Administrative (Head of Department) - Yemen
INTERSOS Organization
Total years of experience :8 years, 7 Months
Take responsibility for review, checking, coding, and filing all agreements, service contracts, and firm work contract with all related docuements for South and North.
The Administrative responsible for preparing the assets and inventory list for both the South and the North, and will be responsible for sharing an updated list monthly, and semi-annually and ensure all assets and equipment are duly register in the Mission assets/equipment register on IMP.
Review, check and approve the communication costs for all INTERSOS employees in South and North (checking the lists according to the INTERSOS communication policy, making the payment request and verifying all invoices before submitting them for financing for the final check and registration.
Received and check all goods & property after Log made the purchase, monitoring a sheet for the IN/OUT process from the warehouse, along with the logistic department to guarantee segregation of duties.
Take overall responsibility for the management of the office and the guesthouse in accordance with INTERSOS policy and procedures, ensuring that office stationery, office supplies, and guesthouse supplies are ordered on time, and office/guesthouse maintenance which includes raising purchasing requests.
Works with finance to ensure prompt payment of utilities, leases, casual labour, etc.
First Reasonable about Finance Related Issues of North.
Proceed daily payments, monthly salaries, social insurance and taxation.
Bank Reconciliation for all bank accounts.
Month End Mission Cash Declaration and Reconciliations
Month End UNHAS (flight and boat) Reconciliations.
Leading the collection of documents required during audits / verifications (supported by PM, CFC and HR Officer), and represent INTERSOS during audit exercises conducted in Sana'a office.
Proceed then registration of daily payments and monthly salaries in the Journal
Participate in procurement/tender committees and verify on a sample basis on any lower procurements.
Check on weekly liquidity request per project to assist the CFC/ Deputy CFC to ensure sufficient liquidity per project account
Verify mission compliance and monitor the correct application of INTERSOS procedures and donor guidelines.
Assure the archive management on the basis of the INTERSOS Protocols and any other requirements set by the Country Finance Coordinator/Regional Finance Coordinator, ensuring formal verification of support documents (both general and fund accounting), assessing the adequacy of support documents in cooperation with the Country Finance Coordinator, before each audit exercise (both internal and external) conducted in Sana’a
Prepare contracts (procurement dossiers: negotiated procedure or local open tenders) in Sana’a
Organise weekly team meetings for North and monthly meetings with different departments to ensure there is oversight, understanding and collaboration/coordination
Support budget review in support of proposal development/negotiations for North
Coach and monitor the work of the sub-office admin officers by regular visits to the sub-office - min 1 time per quarter.
Closely monitor the BvA (Budget versus Actual) of projects and advise HOM and PM’s where there are Major variances in expenditure.
Check on procedure and documentation completeness for purchases (PR, Procurement procedures according to INTERSOS and donor rules and procedure …etc.), proceed with the payment first-hand without any delay and signs for authorization > arrange the document for registration.
Cash management: payment, count and reconciliation; note that cash count will be daily and a monthly co-checked and signed by 2nd person, while monthly cash count is checked and signed by Area FM and CFC.
First responsible for handling the safe.
Check on pre-qualified suppliers list and be part of the committee
Participate in the procurement committee for procurement of goods and services - as first representative of the admin-fin department
Responsible of payments/expenses in the local Journal (PN) and clearing of PENDING from other locations
Check the preparation of the donor report back-up documents based on the list of expenders received from CFC or D/CFC(filing)
Assist on collection of back-up documents of audits/verifications (with support of PM, Deputy-CFC and Admin-Support and HR assistant)
Maintain relations with banks and money transfer agencies
Follow the staff on a continuous basis to perform their tasks to the fullest. Arrange the time to make all things under control with the lowest level of follow-up, and work continuously with no delay.
Ensure strict archiving by department (ensure clear mainstreaming of archiving system to avoid documents get lost)
Process monthly payment of salaries, social insurance and taxes
Process bank transfers (internally/internal loans and externally)
Follow on monthly Liquidity plan > transferring money to relevant staff in different sub-bases
Follow on monthly recurring payments by monitoring contract sheet
Prepare contracts for goods and supplies (BoQ) and service contracts for services > in support to Logs and PMs and directly register these contracts in the contract sheet.
Perform day to day financial transactions to ensure an up-to-date, accurate and documented finance:
- Receive any verify purchase requests, invoice and payment requests for office and project purchase.
- Check compliance with internal and donor procedures
- Process payments per approved liquidity plans and verify transactions on compliance with finance procedures
- Encoding/ registration of payments and Expenses for data entry in INTERSOS accountancy
- Process backup reports after data entry
- Present daily and monthly cash declaration
- Liaison with the transfer companies
- Maintain booking registers
- Manage the CASH IN/OUT in safe box with the financial system
- Establish, maintain and reconcile the general ledger
- Prepare and reconcile weekly cash statements.
Assist in preparing the reports of donor an accurate and timely manner:
- Support the Country Admin. and AFO1 to prepare the report of the Audit
- Assist with annual audit (Internal and External)
Administer and monitor the financial system in order to ensure that the finances are maintained in an accurate and timely manner
- Prepare monthly cash requests
- Prepare weekly cash reports
- Provide the staff weekly with required cash request
- Implement financial policies and procedures
Provide administrative support in order to ensure effective and efficient office operations
- Support logisticians in maintaining complete and up to date inventory files
- Monitor and order office supplies
- Monitor and payments of service contract weekly, monthly and yearly
- Maintain a tight and clear archiving system for all financial and administrative documents
- Support program staff and logisticians in the preparation of purchase requests
Prepare the Pay slips and Timesheet.
Recruiting process for national staff (In Aden Office & Field).
Preparing and maintaining employment, consultancy and service agreements to local staff and service providers while monitoring performance and compliance to the terms of agreement and in line with the local laws and regulations.
Following up on new hire paperwork for IMC national employees and facilitate a smooth administrative process for employees through all phases of their employment.
Implementation of New employee’s orientation programs.
Ensuring compliance to regulations including personnel policies and Procedures of IMC.
Track leave and attendance and prepare monthly timesheets accordingly.
Responsible for monitoring employees’ daily attendance and report any attendance/absence related problems to HR Officer and Office Manager.
Processing employees’ health insurance request and send them to Sana’a office for subscription.
Act as the Point of Contact for employees’ health and other related issues under the direct supervision of the Human Recourses and Administrative officer, and collect health insurance documents from staff then send it to main office for subscriptione.
Translating documents from Arabic to English and vice versa.
Supervise the cleaners, cooks and overseeing maintenance of IMC Aden offices;
Organizing the office layout and in maintaining supplies of stationery and equipment.
Updating employees’ information.
Reviewing and updating as necessary IMC Yemen National Employees’ Handbook.
Ensure the correct administration of employee files and records in order to ensure accurate payment of salaries, benefits and allowances:
- Responsible about Recruitment Process.
- Document new employees.
- Prepare new contract/amendment/extenuation.
- Responsible about staff personal files.
- Control, and update file for Consultants/Service Providers.
- Keep updated each staff/contract according to the Salary scale & prior verification with project managers and head of mission on changes in scales
- Prepare separation documents for terminated employees
- Verify and report on benefits payments such as health and terror insurances
- Verify annual leave records and keep clear balance overview
- Maintain confidential employee files.
Administer the monthly payroll FOR STAFF in order to ensure that employees are paid in an accurate and timely manner;
- Control and update the HR file, Salaries Sheets and Prepare the Payroll on monthly basis.
- Prepare the consolidated Monthly staff file to be uploaded in PN.
- Verify, report and update terror insurance list on monthly basis.
- Manage overview of relocation allowance for field staff.
Maintain a well-organized follow up on staff through:
- Prepare, Collect and Check the attendance sheets on monthly basis.
- Maintain the leave management system, updating leaves and holidays in staff leave file.
- Keeping up-to-date Employees and Special Consultancy files
Additional typical activities
- Keep up to date and complete staff contact list
- Assist with annual audit.
- Prepare INTERSOS ID card.
- Prepare the equipment responsibility for staff.
- Assist to prepare the letters.
- Support administration with contract, MoU and its amendment preparations/drafting and maintain an up to date list of contracts and MoUs
• Mini Master in Business Administration, Contains ( HR Diploma, Business Administration & Leadership Diploma, Project Management Professional Diploma, Finance & Accountant Diploma, Marketing Diploma and Sales & Quality Diploma)
Bachelor’s degree in Information Technology Software Engineering (September - 2014), with an elevated grade 'Good’, during the period (2010-2014) Faculty Of Computers and Information, Cairo University