Finance and HR Assistant

Job Description

SCOPE OF WORK

Job Title: Finance and HR Assistant

Position Category Regular Employee
Job Location: Gaza Strip

Reports to: Country Representative

Start date: As soon as possible

Closing Date: February 15, 2020

ABOUT MEDGLOBAL

MedGlobal is an international medical non-profit organization providing health services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health volunteers of diverse backgrounds.

JOB DESCRIPTION

The Finance and HR Assistant is responsible for the accounting and finance activities of our programs in Gaza with a particular focus on the bank and cash handling in line with MedGlobal policies and procedures and in accordance with the local employment legislation and practice. As well as recruiting staff, payroll, handling VAT, Tax and registration forms.

DUTIES/RESPONSIBILITIES

Finance and Accounting

Carry out the day-to-day accounting functions of the program including, but not limited to:

Prepare bank and cash voucher payments and daily transaction reports
Employees and logistics cash advances
QuickBooks data entry- financial system
Daily/monthly cash counts
Payroll monthly report
Manage in-country cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed.
Work on submitting all the required financial reports and supporting documents to the legal entities are required as per the registration application.

Work closely with the MedGlobal Head Office and Gaza office program Manager on all regisaration submissions such as projects audit reports completion and new project budget preparation.
Pay supplier invoices either directly or in conjunction with team members and in accordance with agreements made.
Prepare and Pay local employees’ salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities.
Support colleagues in cash handling and financial transactions, providing coaching and guidance as required
Ensure that all payments according to the MedGlobal finance manual and procurement threshold.
Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ, or other bodies
Ensure a clear and transparent paper trail is adhered to for all financial transactions and that all filing and archiving are in line with MedGlobal and donor requirements which follow international accounting standards.
Conduct regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies
Prepare and manage all VAT, tax preparation, and renew MedGlobal office registration forms as needed.
Monthly Cash forecast for the sub office, provide cash forecasts, manage cash in/out and sub office financial reporting.
Monitoring procedures are in place to ensure that there is a Zero tolerance approach to bribery, fraud and corruption
A weekly scan for all finance and HR documents as per MedGlobal filling system
Ensure that all the country documents related finance and HR is scanned and uploaded to MedGlobal Google drive.

Human Resources & Administration

Ensure all employment practices for nationally recruited staff comply with local labor laws, seek advice from local lawyers, and benchmark with other NGOs in-country as applicable
Work with relevant colleagues to ensure the preparation, payment, and record-keeping of staff salaries and/or allowances is done in a timely manner and in accordance with local employment regulations, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities
Ensure all employees have a personnel file containing all relevant documentation and information and archived according to MedGlobal policy, local law, and any donor requirements
Ensure line managers/team members receive any necessary training, advice, mentoring, or coaching on performance management or any other relevant areas of finance and HR.
Maintain open and frequent communication with field management and the HQ HR Officer concerning all HR issues
Ensure team members are informed of the required HR procedures, and be available to answer any HR related questions and to provide coaching and guidance as necessary
Ensure relevant HR and accountant documentation are made available to staff in a language they understand.
To ensure regular updates of the staff database, validations of staff leaves days and manage staff files.
Co-ordinate the recruitment process for new/vacant positions in conjunction with the country representative and the program manager. This includes job descriptions, advertising, short-lists, interviews, and the appointment

Reporting

Cwork on the monthly, and annual Finance and HR reports
Conduct regular internal audits and report immediately any possible fraud or theft.
Prepare and manage VAT, tax preparation, and renew MedGlobal office registration forms as needed, including all the relevant reports.

Delegated Responsibilities

Ensure that MedGlobal program legal compliance of in-country human resources activities in accordance with MedGlobal, donor, national and international requirements
Ensure that all Medglobal documentation is constantly updated to MedGlobal Google drive
Confidentiality of information held on individual staff
Implement and improve human resources systems and policies

Job Requirements

Educational and Professional:

University degree in relevant subject or equivalent professional qualification
Minimum 3 years of progressively responsible work experience in finance, accounting and human resource

Qualifications

Experience with international donors ( such as OCHA, USAID,UN and EU) financial principles and guidelines
Experience in banking/handling foreign remittance/donations is a must.
Experience with employment agreements, financial data and HR records management
Experiencing with basic budgeting methods
Experience with report writing and generation
Excellent attention to detail and strong organizational and project coordination skills
Strong Communication and language skills, spoken and written in both languages Arabic and English
Flexibility and ability to work under pressure
Willingness to work outside of normal business hours as required
Excellent computer skills of Microsoft Excel, Word, and Google drive

Job Details

Job Title Finance and HR Assistant

Deadline 15 - Feb - 2021

Location Gaza Strip

Job Type Full time

Position Level Mid Career

Salary N/A

Degree Bachelor's degree

Experience 3 Years

Category Finance and Accounting Business & Admin

Application Instructions

Please submit a resume/CV and cover letter as PDFs to [email protected] with the subject line “Last Name, First Name - Finance and HR Officer - Gaza.” Only English resumes will be considered.

Applications that do not follow these instructions will not be considered.

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