Finance and Administration Assistant – PUI Retour vers les opportunités

General Context :

Libya, an oil-rich country with an ancient history, has more recently been known for the 42-year rule of the mercurial Colonel Muammar Gaddafi -and the chaos that has followed his departure (BBC, 2019). The country has splintered, and since 2014 has been divided into competing political and military factions based in Tripoli and the east. Among the key leaders are Prime Minister Fayez Sarraj, head of the internationally-recognized government in Tripoli, Khalifa Haftar; leader of the Libyan National Army, which controls much of eastern Libya; Aghila Saleh, speaker of the House of Representatives based in the eastern city of Tobruk; and Khaled Mishri, the elected head of the High State Council in Tripoli.

Humanitarian consequences:

Libya continues to struggle to cope with the effects of ongoing conflict and insecurity, an economic and governance crisis and the impacts of COVID-19. In 2020, around 2.5 million people have been the most affected, with 1.3 million people having the most severe needs and requiring humanitarian assistance. This is the result of a deterioration or partial collapse of living standards and basic services, an increased reliance on the use of negative coping strategies and widespread grave violations of human rights and significant impact on physical and mental wellbeing. Despite the crisis, Libya remains an attractive destination for migrant workers due to an economy that relies on foreign labour, higher salaries and historical ties, as well as being a transitory route for people seeking opportunities or asylum in Europe. An estimated 655,000 refugees and migrants are in Libya, including 48,000 registered refugees and asylum seekers. However, refugees and migrants continue to be exposed to protection risks, human rights violations, exploitation and abuse (HNO, 2021).

PUI’s strategy/position in the country and current programs:

The main programmatic objectives of PUI can be synthetized as follows:

• Enhance protection environment and access to essential services for conflict-affected communities in Libya.
• Provide life-saving assistance by ensuring a safe and dignified access to health services as well as an access to clean water, basic sanitation facilities and hygiene items for the affected families in Detention Centers.
• Improve the quality of the health services provided to the people through the national health facilities.

• Finance and Cash Management
• Human Resource Management
• Administration and Secretariat management

• Responsible of Tunis Coordination Cashbox management and cash payments
• Responsible of the Cashbooks, bank books and Accountancy tools entries in Excel and SAGA software
• Responsible of the bank reconciliation on a monthly basis
• Ensure a proper financial and procurement compliance in respect of PUI’s regulations, Donor’s requirements and the local regulations (Tunisian and Libyan)
• Ensure payment of Withholding Taxes and Social Security to the administration departments in Tunisia (CNSS, Recette des Finances)
• Ensure the first check of the procurements files and invoices at Coordination and Field levels
• Ensure the quality of the accounting vouchers 
• Responsible of receiving and sorting the hard copies of the accountancy in Coordination Office and Libya field level
• Ensure the first check of the procurements files and invoices at Coordination and Field levels
• Responsible of the implementation of an electronic archiving system for Financial Files
• Ensure the availability of cash at Tunis Coordination office
• Responsible of cash advance management

Human Resources management:

• Prepare and/or gather supporting documents related to each local and international HR personal folder
• Support travel arrangements for international and national staff and visitors (flights, hotels, perdiems)
• Follow-up the procedure for all legal requirements for the access of international staff (Follow-up on Libyan visas, Security clearance, Telex, Tunisian visas, residencies, Work permits)
• Responsible of preparing International and National staff timesheets on a monthly basis
• Responsible of following-up leave request and filling the HR Database base on monthly basis
• Ensure the recruitment process of all national collaborators in Tunisia (job announcement posting, candidates shortlisting, supervising technical tests and interviews)
• Responsible of the HR induction and briefing planning for new staff in Tunis
• Ensure an efficient follow-up of all HR personnel files and contracts
• Responsible of the implementation of an electronic archiving system for HR Files

Support Administration management :

• Provide secretariat support for writing official letters when necessary 
• Ensure translations of official documents (from English or French to Arabic or from Arabic           to English or French)

In General, the Employee has to remain flexible and to perform other duties as required for the good running of the mission. 

This job description may be subject to modifications in the future, depending on the evolution of the activities. 

These modifications will then be defined and discussed between the Employee and PUI

Humanitarian International

Technical

X

• Knowledge of the Libyan context
• SAGA accountancy software

Mandatory

• French 

• Being flexible, adapt easily to changes and reorganize priorities according to the needs
• Ability to work under stress and pressure, and to adjust to different situations
• Ability and eagerness to work with different cultures
• Ability to make suggestions
• Commitment to humanitarian principles