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Base Finance HR Manager

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About ACTION CONTRE LA FAIM

Action Contre la Faim (ACF) is a Non-Governmental Organization (NGO) that was created in France in 1979. ACF has been active in Afghanistan in the medical, nutrition, food security, water and sanitation and Mental Health fields since 1995.

Job Summary

Mission 1: Provide accounting services for the Base
Mission 2: Managing cash
Mission 3: Leading financial management of the Base
Mission 4: Following-up financial and HR collaboration with Base projects implementing partners
Mission 5: Basic HR management of ACF expatriate, HQ visitors, and consultants.
Mission 6: Supervise and participate in the national staff recruitment process
Mission 7: Supervise national staff files, HR database update and manage staff administration for the base
Mission 8: Prepare the monthly payroll for the base and pay salaries
Mission 9: Participate to the development of field staff (appraisals, trainings, individual salary increase):
Mission 10: Manage the Finance & HR team

Job Details

Date Posted: 03 Sep 2018 Reference: ACF/GH/2018/13
Closing Date: 10 Oct 2018 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Account/Finance Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Fixed-term Years of Experience: 4 Year(s)
Contract Duration: 0 Year(s) & 4 Month(s) Extension Possibility: Yes
Probation Period: 3 Months

Duties and Responsibilities

Mission 1: Provide accounting services for the Base
The Base Finance & HR Manager is responsible for:
- ensuring that the Mission accounting procedures are respected on the Base
- the comprehensiveness and precision of entries and the correct budgetary allocation
- the correctness of cash stocks and bank accounts
- timely forwarding of accounting information to the capital

 Checking entries
 Providing information pertinent to the correct budgetary charging of expenses and monitoring budget entries
 Verifying physical cash count
 Making bank reconciliation
 Archiving accounting supporting documents in accordance with ACF procedures

Mission 2: Managing cash
The Base Finance & HR Manager is responsible for:
- implementing the Base Cash Management procedures and ensure they respect
- the availability and safe keeping of the necessary cash
- authorising and making payment for purchases

 Providing the Field Coordinator & Deputy Head of Finance Department with information concerning the Base context which may impact on the process of cash management
 Collecting and compiling monthly forecast of the Base
 Receiving requests to commit expenses on a non-signed contract (Z2), checking that they are justified and informing the Deputy Head of Finance Department
 Upon request analysing the choice of banking establishments, ensuring good relationship, following the opening and closing of accounts and the adding of signatories according to ACF procedures
 Following up the payment of on-going/new Base contracts

Mission 3: Leading financial management of the Base
The Base Finance & HR Manager is responsible for:
- providing all requested information for the establishment of the financial plan, for proposals and for feedbacks to funding bodies
- warning the Dy. Head of Finance Department and Field Coordinator of financial risks
- ensuring the filing as per ACF procedures

 Upon request of Field Coordinator, working on the proposals with the base's Program Managers and providing relevant information to the structural costs of the Base
 Analysing the consistency of cash forecast with the BFU and keeping the relevant person informed
 Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc) and keeping the Field Coordinator and Deputy Head of Finance Department informed
 Informing the Deptuy Head of Finance Department and Field Coordinator of any discrepancy between procurement requests, BFU and the monthly treasury forecast
 To support the PMs and logistician in following their Budget and financial issues

Mission 4: Following-up financial and HR collaboration with Base projects implementing partners
The Base Finance & HR Manager is responsible for:
- analysing the financial risks involved and formulating recommendations concerning the selection of partners
- implementing and monitoring the modes of financial and HR management in the framework of joint projects
- ensuring that the undertakings of ACF and its partners on financial and budgetary matters are respected
- playing a role in consolidating the capacities of partners where a need is identified


Mission 5: Basic HR management of ACF expatriate, HQ visitors and consultants
The Base Finance & HR Manager is responsible for:
- Basic Administration of the Base ACF expatriates, HQ visitors and consultants
- “Basic items” basket management

 Collect Timesheets in a monthly manner and transfer them to the Coordination
 Give monthly Per Diem, COLA to the Base ACF expat, HQ visitors & Consultants
 Security Envelope: Give and collect reimbursement of the Base ACF expat, HQ visitors & Consultants
 Collect the monthly “Basic Items” contribution to be provided to the cleaners
 Being aware about costs of living and prices in the concerned Province

Mission 6: Supervise and participate in the national staff recruitment process
The Base Finance & HR Manager is responsible for:
- Focal point at field level for field recruitments and recruitment policy and procedure
- Write and translate job announcement, supervise the posting of job advertisements,
collect and centralize application, supervise/handle appointments with candidates
- Supervise recruitment tests organization, participate into the recruitment interviews according to ACF procedure
- Check and send interviews grids and recommendations to the Field Coordinator
- Prepare ACF’s employment contracts, and dispatch them after signature
- Supervise the preparation of new employees personal file, collecting all information and documents needed according to ACF procedures
- Update the HR database accordingly
- Prepare ACF ID for new employees, and update with the logistics department the ACF equipment list
- Follow end of probationary period and alert managers on time



Mission 7: Supervise national staff files, HR database update and manage staff administration for the base
The Base Finance & HR Manager is responsible for:
- Be the focal point for national staff in the base regarding HR administration
- Supervise the update of HR files by his/her assistant and make sure they are conform to ACF and Afghan standards
- Update of HR database
- Give HR approval on leaves, overtime, loans, advances, perdiem and other allowances/benefits granted in the social benefits convention following ACF policies
- Follow-up leaves, overtime, advances and loans and update staff/managers on request
- Prepare renewals, amendments and ends of contracts, upon request of managers and following Coordination approval and procedures in place
- Handle other tasks related to national staff administrative follow-up

Mission 8: Prepare the monthly payroll for the base and pay salaries
The Base Finance & HR Manager is responsible for:
- Validate salary advances following ACF procedure
- Prepare and collect all documents and information required for the monthly payroll
- Update HR database with validated documents and send to the Coordination for final approval
- Manage the payslips edition, their follow up and filing as per ACF Procedures
- Supervise the salaries payment once the payroll is approved by the Coordination
- Follow and file the staff leave days, overtime, loans and salary advances
- Report any issue faced to Deputy Head of HR Department and Field Coordinator

Mission 9: Participate to the development of field staff (appraisals, trainings, individual salary increase):
The Base Finance & HR Manager is responsible for:
- Be the focal point at field level for appraisals, trainings and salary increase issues, and explain/sensitize the base managers and the staff on these processes
- Prepare the appraisal plan for the base
- Consolidate trainings needs expressed at base level and communicate them to the Coordination
- Implement appraisals, salary increase, training plan and grants processes in the base, according to ACF policies and Coordination instructions,
- Attend disciplinary procedures, ensure proper documentation of the process and send it to the coordination under the supervision of the field coordinator.

Mission 10: Manage the Finance & HR team
The Base Finance & HR Manager is responsible for:
- the day-to-day management of his/her team (guidance, follow-up, motivation…)
- evaluating the performance and developing the skills of his/her team members

 Defining the Human Resource needs of his/her area of activity and establishing the organisational chart of his/her team
 Taking part in the recruitment of team members
 Organising and leading team meetings
 Working out and monitoring individual action plans for team members
 Managing the planning process, the sharing and coordination of tasks
 Providing for appraisal interviews for team members
 Providing technical support to the teams
 Identifying the training needs of team members
 Creating, organising and leading training sessions
 Managing difficulties in the team

Mission 11: Participate in the activities of the base and of finance & HR departments
The Base Finance & HR Manager is responsible for
- Report to the Field Coordinator all requests from the staff and important issues to the HR coordination
- Participate to base coordination meetings and provide finance and HR inputs
- Assist the Field Coordinator in internal communication and in the management of daily HR issues (technical advice)
- Contribute to staff general meetings and write & send the minutes
- Contribute to meetings with staff representatives, write and send the minutes
- Suggest improvements of Finance and HR policies and procedures

Skills

Skills
- Capacity to manage team
- Good ability to work in a team
- Flexibility-empathy-patience
- Capacity to manage priorities
- Good communication skills
- Ability to analyse and synthesize
- Good organizational skills
- Diplomacy
- Relational qualities
- Dynamism
- Creativity

Qualifications

Qualifications
Educational / Professional Background :
- BBA, BA in Economics, Bachelor of Management from any reputed university.
- Professional knowledge and experience of accounting and finance.
- At least three years of professional experience in similar position with national or international NGOs.
- Capacity to manage team
- Good ability to work in a team
- Flexibility-empathy-patience
- Capacity to manage priorities
- Good communication skills
- Ability to analyse and synthesize
- Good organizational skills
- Diplomacy
- Relational qualities
- Dynamism
- Creativity

Job Location

Afghanistan - Ghowr

Education:

Bachelors Degree, Administrative

Submission Guideline

Please send your CV and application letter to ACF Human Resources Department or send through admin- email and put position title and vacancy number in the subject of your email.
لطفا خلص سوانح و درخواستی خود را به بخش منابع بشری دفتر موسسه مجادله برضد گرسنگی تسلیم نمایید ویا از طریق ایمیل آدرس admin- ارسال نموده وعنوان وظیفه و نمبر وکنسی را درموضوع (Subject) ایمیل تان ذکر نمایید.
Address: In front of Afghan Aid Office, Familiha, Firozkoh, Ghor
ادرس : شهر فیروز کوه ؛ فامیلی ها؛ روبروی دفتر افغان اید.
We thank all the applicants for their interest, however; only the shortlisted candidates will be contacted for an interview.
ما از تمام درخواست کننده گان بخاطر علاقه مندی شان تشکر میکنیم. اگرچه تنها اشخاص که شارت لیست شده برای امتحان ومصاحبه دعوت خواهند شد.

Submission Email

vacancies@af-actionagainsthunger.org

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