HR and Administration Supervisor
Attarat Power Company (APCO)
مجموع سنوات الخبرة :11 years, 5 أشهر
Job Role:
• Recruitment and Retention:
o Develop and oversee a recruitment process.
o Review job advertisements prior to posting, screen CVs, conduct telephone screenings, coordinate interview teams, participate in interviewing candidates and ensure that documentation is collected and recorded/filed.
o Oversee all labour engagement for the country office and manage the new hire orientation and exit process.
• Compliance and Record Keeping:
o Annually review the Personnel Handbook (internal regulations) recommending amendments needed due to changes in local conditions or labour laws.
o Manage timesheets, ensuring timely submission, approval, accuracy, and filing.
• Compensation and Benefits:
o Monitor compensation - ensuring internal equity & compliance and benefits.
o Facilitate job analysis and update job descriptions.
• Payroll and Budget:
o Coordinate with Finance Manager in the preparation of monthly Payroll.
o Advise Country Director on appropriate staffing levels and assist in budget preparation.
o Review employee final payments for accuracy and compliance with labour laws.
• Administration:
o Ensure smooth running of all administrative functions in the country office.
o Supervise all travel and hotel arrangements for staff and visitors, including visas and work permits as applicable.
o Prepare an estimated cost/budgeting beginning of each calendar year for all administrative supplies.
• Training and Development and Performance Maintenance:
o Evaluate the need for employee training and development and make recommendations.
o Oversee the coordination and implementation of annual performance reviews.
• Employee Relations:
o Work with senior management to resolve employee relations issues pragmatically.
o Investigate employee relations issues &work to ensure human resources related decisions are consistent and fair.
• Others:
o Prepare an estimated cost/budgeting beginning of each calendar year for all administrative supplies.
o Provide all needed supplies by identifying needs and requests from all departments and employees.
o Negotiates with all vendors and suppliers re prices and services.
o Purchases materials by obtaining requirements, quality, delivery and acceptance of the materials.
o Improves program and service quality by devising new applications, updating procedures, evaluating results with employees/departments.
o Ensure all procedures and processes are comply with the company’s policy, commercial and finance departments.
o Ensure all required supplies are delivered to relevant department or employee.
o Prepare an Admin Cost Master Log for all expenses.
o Provide a weekly/monthly report to the Admin and HR Manager.
• Manages the accounts under the supervision of the finance manager, and exercises this function in strict accordance with MSF’s internal procedures.
• Draws the finance manager’s attention to any discrepancies.
• Responsible for sums placed in petty cash and manages them with appropriate discretion.
• Processes payment of suppliers in a timely fashion (direct payment (wire transfers, cheques and cash)/operational advances)
• Maintains the account books (for operational advances, salaries or advances to suppliers) and ensuring that the advances are paid back within the given timeframes, are justified by invoices and are not allowed to accumulate.
• Maintains an accounts ledger for each register and record incomings and outgoings on a daily basis
• Ensures at least once a week, in the presence of the supervisor, that the physical cash count corresponds to the balance of cash book
• Reconciles bank statement balances
• Records any cash box disparities in register and drawing them to the attention of manager immediately.
• Receives invoices and receipts, ensuring their coherence and conformity, checking they are approved by the concern department and ensuring they respect purchasing procedures,
• Draws the attention of manager to any disparities in terms of price and quantity in order to resolve or approve them.
• Files the accounting documents.
• Enters the accounts in the accounting software (UniField-ERP) on a regular basis.
• Closes the monthly accounts within the time frames given, in collaboration with supervisor.
• Updates the administration archives in an organized and logical fashion (Legal documents, invoices, etc.).
• Prepares lease agreements and update the follow up sheets of these agreements on a regular base.
• Manages the accounts under the supervision of the administration manager, and exercises this function in strict accordance with MSF’s internal procedures.
• Ensures that s/he is totally familiar with these procedures.
• Draws the administration manager’s attention to any discrepancies.
• Is responsible for sums placed in his/her safe and manages them with appropriate discretion.
• Processes payment of suppliers in a timely fashion (direct payment/operational advances)
• Collect the variable data for Homère.
• Informs salaried personnel of their rights under the legislation in force and the rules that apply within the organization.
• Keeps details of holidays.
• Maintains the account books (for operational advances, salaries or advances to suppliers) and ensuring that the advances are paid back within the given timeframes, are justified by invoices and are not allowed to accumulate.
• Maintains an accounts ledger for each Balzac and record incomings and outgoings on a daily basis
• Ensures at least once a week, in the presence of his supervisor, that his physical cash count corresponds to the balance of his cash book
• Reconciles bank statement balances
• Records any cash box disparities in his register and drawing them to the attention of his manager immediately.
• Receives invoices and receipts, ensuring their coherence and conformity, checking they are approved by the concern department and ensuring they respect purchasing procedures,
• Draws the attention of his manager to any disparities in terms of price and quantity in order to resolve or approve them.
• Files the accounting documents.
• Enters the accounts in the accounting software on a regular basis.
• Closes the monthly accounts within the timeframes given, in collaboration with his supervisor.
• Annotates the 42** accounting entries in the file.
• Updates the administration archives in an organised and logical fashion (HR dossiers, legal documents, invoices, etc.)
• Compiles and updating individual employee files.
• Enters the necessary information (holidays, etc) and keeping it updated.
• Processes requests for modifications and drawing up amendments to employment contracts
• Prepares new contracts to employees and make sure all employee information are taken (SC Num, Bank account No., insurance forms are filled, etc.).
• Prepares Settlements release forms, work certificates, and payments.
• Follows up day to day questions posed by employees after consulting Project Administration Manager.
• Prepares all personal requests for employees (Certificates, Banks Pledges, etc.)
• Informs the employees about their holiday entitlements
• Helps the Project administration manager to draw up an annual holiday plan according to personnel requests
• Tracks outstanding holiday entitlements on Homère and anticipating the adjustments required
• Collects attendance records from department managers and noting any absences, collecting overtime forms, checking their validity, and entering the various data in Homère Participates in preparing monthly pay slips and checking that each slip is correctly filled in, and printing pay slips.
• Manages the accounts under the supervision of the administration manager, and exercises this function in strict accordance with MSF’s internal procedures.
• Ensures that s/he is totally familiar with these procedures.
• Draws the administration manager’s attention to any discrepancies.
• Is responsible for sums placed in his/her safe and manages them with appropriate discretion.
• Processes payment of suppliers in a timely fashion (direct payment/operational advances)
• Enters the variable data on Homère.
• Informs salaried personnel of their rights under the legislation in force and the rules that apply within the organization.
• Keeps details of holidays.
• Maintains the account books (for operational advances, salaries or advances to suppliers) and ensuring that the advances are paid back within the given timeframes, are justified by invoices and are not allowed to accumulate.
• Maintains an accounts ledger for each Balzac and record incomings and outgoings on a daily basis
• Ensures at least once a week, in the presence of his supervisor, that his physical cash count corresponds to the balance of his cash book
• Reconciles bank statement balances
• Records any cash box disparities in his register and drawing them to the attention of his manager immediately.
• Receives invoices and receipts, ensuring their coherence and conformity, checking they are approved by the concern department and ensuring they respect purchasing procedures,
• Draws the attention of his manager to any disparities in terms of price and quantity in order to resolve or approve them.
• Files the accounting documents.
• Enters the accounts in the accounting software on a regular basis.
• Closes the monthly accounts within the timeframes given, in collaboration with his supervisor.
• Annotates the 42** accounting entries in the file.
• Reconciles the bank statements and highlighting any cheques not cashed during the month.
Updates the administration archives in an organised and logical fashion (HR dossiers, legal documents, invoices, etc.)
• Compiles and updating individual employee files.
• Enters the necessary information (holidays, etc) and keeping it updated.
• Processes requests for modifications and drawing up amendments to employment contracts
• Prepares new contracts to employees and make sure all employee information are taken (SC Num, Bank account No., insurance forms are filled, etc.).
• Prepares Settlements release forms, work certificates, and payments.
• Follows up day to day questions posed by employees after consulting Project Administration Manager.
• Prepares all personal requests for employees (Certificates, Banks Pledges, etc.)
• Informs the employees about their holiday entitlements
• Helps the Project administration manager to draw up an annual holiday plan according to personnel requests
• Tracks outstanding holiday entitlements on Homère and anticipating the adjustments required
• Enters advances on Homère.
• Collects attendance records from department managers and noting any absences, collecting overtime forms, checking their validity, and entering the various data in Homère Participates in preparing monthly pay slips and checking that each slip is correctly filled in, and printing pay slips.
• Manages the accounts under the supervision of the administration manager, and exercises this function in strict accordance with MSF’s internal procedures.
• Ensures that s/he is totally familiar with these procedures.
• Draws the administration manager’s attention to any discrepancies.
• Is responsible for sums placed in his/her safe and manages them with appropriate discretion.
• Processes payment of suppliers in a timely fashion (direct payment/operational advances)
• Enters the variable data on Homère.
• Informs salaried personnel of their rights under the legislation in force and the rules that apply within the organization.
• Keeps details of holidays.
• Maintains the account books (for operational advances, salaries or advances to suppliers) and ensuring that the advances are paid back within the given timeframes, are justified by invoices and are not allowed to accumulate.
• Maintains an accounts ledger for each Balzac and record incomings and outgoings on a daily basis
• Ensures at least once a week, in the presence of his supervisor, that his physical cash count corresponds to the balance of his cash book
• Reconciles bank statement balances
• Records any cash box disparities in his register and drawing them to the attention of his manager immediately.
• Receives invoices and receipts, ensuring their coherence and conformity, checking they are approved by the concern department and ensuring they respect purchasing procedures,
• Draws the attention of his manager to any disparities in terms of price and quantity in order to resolve or approve them.
• Files the accounting documents.
• Enters the accounts in the accounting software on a regular basis.
• Closes the monthly accounts within the timeframes given, in collaboration with his supervisor.
• Annotates the 42** accounting entries in the file.
• Reconciles the bank statements and highlighting any cheques not cashed during the month.
Updates the administration archives in an organised and logical fashion (HR dossiers, legal documents, invoices, etc.)
• Compiles and updating individual employee files.
• Enters the necessary information (holidays, etc) and keeping it updated.
• Processes requests for modifications and drawing up amendments to employment contracts
• Prepares new contracts to employees and make sure all employee information are taken (SC Num, Bank account No., insurance forms are filled, etc.).
• Prepares Settlements release forms, work certificates, and payments.
• Follows up day to day questions posed by employees after consulting Project Administration Manager.
• Prepares all personal requests for employees (Certificates, Banks Pledges, etc.)
• Informs the employees about their holiday entitlements
• Helps the Project administration manager to draw up an annual holiday plan according to personnel requests
• Tracks outstanding holiday entitlements on Homère and anticipating the adjustments required
• Enters advances on Homère.
• Collects attendance records from department managers and noting any absences, collecting overtime forms, checking their validity, and entering the various data in Homère Participates in preparing monthly pay slips and checking that each slip is correctly filled in, and printing pay slips.
• Examines claims and other supporting documents; verifies their authenticity and accuracy based on the applicable financial rules and regulations; prepares accounting vouchers in Accounts Payable or General Ledger Module in the FMS after verifying the existence of budget allotments, hard commitments, and/or account balances as applicable.
• Checks, classifies payroll transactions including Home-Office-Home (HOH) deductions and private telephone calls deductions and prepares them in Excel format to be entered into the Payroll Module.
• Prepares cash and bank payment vouchers in respect of each and every claim after scrutiny and checking; performs necessary diligence work based on the supporting documents provided and in compliance with payment terms as stipulated in purchase orders, service contracts, construction contracts and special service agreements.
• Maintains the records of all agreements between the Agency and external entities and separated staff members ensuring that all payments are properly made under these agreements.
• Calculates, checks, reconciles and analysis related financial data.
• Prepares prepayments, debit notes and adjustment vouchers in accounts payable module in respect of internal and external vendors.
• Assists the supervisor in processing temporary assistants and casual laborers payroll.
• Assists the supervisor in reconciling payroll codes and processes necessary Journal Vouchers in the General Ledger Module.
• Drafts correspondence related to his/her functions.
• Performs such other duties as may be assigned.
1. Attends to the reproduction, collation and stapling of various documents and materials to assist in departmental operations.
2. Drafts routine correspondence, personnel actions forms and other routine materials to assists in departmental activities.
3. Performs the data entry on HRM and Payroll System to ensure data availability and accuracy.
4. Prepares or assists in preparation and update of routine statistical and other periodic reports to ensure completeness of departmental activities.
5. Receives incoming mail and dispatches outgoing mail to ensure business communication.
• Prepare, examine, and analyze accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards. Bank Reconciliation.
• Compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting and other tax requirements.
• Analyze business operations, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Report to management regarding the finances of establishment.
• Establish tables of accounts, and assign entries to proper accounts.
1. Work on the software EXCEL..
2. Work on the accounting system (Ramco).
3. Bank Reconciliation.
4. Payroll processing.