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General description:
The overall objective of the Finance, Administrative and HR Officer is accountable for the sound financial, accounting and budgetary management of the program, the management of human resources and the administrative and legal records as well as for reporting adequately as requested to its line management and HQ.
Main RESPONSIBILITIES:
Administration
- 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.
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: complete the cash / Bank book on a daily basis, provide the monthly accounting closure performing monthly cash inventories and bank reconciliation.
- Verify compliance of accounting documents according to internal regulations and Jordan Finance Law.
- Prepare, manage and follow up the project budgets, financial proposals, financial reports, and monthly fund requests.
- Coordinate and prepare for financial audits
- Manage the Cash forecast, petty cash and the bank accounts
- Manage CDE local office’s cash-flow and ensure that banks and cash boxes are properly supplied
- Provide regular and ad hoc budget, financial and human resources information to the Country Coordinator to support informed decision-making.
- Ensure that local staff is fully aware of budgetary principles, methodologies, rules and procedures and facilitate their training as may be required.
- Ensure efficient local banking arrangements and compliance with local financial and banking regulations
Legal
- Management of legal requirements and proceedings and contribute to oversee the administrative aspects of the local office
- To liaise with partner hospitals and follow up with the authorization for all CDE medical personnel to practice legally in Jordan
- Ensure adherence to and follow up on legal requirements for CDE teams and programs (e.g. work permit, social insurance subscription, taxes, etc.)
- Under the supervision of the Field Coordinator and headquarters, to ensure and follow up on the legal requirements related to CDE local office in Jordan with the relevant stakeholders: registration with MOSD, submission and validation of CDE project to MOPIC-MOH or other relevant Ministries, opening of bank account on behalf of CDE, legality of contracts, etc.
Human Ressources
- Ensures adherence to human resources procedures from all staff in close coordination with the concerned line-manager (International and national employees)
- 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 contracts, leaves, salary, SSC, income tax.. etc.
- Attend HR JIF meetings
- Support the Country Coordinator in identifying training needs and propose training courses
- Develop an on-going plan for human resources development of the Office staff
- Advise the Director of Office or the designate on Staff related matters
- Provide explanations to staff on their rights and duties and on related administrative steps and procedures.
- Administer day to day HR issues within the Office and ensure appropriate and timely follow-up
Liaison with stakeholders
- Liaise with stakeholders on financial, administrative and legal aspects, in particular but not exclusively with partner hospitals, vendors, suppliers, networks of service providers, Ministries, etc.
- Be responsible for the approval process of CDE according to the procedures established by the Government of Jordan (GoJ). Accordingly, he:
- Liaises with Partners/Donor to obtain needed document for JORISS submission
- Follows up with the Jordan Ministry of Planning and International Cooperation (MoPIC) on the approval status.
- Liaises, when needed, with the Cabinet of the Jordan Prime Ministry to ensure approval process is granted in due time.
TEAM RELATIONSHIP
The Administration/Finance/HR officer:
- Is under the direct supervision of the Head of Mission in Jordan
- Liaises with CDE HQs management control officer and administrative and finance department as well as HR department as required
- Works closely with and in support of the whole team
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