Main Responsabilities :
- To ensure the administrative, accounting and HR management of the mission.
- To ensure compliance with MdM procedures, local legislation, donor rules and deadlines.
- To provide technical support to operational staff on HR, Accounting and financial management.
Human Resources
Recruitment:
• Coordinate recruitment process for local positions and relevant assigned roles.
• Coordinate the interview process with the recruitment panel and ensure evidence-based hiring decisions.
• Ensure the collection of recruitment related documents from the hiring panel.
• Provide advice and support to the hiring managers on recruitment policies and processes.
• Ensure recruitment practices are compliant with recruitment policies, procedures, and legal requirements.
• Ensure that all key staff (hiring managers, program Officers/Advisors, Coordinators, technical teams etc.) are trained in recruitment policy and procedures.
• Draw up contracts within local legislation and MdM compliance
On boarding and Off boarding
• Manage full candidate journey to ensure a positive experience for all applicants to MdM
• Review current Onboarding policy, coordinate orientation activities, address any issue and share feedback with line manager.
• Coordinate off boarding (separation paperwork, payments, entitlement, exit interviews etc.).
Human Resources information system (Salary Database)
• Administer/ Update HR data in Salary Database on regular basis and at least on monthly basis (absences, overtime, night shift, etc).
• Provide staff monthly salaries through Salary Database.
• Produce HR reports as required – leave, retention, turnover, absence, etc.
• As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly.
• Maintain Service Contract-related databases for all the staff.
Payroll & Benefits
• Provide and ensure that pay slips are distributing, signed, and collected monthly.
• In close collaboration with Finance team, process monthly payroll for staff.
• Ensure a proper follow up with the Finance Department on payments and deductions on monthly basis (withholding taxes, employer charges, etc).
• Provide payroll processing backup support when required. Coordinate with Finance Department to maintain the payroll database.
Employment relations
• Provide support with managing disciplinary case (writing letters, legal advice, etc).
• Provide basic interpretation of HR policies and procedures when required.
• Recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
• Advise managers and supervisors on the steps of the organizational progressive discipline system. Consult with managers on employment issues.
• Ensure the rights of the employees and the organization are in accordance with the Human Resources policies, governmental laws, and regulations.
Finance
Budget
• Ensure the implementation of MdM and donors' finance rules.
• Participates to the yearly budget and revised budget construction with the AdminCo.
• Ensures the budget monitoring (real cost analysis, budget forecast) for the Coordination project with the support of the AdminCo.
• Contribute to the preparation of donor proposal and reports
Accountancy
• Ensure the respect of accounting rules set as per MdM standards.
• Review and check all SAGA registrations (recording, codification).
• Ensures the good quality of all accounting documents (receipts, vouchers, purchase procedure) in accordance with MdM standard.
• Prepares the bank statements and reconciliation.
• Proceeds with regular cash counts during the month as well as the month-end cash count.
• Ensures there is no cash difference or that there is a clear explanation if this happens.
• Send the monthly closure to the AdminCo.
Petty cash
• Ensure that the cash management (inventories, management of foreign currencies, bank, etc) is in line with MdM standards & procedures.
• Monitor with the support of the AdminCo the cash flow of the mission.
General Administration
International staff
• In collaboration with the administrative coordinator, ensure the administration for international staff at their arrival, during their stay and for their return (visa, work permit, legal documentation, flight bookings, holidays, etc).
• Update, when requested the Expat follow-up tool.
General
• Contribute towards updating HR and financial procedures, proposal for adjusting the internal management framework.
• Monitor the legal framework (employment law, taxation, etc).
Archiving
• Ensure all HR documents (personnel files, leaves, recruitment, etc) are completed, filed, and kept in the admin department.
• Ensure all finance documents (income taxes, SAGA, etc) are completed, filled, and kept in the admin department.
• Ensure that MdM archiving procedures (HR & Finance) is well implemented.
Team Management & Coordination
• Is the supervisor of Admin/HR assistant, Admin Log Assistant (50%)
• A strong coordination with Finance & HR officers in coordination office Kabul.
