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Job Vacancy at Concern Worldwide
HR, Admin and Finance Officer
Duty Station: Gambela
Terms of Employment: Definite Period Contract
Reports to: Regional Manager and Area Coordinator Respectively
Responsible For (Staff): Cashier, Guards, & Cook /Cleaners
To ensure that Concern’s HR and Financial policies and procedures are implemented consistently throughout each projects in Tigray and Wolayta areas in order for Concern to achieve its objectives;
To maintain and regularly update human resource related information;
To facilitate and coordinate recruitment and selection processes to ensure transparency, fairness and equal employment opportunity for all;
To keep all financial documents, prepare financial records & reports and ensure implementation of effective internal controlling system;
Specific Duties and Responsibilities
ü Human Resources & Admin related responsibilities
Facilitate and coordinate staff recruitment and selection processes in fair and transparent manner
Maintain and update all official personnel files and records for the programme on a regular basis;
Prepare monthly staff list of all projects and report to HO HR
Provide timely update to relevant departments particularly HR & Finance of any staff changes such as employment, promotion, resignation, transfer etc;
Maintain and regularly update data of staff family/dependents to ensure proper utilization of the medical scheme;
Renew staff employment contracts accordingly and follow up staff contracts that are on probation and temporary basis;
Provide support and advice to line managers and employees regarding HR issues;
Provide support and advice to project office Admin/HR Officers for any HR related issues;
Facilitate all recruitment, transfer, promotion, resignation and related processes and document all accordingly.
Ensure all job vacancy notices are posted on the relevant notice boards within Concern project Offices
Update all recruitment information and file following completion i.e. short listed and non-short listed CVs, exam results, interview results etc.
Preparing contract and other relevant documents for new employees.
Ensuring all staff have valid employment contract and received job description
Participating in short listing, testing and interview of position below grade H at program Office level;
Communicate/inform applicants who are not successful on their interview and/or written exam on time;
Organizing induction programmes for new staff joining Concern in consultation with concerned departments;
Provide briefing on PDR for new staff members and assist existing staff in completing their PDR;
Facilitate, maintain and update staff training and development information and records;
Ensure that the overall security of the office & warehouse/store and report on time when something strange is observed;
Follow up and make sure that staff under your supervision have accomplished their obligation and execute their daily routine duties well;
Regularly assess and identify buildings and other facilities within the premises that require maintenance & renovation works and report on time;
Make sure the periodical working clothes (uniform ) and other provision are budgeted and provided on time
Ensure that the offices & the compound are clean, the toilets are properly working and clean and conducive for working ;
Monitor and follow up the garden of the office is well maintained, flowers and plants are properly handled;
Follow up that maintenance requests are appropriately considered and maintenance is made on time;
Liaise with government offices such as Telecommunication, Electric and Water service providers and pay utility expenses on time;
Coordinate with other team members to complete financial requirements for Action plans and prepare reports for relevant parties such as Government, Concern and Donors as necessary.
Undertaking other standard financial requirements such as weekly cash count, surprise cash count, checking payroll, undertaking random checks on purchase prices and preparing monthly cash flow requests
Prepare monthly financial report
Ensure adequate fund/cash held in programme for planned activities
Ensure the monthly cash books and bank books are reconciled, cash requests from the fields and cash transfers to fields and others deadlines are adhered
Responsible to fill the gaps when cashier is on annual leave
Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any.
Responsible to check daily financial payments in line with organizational policies and procedures by giving due attention to authorization level and budget codes.
Ensuring close collaboration and communication with Finance and HR departments at HO to facilitate and smoothen consistent running of the programme
Work closely and provide technical support to the Cashier
Check and review the external work done before any payment is effective
Review and check monthly staffs’ payroll before the payment is effected
Performing other related duties as assigned by line manager.
QUALIFICATION AND EXPERIENCE
BA Degree or College Diploma in accounting, management and related field of studies with minimum of four years or seven years relevant experience respectively
Profound experience in finance, HR Management and administration
NGO experience in emergency projects is an advantage
Good communication and report writing skills
Ability to communicate effectively in both oral and written English.
Good interpersonal skills and team player with sensitivity to cultural diversity
Ability to work under pressure in a hardship areas
How to Apply
Interested applicants should send their non-returnable C.V., application letter which stated specifically for which location (duty station) is applied for, outlining how their experience and skills fit this vacancy and copy of supporting documents to:
Concern Worldwide, Human Resource Department
P.O. Box 2434, Addis Ababa.
Female candidates are encouraged to apply.
Only short listed candidates will be contacted
Concern has a Staff Code of Conduct and Programme Participant Protection Policy which has been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organizations, and the standards of behaviour expected of them. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Staff Code of Conduct as an appendix to their contract of employment and conduct themselves in accordance with the provisions in these two documents.