Job Description

JOB TITLE:  Field Finance & HR Assistant
LOCATION: Marib, Yemen
CONTRACT DURATION:    8 months fixed term
START DATE:  ASAP 
SALARY GRADE: According to SIF’S National Staff Salary Scale

Organizational Profile:

Secours Islamique France (SIF) is an international Non-Governmental Organisation that has been working in France and around the world for over 30 years, taking action wherever there are humanitarian and social needs to be addressed. SIF believes in a more just and caring world where the basic needs of the vulnerable people are met. SIF is committed to reducing poverty and vulnerability acrross the world, without proselytising or discriminating. It implements emergency relief, development programmes and adovacy programs. In Yemen, SIF implements programs to support vulnerable communities in different parts of the Country in various sectors. 

General Description of the Position:

With the support and under the direct supervision of the Program Manager, and in collaboration with the Finance Officer, Accounts Officer, and HR Assistant in Aden, the Field Finance and HR Assistant is responsible for providing support in human resources, administration, and finance at the Marib Office

Technical responsibilities

• Manage the daily cash/bank payments of the SIF Marib office, including payments of suppliers, dispensing cash to staff and weekly and monthly cash counts. 
• Responsible for financial administration according to SIF standards.
• Responsible for HR

Duties and Responsibilities:

Objective 1: Accounting and Finance Resposiblities 

Activities:

• Responsible for Cash and Bank Payment at Field level in respect with SIF’s rules and procedures.
• Follow and implement all SIF policies, procedures, grant compliance and documentation requirements
• Keep the office safe, safe keys, cash and other assets in a secure and protected place.
• Keep a record of all cash, and advances on an Excel worksheet, and update reconcile daily. Do accurate cash counts daily and whenever need?
• Disburse or receive authorized cash and bank payments and receipts
• Ensure all required documents are attached; calculations are correct, and appropriate approvals and reviews are made as per the SIF Policy before payment of any cash payments.
• Establish daily cash needs, after consultation with the Logistics/Program 
• Verify that all the Cash receipts/invoices are correctly filled and they are eligible for SIF accountancy 
• (Indicating: the date, and details of the supplier, clearly writing the amount in figures and words with the stamp PAID).
• Cross-verify the field office Cash Vouchers along with accounting books. After ensuring accurate accounting entries and payment vouchers, do the signature on the vouchers.
• Scanning of all the vouchers of Base accountancies after finalization.
• Archiving of Monthly Accountancy in the record room.
• Keep all finance documents and reports properly filed, labelled and stored in an accurate and easily accessible manner.
• Code all expenditures following the standard chart of accounts, code budget and record to the accounting software or recording system daily and ensure weekly review and posting.
• Match invoices/receipts with payment vouchers, GRN and other required documents.
• Prepare cash, and advances reconciliations and submit for review/approval every week and at the end of the month.

Objective 2: Human Resources Responsibilities

Activities

• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, etc.
• File originals of all documents listed above and ensure all files are constantly updated.
• Send originals of staff personnel files to the Country Office & are followed regularly to update the missing documents.
• Prepare job contracts and share with HR Assistant in Aden
• To liaise with the logistics department in ensuring that all staff have the Identity Cards.
• Assist in recruitment efforts.
• Scheduling job interviews and assisting in the interview process.
• Preparing new employee files Preparing new employee files according to the instructions of the HR Manager.
• Orienting new employees to the organization.
• Assist in filling and maintaining HR Files & databases.
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files.
• Assist in maintaining records related to grievances, performance reviews, and disciplinary actions.
• Assist in Performing payroll and benefits audits.
• Completing terminated paperwork and assisting with existing interviews.
• Collect Leave data from and timely and share with Aden Office.
• Collect and check staff overtime from and share with Aden Office.
• Preparing monthly pay slips for all staff.
• Make the administrative follow-up of staff sick leave, annual leaves and others and ensure all documentation is completed timely and according to the procedures.
• Keeping track of all benefits to ensure the systems and providers are working accordingly with HR procedures/contracts.
• Maintaining computer database by updating and entering data.
• Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.
• Supervision requests for cleaning and hygiene materials.

This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions.

Qualifications and Requirements:

• Batchelor degree in Accounts/Finance/Administration or equivalent
• At least 3 years relevant work experience in Finance and HR
• Experience in international development and non-profit organisations.
• Experience in the commodity management.
• Good computer skills; word, excel, PowerPoint and database.
• Very good communication skills and team player, as well as ability to work individually.
• Fluent in English.

ETHICS AND PROFESSIONAL PRACTICE

Child Safe-Guarding Policy. SIF commit to respect the “Do no harm” humanitarian principle and ensure child safety is paramount in all its activities. SIF implements a Child Safeguarding Policy (CSP), and implement all necessary measures to ensure that only those who are suitable to work with vulnerable people, in particular with children join the organization. This position is subject to criminal records disclosure and reference checks.