HR/Admin Assistant at Alliance for International Medical Action (ALIMA)

MISSION AND MAIN ACTIVITIES

The HR/Admin Assistant is responsible for the management of the administrative files of the national staff and the administrative and if need arises, the accounting management of the project where he/she works.

 MISSION AND PRINCIPAL OBJECTIVES

Administrative Management of Personnel

• Assigns work, provides direction to staff and ensures that assigned tasks are completed. 
• Ensures effective and appropriate staff coverage. 
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluations. 
• Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection. 
• Manage the Staff annual leave planification with support for the Project Administration Manager.
• Evaluates, develops and recommends office procedures and practices to senior management.
• Ensures that approved office policies, practices and procedures are understood and followed. 
• Performs a variety of secretariate duties such as drafting and typing routine correspondence, arranging meetings and taking minutes. 
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation. 
• Maintains staff and program information using spreadsheet and/or database software. 
• Performs other related duties as required.

PAYROLL MANAGEMENT

• He/She captures the variable elements of the payroll in Odoo/Homere.
• He/She validates the requests of instalments and records them on Odoo/Homere.
• He/She collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Odoo/Homere payroll software.
• He/she establishes the monthly pay slips.
• Prints the pay slips and gives to staffs and files acknowledged copy.
• Closes the pay of the month.
• Publishes the ballots and verifies that each ballot is correctly established,
• He/She has checked and targeted salary listings by the logistician-administration or field administration manager.
• At the end of the contract, He/She establishes the balances of all accounts.
• Verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software.
• He/She causes these elements to be targeted and transmitted to the employee.

ADMINISTRATIVE AND ACCOUNTING MANAGEMENT

• He/she is in charge of accounting management under the supervision of the Project Administration Manager, in strict compliance with ALIMA internal procedures.
• Covers for the Finance department in the absence of the Finance Assistant.

MONEY MANAGEMENT

• He/she is responsible for the sums entrusted to him/her in the petite cash and manages them with discretion.
• Maintains follow-up workbooks (for operational advances, payroll, suppliers\' advances) and ensures that advances are delivered on time, justified by invoices and do not accumulate,
• Ensures at least weekly that his/her physical inventory corresponds to the balance of his/her workbook in the presence of his supervisor,
• Checks the balance of bank statements.
• Signs any difference in cash on his/her notebook and his/her manager as soon as he/she finds out.
• Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs - operational advances and direct payment
• Provides monthly cash flow with Manager.
• Signals with his/her supervisor any operational changes that may require additional funds.
• He/She shall pay the suppliers on time (direct payment / operational advances),
• Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the purchasing officer and in accordance with the purchasing procedure in force.
• Informs his/her supervisor of any difference in price and quantity detected in order to resolve or validate it.
• Monitors petty cash advance requests and ensures timely accountability.
• Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature ...).

Filing

• Ensure proper filing of all HR documents according to the Filing policy in place.
• Monthly scanning and archiving of all Payslips, Overtimes, Leaves, etc.
• Actively assist the Finance team with sample list gathering during audit exercise.

Internal:

• Directly reporting to the Project Administration Manager.
• Liaise with the Project logistics team.
• Liaise with the Finance Department.

External:

• Interaction with Administrators, Partners, suppliers, banking and financial institution service providers, tax offices and other national authorities or institutions with which ALIMA has working relationships for administrative, human resource and financial needs.

Implementation of prevention measures against abuse of power, gender-based and sexual violence: 

• Ensures that his/her team, partners and community members are aware of ALIMA\'s policy and have access to information (complaint escalation mechanism, focal point...).
• Facilitates the organization of training and awareness sessions
• Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
• Ensures that team members and partners involved in the project (Ministry of Health, national partners, etc.) follow training and awareness sessions and apply the rules for preventing abuse.
• Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners. 

FEATURES:

Remains discreet about the professional and personal life of team members

The responsibilities mentioned above are not exhaustive and other work may be requested depending on the needs of the mission.

You must meet the following qualifications:

• BSc. in Human Resource Management, Management, Finance, or related field; MBA or similar higher degree is a plus.
• 3+ years of experience in one or more of the following areas: HR, Administration and Finance.
• Exceptional organization and planning skills, ability to manage and follow work plans
• Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player.
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs.