Duties and Responsibilities
Objective 1: Human Resources, Administration and Logistics:
Ensure all project human resources are managed and dealt with appropriately and that HR files and databases are maintained for all employees contracted to the district.
Assist the Field Supervisor for all tasks related to HR for the office and projects: recruitment, hiring casuals’ staff or labour contract issuance.
Compile payroll input information and forward to HR for processing.
Assist field supervisor in setting meetings for conducting staff performance appraisal.
Assist Field Supervisor in implementing HR, administration policy and procedures. Monitoring the compliance and update changes
Assist the Field Supervisor and other teams/staff in daily administrative routine, ensuring the smooth running of office and projects.
Ensure logistics procedures are followed in accordance with NAZ procurement guidelines, including collecting quotations, preparing Purchase Request Forms and Purchase Orders.
Assume responsibility for all administrative aspects of the Field Office in accordance with NAZ policies and procedures governing NAZ’s support functions.
Regularly review and update field office equipment inventory. Consolidate programme assets and inventories reports for the district. Manage programme assets located at field office and project offices.
Manage the repair, servicing and maintenance of office and field equipment and furniture; maintain system for efficient use. Update vendors and services.
Manage the field office fleet – fueling, vehicle service, mileage calculations, fuel consumption etc.
Other tasks if assigned.
Objective 2: Finance and Accounting:
Monitor and control project expenditure in line with the agreed budget and in co-ordination with the Field Supervisor, Project Manager, Finance Assistant and Senior Finance Officer
Check, verify and process financial documentation, including orders, invoices and payment to vendors and reimbursement to office staff/consultant in accordance with NAZ policies and procedures.
Keep track and process the pay as you earn (PAYE) for casual staff and consultants if any,
Manage field office petty cash and bank accounts.
Conduct / review project cash books and submit to Headquarters’ corresponding accountants for review and post to financial software.
Prepare program monthly expenditure report.
Reconcile cash / bank and expenses / income accounts.
In charge of monthly treasury forecast to Headquarters and transfers of fund to field offices
Be in charge of monitoring the spending of approved field budget, ensuring the spending complies with donor’s contractual regulations.
Other finance-accounting related work as required or needed.
Supervise field finance staff and review performance. In charge of internal finance monitoring at field
Support of internal and external audit
Liaison with HQ for any financial matters
Policy compliance – Mandatory Reporting Policy (MRP):
Comply with all NAZ policies.
Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by NAZ and other humanitarian workers.
Confidentiality:
Ensuring the non-disclosure of any information whatsoever relating to the practices and business of NAZ acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.
Note: The role of Finance and Admin Assistant cannot be limited to the specific duties and tasks detailed herein and may be adjusted in accordance with the needs and operational circumstances of the organization. The success of the NAZ’s mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, the Finance and Admin Assistant will be required to manage all unforeseen issues and circumstances and remain flexible to perform other duties, as and when required.
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