(Offre en anglais) Première Urgence Internationale (PUI) recrute un Administration (Finance/HR) Officer basé àTunis عودة إلى الفرص

POSITION GENERAL INFORMATION

Supervision

• Under the direct supervision ofthe Finance and Administration Coordinator(FAC)

About Première Urgence- Aide Médicale Internationale (PUI)

Première UrgenceInternationale (PUI) is a French non-governmental, non-profit, non-political, and non-religious international aid organization. Our teams are committed to supporting civilian victims of marginalization and exclusion, natural disasters, wars, and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads an average of 190 projects per year in the following sectors of intervention: food security, health, nutrition, infrastructure, WASH, and economic recovery. PUI is providing assistance to 5 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France in 2017.

PUI is starting operations in Libya with a health intervention in Benghazi to improve access to quality healthcare for individuals affected by the ongoing conflict in Benghazi and its surroundings. The Mission is currently organised with a Coordination Office in Tunis with overall authority for the mission under the Head of Mission. The Operations Office in Benghazi is overseen by a Deputy Head of Mission. Regular monitoring visits by the Coordination Office to the field office(s) in Libya will take place until Coordination can be based in Libya.

OVERALL MISSION

General objective

Under the supervision of Finance and Administration Coordinator, he/she is responsible ofa high standard HR, finance, administrative managementand secretariat to the Libyan mission to ensure that PUI activities are run in an effective and efficient manner in compliance with PUI and donors’ procedures.

Responsibilities and tasks

• Finance management:
  • Manages the petty cash and payments as instructed by FAC once all the proper validation procedure has been followed.
  • Ensure proper financial/procurement management in respect of the local financial and tax regulations (Tunisian and Libyan): financial reporting, tax reporting…
  • Ensure quality accounting vouchers and proper archiving system in coordination/field levelsand their transfer to HQ every 3 months or as instructed by FAC. Build field team capacity in that matter.
  • First Checks of the field procurement files and payment sheets (accuracy, consistency…) before final validation from Coordinators, follow up closely the corrections requested and build the capacity of the field teams
  • Is responsible of the monthly accounting closure: checking of the fields’ closure, import in the accounting software Saga, Drafting of the Audit file between Coordination and HQ…
  • Ensures a smooth collaboration with donors such as UN agencies (especially UNCHR), ECHO, Centre de Criseclose follow up of our contracts with donors’ focal points, high quality financial/HR/Log reporting complying with each donor’s specific rules…
  • Participates in Donors’ procedure trainings/meetings and ensures an accurate respect of their rules by PUI staffs at coordination and field levels at all times
  • Support the field in financial management: internal and external process, prepares for donors’ audits, archiving…
  • Support in budget and cash follow up: Financial Follow Up and Cash Forecast…
• Human Resources Administrative management:
  • Prepare and/or gather supporting documents related to each local and international staff: ID and driving license copies, blood type justification, certificates, ToRs, etc;
  • Support travel arrangements for international staff and visitors by booking all taxis, hotels and flights in a timely manner and circulate internally the follow-up document including phone numbers of visitors.
  • Share with new international staff or visitors all necessary information before their arrival in country, including the booking arrangements made, the welcome pack, the maps to the office/guesthouses/hotels and the constant companion, instruct Cleaner to preparebed rooms in Guesthouse
  • Follow-up the procedure for all legal requirements for the international staff (Visa, work permit) and visitors with PUI Legal Counselor.
  • Is responsible of the HR management of the local staffs in Tunisia in respect of the local labor regulation: recruitment, contracts, filing, induction on PUI process and internal rules, payroll, payment of income tax and social security…
  • Support the field in HR management: Internal regulations, salaries, HR forms, HR filing…
• Support administration and secretariat
  • Provide secretariat support for writing official letters and translations (from English to Arabic or from Arabic to English)
  • Support the FAC on NGO registration and other authorities’ registration (social security, tax…)
  • Capitalization: collecting administrative documents from the field and archiving them to ensure exhaustive understanding of what is going on the field: official documents signed (MOU, Donors contract, Social security, Tax card….)

In General, the Collaboratorhas to remain flexible and to perform any other duties as required for asmooth and efficient running of operations

NB: These TOR 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 Collaborator and PUI