People and Finance Assistant

Job Description

Background:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. We began work in Ethiopia since 2000 and currently implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under the supervision of the Sr. Finance Officer Assosa, the People / Finance Assistant is a junior position that is responsible for basic People & Culture and Finance department functions including talent management, contracts management, onboarding, payroll and related payments, follow up on contract extension, Timesheet collection, insurance and HRMIS.

The position holder will be responsible for maintaining and upholding all organizational standards and codes of conduct and facilitating People & Culture and finance -related tasks within the field office. The incumbent will ensure uniform compliance with policies & procedures at the field site and provide technical support to field office staff. He/ She will work closely with all departments in the field office, People & Culture in Addis.

Major Responsibilities:

People & Culture

• Review job specification against the position classification guideline; and all the basic information is filled in on the Personnel requisition form (PRF) before sharing it with the Country office.
• Advice Hiring managers on reviewing job descriptions and specifications for temporary, Incentive/Refugee staff and guide the field team on screening applicants, conduct job interviews/written tests, reference checks, extending job offers, and ensuring new employee’s paperwork/hire pack is processed accurately
• Participate in the field national staff recruitment process for the roles on or below Grade 9, ensure vacancy announcements are made through appropriate media, CV reviewing, interviewing, reference checking, job offer, and placement are going in line with the recruitment plan and HR Policy.
• Ensure proper orientation for all new staff with periodic follow up and collaborate and coordinate with field coordinators and other departments to provide an engaging and welcoming orientation.
• Ensure all P&C documents prepared, reviewed and sent to Addis Ababa in due dates (such as payroll, Overtime pay, back pay, severance, adjustments, acting allowance, new employee insurance list, hiring recommendation   and new contracts)
• In collaboration with country Office team, Provide the required support the field office staff on the HRMIS data utilizations and system application.
• Ensure that the field office organogram is updated on HRMIS in line with the workday.
• Follow up with Recruitment team that all increment, promotion, transfer, and disciplinary letters are following personnel policy in timely manner.
• Ensure all personnel files are kept complete and maintained confidentially in a lockable cabinet.
• Scan and share medical documents with the insurance co. and follow up on repayment.
• Identify and share any Duty of Care concerns with the field coordinator and Country P&C.

Finance

• To process all bank/ cash accounting transactions within Finance department, petty cash entries, bank entries, cash count reconciliations, and bank reconciliations.
• Handle all office petty cash and ensure compliance with IRC/Donor rules and regulations.
• Prepare daily reconciliation of petty cash transactions and validate supporting documents.
• Preparation of weekly and monthly cash count conciliations.
• Act as Cash custodian of cash on hand, perform and document weekly and month- end cash counts.
• Assist with staff’s clearance of cash advance, tracking and reporting on all receivable balances.
• Prepare bank transactions in an Excel spreadsheet to ensure compliance with IRC/ Donors’ rules and regulations.
• Prepare monthly bank account reconciliations.
• Prepare Integra Invoice for Senior Finance Officer approval and submit through Integra System for payment process.
• Perform correctly, withholding tax calculation in compliance with the revenue’s rules & regulations.
• Assist the Finance team in general support, such as going to the bank and document filing system.

 

Reporting/Travel

• Compile and submit a Monthly HR metrics report,
• weekly and monthly cash count conciliations.
• Mandatory training status update, Employee Contact & Emergency contact sheet update on a quarterly basis,
• Employee’s bio-data update, payroll information report, Insurance list update on monthly basis·
• Prepare monthly bank account reconciliations.
• Travel to field as necessary

Key Working Relationships:•          

Internal: Field Coordinator, Senior Finance Officer, P&C focal person at Addis and all field office staff.

External: Relevant Government, Non-Government, and international organizations.

 

Safeguarding Responsibilities:

–Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]

– Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Job Requirements:

Educational:

• University Degree/College diploma in Human resource, Accounting, Management, Business Administration, Accounting or related fields.

Experience & preferred skills:

• Minimum of 0 years of working experience for BA Degree holder but Preferably with a brief experience in NGO context.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time • Strong analytic problem-solving skills
• Ability to work independently
• Highly proficient in Microsoft Office suite preferably in HRMIS systems
• Ability to manage and work through change in proactive and positive manner.

Language Skills: 

• Knowledge of English is mandatory
• Fluency in the local language and familiarity with the regional context is an advantage

 

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way – Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.