Responsibilities
GENERAL DESCRIPTION
The overall objective of the Finance, Administrative, and HR Officer is to ensure sound financial, accounting, and budgetary management of the program, as well as effective oversight of human resources and administrative and legal records. The role is also responsible for providing accurate and timely reporting to line management and Headquarters. In addition, the position supports operational functions, including the establishment of new offices and the coordination and management of international staff travel.
MAIN RESPONSIBILITIES
Administration and Liaison
Supervise administrative records and guarantee that the status and functioning of the mission are in legal accordance with the requirements of the country’s regulations.
Maintain up-to-date information and report on developments in NGO law and administration regulations.
Facilitate and coordinate the travel of international staff / HQ missions to the field offices.
Oversee and monitor the issuance and renewal processes of work permits, visas, and residency permits for international staff, ensuring full compliance with applicable regulations and timelines.
Liaise with stakeholders on financial, administrative and legal aspects, in particular but not exclusively with, networks of service providers, ministries, legal advisors, auditors etc.
Support the program team in securing project approvals from relevant local authorities, ensuring compliance with applicable regulations and procedures.
Finance
Ensure the mission’s financial procedures are in line with CDE’s finance policies and established organizational practices.
Ensure that donor rules and regulations are adhered to in finance management.
Establish and implement national specific finance systems and guidelines if required
Provide the accounting of the local office and program by completing the accounting books on a daily basis, provide the monthly accounting closure.
Responsible for petty cash transactions, payments, supplying, and managing the bank financial transactions.
Verify compliance of accounting documents according to internal regulations and Jordan Finance Law.
Assists in budget follow up process expenses and forecasting, financial reports, and monthly fund requests.
Manage the cash flow and cash forecast for office treasuries and the bank accounts.
Provide regular financial and human resources information to the Finance, Admin and HR Coordinator to support informed decision-making.
Ensure efficient local banking arrangements and compliance with local financial and banking regulations.
Coordinate and prepare for financial audits.
Human Resources
Ensures adherence to human resources regulations, procedures, ethics and guidelines from all staff in close coordination with the line manager concerned (International and national employees).
Assist in drafting and legalizing Internal policies and procedures for the field office.
Ensure the HR regulations are in line with local Labor law and internal regulations.
Coordinate and ensure the quality and transparency of recruitment processes.
Follow-up on the HR database and manage accordingly payroll, contracts, leaves, SSC, income tax.. etc.
Support the line managers in identifying training needs and propose training courses.
Provide explanations to staff on their rights and duties and on related administrative steps and procedures.
Manage day-to-day HR issues within the office and ensure appropriate and timely follow-up.
TEAM RELATIONSHIP
Line and technical manager: Finance, Admin and HR Coordinator.
Line and technical management: (1) office cleaner.
Close collaboration with: Program Team and Support Coordinators (LOG & SEC)