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Finance & Administration Officer

Première Urgence Internationale has been operating in Libya since 2017, particularly in the regions of Benghazi and, from 2019, in Al Kufra, to strengthen the resilience of the most vulnerable populations affected by ongoing crises, improve their access to essential services. The organization’s intervention in the country is built upon an integrated approach combining the provision of comprehensive primary healthcare services, psychosocial support, protection assistance, WASH activities, and infrastructure and rehabilitation. Première Urgence Internationale develops public infrastructures’ rehabilitation and restoration in areas affected by several years of conflict. Additionaly, during the COVID-19 crisis in Libya, the organization adapted its intervention to include Infection Prevention and Control and COVID-19 awareness activities.

The Finance and Administrative Officer is responsible for :

·         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

Specific goals and related activities

·         Make all necessary contracts follow-up for related to the office and collaborators of the base, update the DATA HR accordingly.

·         S/he contributes to develops tools to improve the administrative service in Benghazi base.

·         S/he support the yearly audit done by the Legal Accountant in Benghazi.

·         On monthly bases, s/he ensures timely Tax and Social Security reporting process and related payment

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·         S/he works in collaboration with the Fin/Admin Manager 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 Benghazi 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 suggests training programs for the local staff as needs basis.

·         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

·         Update the HR Data Base whenever a change arise (New dependents, Leaves, new staff personal details, etc.

·         Update the Health Insurance list and send to coordination on a monthly bases.

·         Print out payslips, after DB being validated by Coordination.

·         Updates the HR monthly monitoring tool and shares with Coordination once validated by Finance and Admin Manager

·         Communicates the list of all new employees to Coordination regularly for regular screening.

·         S/he works in collaboration with the Fin/Admin Manager 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 DFCS

·         S/he supports the Finance and Admin Manager in collecting the FFU monthly forecasts from the different teams (programme, logistics, MEAL).

·         S/he keeps a good relationship and ensures good transactions and follow-up with Bank authorities in Benghazi 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 Benghazi 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 sends the accounting closure to FAM for final revision and validation before sending to Coordination.

·         S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in Benghazi base: accounting procedures, accounting records (high quality of supporting documents), cash forecasts, 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 makes sure to Archive the scanned purchase files, invoices and procurement files and send the original documents to Tunis Coordination

·         S/he ensures payments for Benghazi and Kufrah base at Benghazi level when needed (liaison with the bank, suppliers for cash payments, social security & taxes department)

·         Do the cash inventory on a weekly bases with FAM, and on a monthly bases with DHoM.

·         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 behaviour consistent with the values upheld by the organization, and with full respect for the local culture.

·         OTHER RESPONSIBILITIES

·         In case of the Fin/Admin Manager absence, participates in weekly meetings with the base team

·         Writes and share with the team the meetings’ minutes

• Bachelor‘s degree (administration, accountancy)

• Technical
• Humanitarian

Experience as executive administrative assistant

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

• Excellent communication and analytical skills
• Excellent organisational skills
• Strong IT skills, including excel
• Taking initiatives, proactive
• Commited and Motivated

• English
• Arabic

X Fluent

X Mother tongue

• Microsoft Office Suite

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