ADMIN/HUMAN RESOURCES:
Handicap International
Total years of experience :12 years, 9 Months
Administration Management
o Proceed to staff registration/cancellation to the relevant organisms
o Prepare monthly income tax payments and Social Security payments relate it to the budget
o Coordinate with partners (other HI departments) for all taxes payment and declarations
o Is aware of any new taxes, law and inform the Country Administrator
o Meet partners and lawyer about administrative and HR issues
o Provide administrative briefing to new employees
2. Hu Human Resources Management
• Recruitment:
o Ensure respect and use of official HI forms of the recruitment procedure
o Improve when necessary under the supervision of his/her line manager the recruitment procedure and official HI forms
o Ensure the recruitment chronogram update
o Support the Country Administrator in positioning any new employee on the salary scale and defining the trial period for the contracts
o Capitalize on Job description and assist when necessary in JD writing
o Prepare short listing of applicants for any recruitment and improve the diffusion of offers through the country
o Provide support to lead interviews for the recruitments
o Supervise the full recruitment process and propose any improvements to the Administrator
• Contract:
o Ensure that the contracting process is respected
o Update and validate the HR database on a weekly basis and send it monthly (or under request) to the Country Administrator
o Propose improvements in the HR database, forms or follow-up to the admin coordinator
o Ensure that any new employees are aware of their right and duties towards HI: reading the Internal regulations and leading briefings to project teams
o Provide HI employees documents (HI card, Health Insurance card, Constant companion, registration forms...)
o Supervise all the processes concerning HR management and follow up: amendments of contracts, promotions, health insurance scheme, attendance sheets, leave follow up, JD update etc
• Salary and taxes
o Prepare the pay slips for HI employees and relate it to the budget
o Supervise the payment of salaries and control attendance sheet and leaves request
o Prepare final settlement and quietus
• HR management and follow up
o Provide schedules to PM and field teams for leading staff’s appraisals
o update the project teams with the leave records for their employees, and in matching it with the leaves planning: ensure that the projects won’t be facing gap of HR at certain periods
o Support the Country Administrator to improve employment conditions
• Disciplinary processes
o Support the administrative coordinator in any disciplinary measures taken toward any employees: preparation of the forms, providing understanding of the situation and the cultural background, assist and advises during interviews (if requested) and decisions
o File all the elements concerning disciplinary measures and keep all the data confidential
• HR Expatriate management and follow-up
o Ensure expatriate general follow-up and filling
o Ensure visa process and embassy registration
o Book and follow-up flight ticket
Financial management:
1. Implementation of financial procedures:
• Ensure that the existing financial procedures are respected (check bills, purchase orders, quotations, authorized signature…)
• Under the supervision of the field coordinator, set up new procedures which could allow better control on financial matters and improve efficiency of the financial department and follow up of running costs.
• Training of staff on financial and administrative procedures
• Support administrative and logistic staff in all financial issues/difficulties
• Have meeting with the logistics to facilitate the flow of information and make sure that the communication between the two departments are fluid regarding financial procedures.
2. Cash flow Management:
• Manage petty cash and the cash book (daily basis)
• Manage all logistics’ and employees’ advances in the base (once a week)
• Develop and implement an annual agenda for HR strategy in line with the business plan. Ensure HR plans support the needs of the business but are also flexible enough to cope with changes in the organization, as and when they occur
• Serve as a link between management and employees by handling questions, interpreting and administering contracts and helping resolve work-related problems.
• •Analyze and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements.
• Perform difficult staffing duties, including dealing with understaffing, refereeing disputes, firing employees, and administering disciplinary procedures.
• Identify staff vacancies and recruit, interview and select applicants.
• Plan, direct, supervise, and coordinate work activities of subordinates and staff relating to employment, compensation, labor relations, and employee relations.
• Plan, organize, direct, control or coordinate the personnel, training, or labor relations activities of an organization.
• Represent organization at personnel-related hearings and investigations.
• Administer compensation, benefits and performance management systems, and workforce safety
• Review all staff salaries and make recommendations for pay rises in consultation with dept heads. Implement any increases and promotions.
• Ensure all Job Descriptions are kept up to date, create new JDs as and when necessary
• Deal with any performance or grievance issues in a legally compliant and professional way
• Monitor sickness and other absence.
• Ensure all policies and procedures are up to date and legally compliant.
• Ensure all staff receive appraisals in accordance with company policy and monitor probationary periods
• Conduct training needs analysis and designs and implement a training plan with input from business heads.
• follow up with the governmental institutions(i.e. social security, ministry of labor, vocational training centers…etc)
• Ensure payroll is completed accurately and to deadline by preparing and organizing the transportations, overtime, annual &illness vacations, …and all the payroll calculations
• Provide information and reports on data such as staff turnover, references, cost per hire, training hours per person, direct costs analysis. etc
• Conduct occupational health referrals and providing pastoral support and advice to employees