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Administrative Officer – Alkufrah, Libya

ADMINISTRATIVE OFFICER

JOB DESCRIPTION

1. Direct service delivery of primary health care by one MHT through an outreach approach targeting the vulnerable population.
2. At community level, PUI will deploy a network of community health workers that will facilitate and optimize the work of the MHT through sensitization, screening and referral activities.
3. At health facility level via technical support. The operation will start in Autumn 2019 after a three month inception phase including capacity building of the team and installation of a PUI office, composed of a full management and health team.

• Human Resources: S/he supervises the on-site activities related to administrative and human resource management.
• Administrative and Financial Support: S/he oversees administrative and financial questions at the site, and ensures compliance with relevant procedures, with substantive support from the Admin Manager.
• Report and Dissemination of Information: coordinates with the other departments for an effective and efficient support to the programs.

• Translate any document related to HR, Finance, administrative issues, and provide secretariat support for writing official letters and translations (English/Arabic).
• Make all necessary contracts follow-up for related to the office and collaborators of the base.
• S/he develops tools to improve the administrative service in Kufrah base.

• S/he works in collaboration with the FAM to set up HR procedures and management tools in compliance with the labor regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in Kufrah base.
• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service, by explaining the HR regulations to all collaborators of the base.
• S/he ensures the base compliance with PUI’s Internal Rules and Regulations and PUI’s code of conduct.
• S/he ensures the administrative management of local staff, in particular, payroll operations, monitoring absences, updating and archiving of personnel files.
• S/he contributes to the organization of recruitment (advertisement, applications, and interviews) for all departments.
• S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
• S/he ensures that all local employees are subject to a written evaluation at least once per contract period and per year.
• S/he assumes the responsibility for the integration of any new employees at the site, and ensures, in particular, that administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.
• On monthly bases, s/he ensures timely Tax and Social Security reporting process.

• S/he works in collaboration with the FAM to set up aspects relative to finances, including treasury and cash requests for the base, and oversees disbursements.
• As regards budgetary monitoring, S/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to FAM
• S/he keeps a good relationship and ensures good transactions and follow-up with Bank authorities in Benghazi and Kufrah and informs without delay FAM on any changes occurring with Bank.
• Under the supervision of the FAM, s/he organizes the preparation of the audits.
• S/he is Responsible of Kufrah cashbox and cash payments: S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.
• S/he ensures that accounting entries in cashbooks and bankbooks, and accounting vouchers are completed in compliance with internal rules, and communicated to the FAM according to the agreed calendar.
• S/he ensures the setting up and proper use of tools and procedures for accounting records (high quality of supporting documents), cash management and cash security.
• S/he checks that all expenditures are properly allocated as per donor’ budgets and requirements.
• S/he ensures the implementation of a good electronic archiving system: Scanning accountancy vouchers, invoices, procurement files.
• S/he Archives the scanned purchase files, invoices and procurement files and send the original documents to Tunis Coordination.
• S/he ensures payments for Kufrah base at Benghazi level when needed (liaison with the bank, suppliers for cash payments, social security & taxes department).

TEAM MANAGEMENT

• S/he is the guardian of PUI’s image in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture.
• S/he Ensures continuous development training for directly supervised staff.
• S/he Elaborates an action plan for directly supervised staff.
• S/he Ensures the administrative management of the collaborators under his responsibility: leave planning, work monitoring and planning, and at least 1 annual appraisal.

• Writes and share with the team the meetings’ minutes.
• Translates during meetings with external actors when needed.

Professional experience: Technical

Required: Experience as executive administrative assistant

Desirable: Experience working with INGOs in Libya and knowledge of the humanitarian context preferable

Required: 

• Excellent communication and analytical skills.
• Excellent organizational skills.
• Strong IT skills, including excel.