or differences in amounts to the compliance manager and the concerned Head of Departments

·         Immediately inform the concerned Head of Department if the statement of the accounting software differs from that of the invoice/delivery note/salary slip or any other support document.

·         Control and improve the quality of the documents through:

·         Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.)

·         Whenever possible, improve the quality and presentation of the invoices: translation, date (according to the Excel books), addition of paper band calculations, etc.

·         On monthly basis ensure digital archiving of Finance and HR document is performed

·         At the end of the contract or annually or on request, prepare the files to be sent to the Compliance in the coordination office to be ready for the auditor visit (final checking of invoices and their presence, complete the risk file, re-print the last system analytical ledgers for any line affected)

·         Finalize the dispatch of files by adding labels and adequate packaging or by scanning and naming them according Tdh procedures.

E.       Other:

·         In general, make sure that a positive and professional image of Tdh is conveyed. In particular, ensure that Tdh’s mandate, thematic policies, ethics, values and views are followed in relation to third parties.

·         Ensure regular communication with coordination office

·         Available for any other duties / tasks not listed in the above description but necessary for the sounds management of the base

·         Accept new responsibilities as and when those are assigned by the line manager/s.

Values

·         In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance

·         Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)

Abuse Prevention Policy (CPP) – Operational Risk Management

·         Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy

·         Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·         Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.