raed alzruaiqi

Position profile
The FLAT Support Officer is responsible for ACTED FLAT (Finance, Administration, Logistics and Human resources (staff management, and day to day follow up of tasks and achievements).
Responsibilities
I. Administration Management: Ensure that weekly FLAT meetings be held regularly and minutes to be shared with participants;
Review and check Administrative official documents prior to be signed and approved by Regional director or his representative;
Assist Regional Director or his representative to draft internal notes, regulation, memos etc in line with ACTED policies and requirements
Follow up of Legal-related issues, in coordination with the lawyer (Mission registration, Professional license, Work permit & visa issues for internationals staff)
Supervise the Administrator performance and provide support;
Provide support to ensure ACTED compliance meet the legal requirements of the country;
Ensure that ACTED offices work in accordance with ACTED Management Guidelines and the Labour Code of the country;
Supervise Administrator in all lease agreement, meetings & discussion;
I. Human Resources Management
Check and control the monthly Staff Titanic reports prior to be signed and approved by Regional Director or his representative & send to HQ on time;
Ensure all staff (national & international) have comprehensive ToRs;
Ensure the implementation of ACTED HR Manual & its standards templates on line with Country labour law & internal regulations
Ensure each new international staff Settle in properly in their first week of arrivals
Follow up of International staff Appraisal forms with Regional director or his representative;
Review and update (or benchmarking if needed) the national staff grade, salary & position to be in line with country approved salary grid.
Prepare the International staff presence table and Paid Leave table follow up and send it on a monthly basis to HQ HR dept.
Support HQ HR on provision of required documents linked with International staff (up on request)
Follow with HQ HR the international staff recruitments (arrival & departure)
Participate and supervise the interview panel and provide initial approval to new staff recruitments as per requirement and pre-approval of Regional director or his representative;
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Ensure that Administrator checked successful candidate 'Reference Check' prior to offer the position;
II. Finance: Support Head of Finance on day to day Finance work;
Ensure that an updated allocation (staff, assets, premises) is available;
Ensure staff insurance and security payments are released on monthly basis;
Support Finance on all payments and cash transfers after review of PR, ROP;
Perform Cash count on Weekly basis and sign the sheets
III. Logistic: Review & prepare all procurement contracts and ensure the procured items fairly costs and prices as well as quality
Supervise the day to day procurements and set up a thorough cost control mechanism;
Ensure an up to date asset management and office/GH inventory is existed and is following by night secretary
Ensure a monthly transport/fuel follow up is updated and followed by Administrator
Support Administrator on arrangement of guard's & drivers' duty schedules;
V. Filing: General Filing: Review and standardize all ACTED FLAT filing system (for Admin/HR, Logistics & Finance);
Personal Folders: Support Administrator to ensure all staff National and International has updated personal
•Voucher & Cashbook: filling of voucher(s) & registration of voucher in cashbook.

•Payment: make payments for all items and services which have been approved by the Area coordinator.

•Safe & Cashbook checking: at the end of each day, the cashbook and the safe should be checked and the balance should correspond.

•Prepare CFW Vouchers & make payments to them.

•Identifies current and future customer requirements by establishing rapport with potential and actual customers and other persons in a position to understand service requirements.

•Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

•Ensuring that all related items for catalogue change are ordered, room sets and compacts are ready, and business priorities, functions and style groups are covered.

•Maintaining adequate stock levels and inventory control in coordination with in-store logistics manager.

•Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

•Produce a monthly report covering objectives set, results achieved and sales forecasts. To maximize sales opportunities with retail clients, the trade, designers and the local market.

•Develop, manage and refine new and used vehicle sales policy.

•Assist the Dealer Principal in maintaining franchise operating standards.

•Manage all aspects of Auto Parts Sales operations, including the day-to-day operation of Sales branches.

•Oversee product movement or monitor trends that indicate the need for new products, promotions and services.

•Assist in improving and enhancing the business sale, and improving customer relations.

•Accomplishes customer service human resource objectives by recruiting, selecting, orienting, training, assigning, scheduling, coaching, counseling, and disciplining employees; communicating job expectations; planning, monitoring, appraising, and reviewing job contributions; planning and reviewing compensation actions; enforcing policies and procedures.

•Meets customer service financial objectives by forecasting requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

•Maximizes customer operational performance by providing help desk resources and technical advice; resolving problems; disseminating advisories, warnings, and new techniques; detecting and diagnosing network problems.

•Prepare, examine, and analyze accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.

•Compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting and other tax requirements.

•Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.

•Develop, maintain, and analyze budgets, preparing periodic reports that compare budgeted costs to actual costs.