Admin Log –FIN-HR Officer
Action against Hunger
Total years of experience :9 years, 4 Months
• Action against Hunger (ACF) Middle East Regional ofice, Yemen Mission-NGO, 18 July 2018 till 31 March 2024
• Admin -Human Resources:
• In Collaboration with HR HOD Manage expatriate movement for breaks, leaves evacuations if needed.
• Prepare Reginal national staf monthly payroll (leaves, advances, bonus, overtime) and send for final validation using HOMMER software in accordance along with nationals GTA shared cost.
• Prepare monthly tax and social security payments for nationals.
• Responsible for expatriate reimbursement and expense management, Allowances (per diems, COLA, break allowances, security envelope).
• Responsible for Reginal visitors induction, welcome packs procedures (HQ, Reginal, Yemen mission)
• Manage Reginal ofice /Yemen /Jordan Guest houses for accommodation and hotel booking.
• supervise the cleaner and driver schedule for ofice and guest house.
• Pointing training needs and sharing opportunities with Managers.
• Participate in country Internal HR policies procedures update upon request. -HR GAP Support if needed for Yemen mission.
• Finance:
• Manage Yemen Cash books and monthly closure in Amman.
• prepare payments and settle invoices.
• Prepare Yemen cash forecast at reginal ofice.
• Maintain all Finance dossiers are properly mounted, scanned and archived on the archiving system for all books.
• Support Finance Manager with bank books and monthly reconciliation. generate and Cosign checks and transfers letter and monthly Accounts statements.
• Liaise with Finance Yemen Manager/ HOD, Maintain financial entries of all accounting transactions according to the monthly budget allocations and coding Into SAGA software.
• Support with Reginal Missions Pools, Interco, Intermissions expresses allocation. Along with Reginal Funds transfer to other mission with HQ support.
• Logistics-Procurement:
• Manage Procurement requests, SPO, FWA and delivery note using Link software two accounts
• Fleet Management employees arrival/Departure transportation, using online sheet tracking
• Reginal/Yemen with collaboration of Reginal LOG Manager and Yemen LOG HOD.
• Maintain all procurement dossiers are properly mounted, scanned and archived on the archiving system.
• Act as Admin Finance /Logistics Manager once Manager on leave. As back up.
• Manage guest house/Ofice safety, supplies and Maintenance.
• Support in Managing Farmwork agreement and contracts and ensure all terms are respected.
• Responsible for workshops organizing hotels, venues, conferences, meetings.
• Keep Reginal ofice and Yemen Mission inventory, equipments list updated.
• Identify new suppliers, capitalize suppliers information, and collect ofers.
• With the support of YE mission IT manager and Regional ICT manager provide setting up the laptops for the assigned employees and ensure eficient operation of the means of communication
• Access Liaison- Security:
• Act as a champion of Humanitarian Access methodology for Reginal ofice MERO and other missions when applicable.
• Manage UNHASS (United Nations Humanitarian Air Service) Expat and national staf traveling to and from Yemen. And act as ACF UNHASS Hub focal point. Along with commercial flights booking.
• Responsible for Yemen embassy visa stamp process for expatriate in reginal ofice Amman.
• Coordinate Jordan visa Application process government Ministry of Interior. And prepare visa extension for Yemen mission team.
• Conduct security briefings and act as a sub-focal point for security Tree, update Jordan mission security focal point CD and Security Manager for reginal ofice visitors and their movement plans.
• Handling Petty Cash process.
• Responsible for employees attendance/Leave/ contracts.
• Handling Bazar accounting System.
• Prepare daily/Monthly transactions Report.
• Assist in social media in customer responses and activity.
• Receiving and checking invoices related to AP/AR account and updated to the System.
• Prepare the contracts for the company.
• Handling payroll process cycle for employees.
• Liaise with the hotels and hospitals for patients reservations.
• Assist in procurement processes and office Management.
• Generate new deals with new partners and customers.
• Receiving and checking invoices related to AP vendors account according to Baker Hughes policies.
• Process invoices according to their type and scans and processes them to SAP system for payment.
• Check vendors statement of account with their account in SAP for payment due dates.
• Prepare weekly payment proposals and clearing for vendors payments and employees claims expenses.
• Submit checks to vendors and organize all payments letters with related receipts and transfers pay slips.
• Handling payroll process cycle for local employees over time-field bonus -other bonus.
• Handling petty cash process.
• Check payment letters for payment issued by baker Hughes with bank statement.
• Prepare monthly cash call for all expenses. Accounts reconciliation, accruals for expenses in SAP
• Handling social security and tax calculations deduction for payroll.
• Handled HR filing and archiving.
• Trained on E-Claims (Expense-EPA) approval process and handled all documents transferring.
• Handled medical check-up booking and arrangement.
• Assist on the recruitment process, and trained on the IRecruit Website.
• Worked on the Epcx website, where assist on the employees packages requests and transfers (Letter of Assignments - Offer Letter - Details of Assignments).
• Preparing the HR documentation (Short Term Assignment letters, Covering Letters, and Social Security forms).
• Preparing employees contracts according to the Offer Letter (Grades, Salary, Position and Location).
• Preparing and Assisting on International Staff Employment Documentation.
• Dealing directly with Employees and discuss solutions for their problems.
• Trained and assist on local payroll process cycle as Over Time, Deduction, and Tax …etc.
• Handled Completion of Catering project in one week, with all needed equipments, lowest prices, best quality and lowest time to increase employees satisfaction.
• Handled attendance and Holidays reporting (On Time) on load chart system, to be reflected in the payroll.
• Preparing final settlement report.
- Created CRM system with documentation to fulfill the University 6 months training project requirements.
- Trained in the IT Department and gained the following skills and knowledge:
- System Analysis.
- Database, Web-Designing.
- General information about HR Department /Secretary/ project management.
Dean list Award
Dean list Award
Diploma in General International NGO Management
