DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION (Briefly describe your department’s/ country program’s core functions or mission)
The American Refugee Committee (ARC) is an international humanitarian organization dedicated to transformational change – change in the lives of refugees and in the lives of the people who reach out to help. American Refugee Committee programs are built from the ground up. We work with people at the most vulnerable points in their lives, when they have lost everything to war or disaster. They let us know what they need most, and we work together to develop ways to help them get it. Our programs are as diverse as the people we serve, but they all work together for the same goal: to help people take back control of their lives. We help nearly 2.5 million people a year through programs around the world.
PRIMARY PURPOSE OF THE POSITION
The position is to provide administrative HR and financial management support to project sub-office in Loralai.
MAJOR AREAS OF ACCOUNTABILITY
PRIMARY DUTIES/RESPONSIBILITIES
-
Liaison with banks, transfer of petty cash & salary advices, withdrawal cash on account of petty cash as per required.
-
Preparing & processing of petty cash reimbursement.
-
Preparing of PCV, petty cash vouchers entries in cash in hand as well petty cash ledger account.
-
Reconcile the petty cash ledger on weekly basis & report to the Finance officer.
-
Preparation of weekly cash count report along with all concern documents, advance & cash available in office SAFE.
-
Sending all PCV on weekly basis to CO.
-
Preparing of Bank tax receipts on account of salary, supplies of each month.
-
Preparing of tax, statement on account of salary supplies for each month & submit into Income tax department.
-
Preparing of cash & bank salary slips according to the staff monthly salary.
-
Disbursement of cash salary among the office & field staff accordingly.
-
Responsible for making sure that all photo copy of financial records is properly filed.
-
Sending soft & hard copy of expense ledger to CO on monthly basis.
Office Administration:
- Provide general administrative, logistic and procurement support to the Quetta Office operations
- Set up and maintenance of office support systems for telecommunications, general office support, vehicle management, travel and accommodation support and all necessary support as needed.
-
Ensures the availability and proper utilization of all organizations facilities;
-
Ensures the professional working atmosphere around the office;
-
Ensure that the compound is clean and all offices arrangements are in proper order.
-
Ensures all computers and accessories are in a good order;
-
Provides timely report regarding the administration activities.
-
Assist the operations officer in administrative, logistic and procurement related matters
-
Ensure proper Inventory management of ARC assets
- Any other duty assigned by supervisor/management.
Overall Property Management:
-
Ensure complete property records are maintained, all items are marked and assigned codes.
-
Reconciles the list of property annual counts against the records.
-
Ensures that all items in the store are properly registered and kept;
-
Ensures that all necessary formalities of goods received and dispatched are adhered to at all times;
-
Ensures that all fast moving stock items are timely replaced and no gap is created;
-
Ensures that computerized store records are kept
Key Responsibilities of HR:
- Keep an organization's personnel records up-to-date. They keep track of employees' address changes, changes in job titles, benefits, and salaries.
- Screen job applicants to obtain information such as education and work experience
- Maintain and monitor database of attendance and leaves for all staff
- Provide support to the entire recruitment process from scheduling interviews, generating applications for vacancies, collecting and short listing applications, filing resumes/applications accordingly, preparing contracts and service agreements, etc.
- Monitoring staff contracts to determine the schedule and need for performance evaluations
- Prepare memos and official correspondence as required and assigned and ensure dissemination of such memos and correspondence.
- Finalize the payroll for staff members and forward to Finance.
- Review time sheets of staff.
- Review attendance daily sheet
- Maintain and update the personnel files.
- Maintain and update the HR database.
- Maintain and update staffing matrix
- Any other duties as assigned by the HR Manager/ HR Administrator/Program Manager.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
-
Bachelor’s degree in Accounting or equivalent with extensive experience
-
3 year experience of working in development sector preferably INGOs/UN organizations
KEY BEHAVIORS & ABILITIES (List the key behaviors and abilities that relate to success on the job that are critical to achieving the position’s mission and goals.)
- Must be available for some evening and weekend hours
- Ability to travel 5 -25 percent of their job with little notice
- Commitment to ARC’s mandate and objectives
- Experience working with diverse communities
- Highly developed organizational, liaison and communication skills
- Ability to work under own initiative and as part of a team
- Ability to multi-task and work under pressure
- Ability to be administratively self-sufficient