Action Against Hunger is a global humanitarian organisation committed to ending world hunger and recognized as a leader in the fight against malnutrition. Founded in 1979, Action Against Hunger delivers programmes, in over 40 countries while committed to respect humanitarian principles as a non-governmental, non-political, non-religious and, non-profit organisation. Our mission is to save lives through the prevention, detection, and treatment of malnutrition, especially during and after emergency situations and conflict. Action Against Hunger intervenes in four main areas: Nutrition, Mental Health & Care Practices; Water, Sanitation & Hygiene; Food Security and Livelihoods; Advocacy and Raising Awareness.

 Action Against Hunger is looking for a Finance & HR Officer based in its office in Basra.

 Work place: Basra with frequent visits to ACF areas of interventions.

 Type of contract: Initially 6 months Fixed-Term contract with the possibility of extension.

 Working Hours: Full Time Contract of minimum 40 hours per week up to a maximum of 48 hours per week

 Monthly Basic Salary:  Action Against Hunger provide competitive salary according to ACF salary grid.

 Benefits: Monthly Transport Allowance, Medical Insurance and + End of Year Benefit.

 Purpose of the position: Support the Program Manager and Field Coordinator at Base Level on all HR, Administrative and Financial Activities.

Under the supervision of Field Coordinator in charge of managing the base Cash, Monthly Accountancy Compliance.

 Specific Objectives:

 HR Objectives:

 Objective/Assignment 1: Ensure and Follow up on the Base Payroll and Administrative Activities

Responsibilities and Tasks:

• Ensure monitoring of salary advances, overtime, leaves (etc.) and equipment loan to staff
• Ensure that all documents and information for the preparation of the monthly payroll are ready and obtained
• Ensure that the HR database and payroll are regularly updated and prepared on time
• Ensure that the HR database and payroll are sent and validated by the HR HoD in the Coordination office
• Ensure that payslips are given to the Field Coordinator for validation and signature
• Ensure that employment contracts, amendments and end of probation periods, end of contract notices are followed up upon and prepared on time
• Ensure that HR HoD and line managers are alerted/Informed of the staff’s end-of-contract dates one months in advance
• Ensure that all documents are sorted and classified in the employees’ individual HR files and periodically check that all files are complete and shared with the coordination office

 Objective/Assignment 2: Facilitate, Participate in and Assist Recruitment and Hiring Activities of the Base

Responsibilities and Tasks:

• Organise and Follow Up upon the recruitment process in co-operation with the HR HoD, the Recruiting Manager and the Jobseeker:
• Prepare Recruitment Files: Sort, Long-List and File received applications
• Follow-up on applications, Contact the Short-listed Applicants given by the Recruiting Manager, Schedule Appointments, organize Test & Interview Sessions
• Ensure the communication with the applicants and candidates: in charge of Replies
• Participate to the Job Interviews when needed
• Sort, file and archive Short Listed Applicant’s with Resumes, Tests and Interview Grids
• Lead and conduct monthly induction sessions for the new employees
• Ensure On-boarding process of new employees: greet, welcome and inform new employees of ACF HR policy (CSB & IR), administrative issues and ACF activities
• Ensure that ACF identity card, JD & Contract are ready and that Personal Files are complete and prepared
• Suggest Improvements in recruitment sourcing
• Ensure contacts with local employment organisations in cooperation with HR Manager and Coordination HR

 Objective/Assignment 3: Ensure that the Employee’s Social Benefits are applied according to ACF’s HR policy

Responsibilities and Tasks:

• Ensure that new employees have declared their dependants with appropriate documentation
• Ensure that new employees have declared and registered their legal successors with ACF and toward Designated External Office(s) - (in case of accident or death)
• Ensure that employees get their social benefit entitlements: Payment of Temporary and Specific Allowances/Specific Benefits (Relocation, Wedding, Birth, Death Allowances, etc.)
• Ensure monthly social security contribution payments or insurance payments have been made (only if applies)
• Ensure that any employee who has a work accident is immediately examined by a doctor: Ensure to receive the doctor’s accident report
• Ensuring that work accidents are reported in written in the next 48hrs max: Prepare work accident reports in cooperation with Manager and HR/Admin Manager (Field Co & HR HoD must be informed in case necessary measures need to be taken in case of death or end of contract for example).

 Objective/Assignment 4: Participate in the Career Development of the staff

Responsibilities and Tasks:

• Assist in Sensitizing on Appraisal Process: Inform and explain to Managers, HoPs, Team Leaders and employees how to conduct an appraisal in cooperation with HR/Admin Manager (Prepare all the relevant documents needed for the appraisals, make them available to managers and staff: Resume, JD, Action Plan & Previous Appraisals)
• Follow Up on employee’s appraisals: Ensure that all the employees of the base are appraised with each new manager and at least once a year by informing the managers of the appraisal dates to come
• Collect the appraisals and follow up on their outcomes:
• Salary and Level Progression Requests: Submit the requests to HR/Admin Manager and inform the employee about the decision
• Ensure Appraisals are properly filled with clear specification about Skills Development Needs and Training Needs
• Ensure payroll and personal files are updated with appraisal dates and Archive all appraisals
• Contribute to the preparation and set-up of the yearly training plan:
• Collect all training needs and requests from the appraisals and manager requests
• Report and Compile them in a Training Requests Excel Document
• Identify Individual and Collective trainings and liaise with Managers
• Identify local training centres that would be relevant and collect the prices

 Objective/Assignment 6: Participate and contribute to the Base HR Communication and HR Organization

Responsibilities and Tasks:

• Assist the HR HOD and the field coordinator in the internal communication of HR issues, and conciliation with the staff
• Assist in organizing general HR meetings with the staff or specific HR meeting with Staff representatives and assist in writing the minutes
• Consolidate and report Staff Requests to HR HoD
• Assist in Consolidating Base Monthly Organizational Chart

If needed and/or requested collect international staff timesheets, R&R and leave requests

 Objective/Assignment 7: Provide assistance in solving administrative issues in the country and act as a Facilitator towards local Authorities in relation to HR if needed and/or requested

Responsibilities and Tasks:

• Translate official written documents or conversations in Arabic or English related to HR activities
• Drop, follow and obtain legal administrative documents related to HR Activities
• If needed and/or requested participate in the registration and follow-up of national and international staff visa/residence applications
• Any other tasks relevant according to the above-mentioned position and given by the line manager applies.

 Finance Objectives:

Objective 1: Manage and Follow up on Cash Advances and Books and prepare the Monthly Cash Forecast

Responsible for the following activities:

• Open an advance for any cash advances given, and make sure it is properly justified
• Respect the cash procedures (validation, amount …)
• Prepare payments by check if needed
• Check the vouchers existence, completeness and quality and request missing invoices from advance requesters (authorized signatory)
• Translate accounting documents as needed
• Prepare vouchers (stick invoices on the voucher, fill the designation, fill the donor’s part and the allocation code…)
• Codify the invoices and enter them in the ledgers (cash book/ bank book) and the accounting software 
• File original invoices as per ACF procedures
• Check the consistency between computer and physical cash balances
• Make a weekly cash count with the Field Coordinator & the last day of the month to close the accountancy
• Send the base accountancy books and bundle as per the established planning
• Provide financial information to the Program Managers and Program team to ensure a smooth implementation of the programs.
• Prepare the monthly cash forecast in coordination with program teams and logistics, and send to the Finance Manager as per the agreed deadlines.
• If needed help in preparing the BFU for the Finance Manager
• Participate in the meetings with program to update the forecasts and revise the allocated expenditures.

 Objective 2: Ensure SAGA is kept up to date and communicate on needs for parameters

Responsible for the following activities:

• Verify that all the parameters from Saga are correct and communicate with the Mission accountant.
• Use the available tools (financial plan and budgets) to ensure the financial lines and budget code are correct.
• Provide a weekly update to the Mission Accountant by sending the books for check.
• Apply the requested changes in the accountancy.
• Send SAGA backup to the Mission accountant with updated information.

 Objective 3: In charge of ensuring compliance with purchasing procedures

Responsible for the following activities:

• Comply with purchasing procedures when remitting advances or doing payment of any sort
• Confirm with logistics department that purchasing procedures are properly applied, request additional data and documents if needed
• Inform the logistics department of purchasing procedures and of data required on the invoices
• Sensitize all staff on the quality of accounting and supporting documentation

 Objective 4: Manage the accounting and administrative documents: sorting, filing and archiving

Responsible for the following activities:

• Prepare the entire administrative document for each contract
• Sort rental contracts (leases, vehicles, etc.) & employee financial information (payslips, etc…)
• If reallocation done, apply the changes on the documentation.
• Ensure the archiving of all and any accountancy and financial documentation according to procedure
• Ensure original invoices filing as per ACF double filing procedures & Sort accounting documents.

Recruitment Criteria:

Closing Date: Sunday 30^th of January2022

Qualified candidates must submit a Cover Letter and a Resume (CV) including 2 professional references and a copy of any relevant Certification/Degree and a copy of National ID and/or Residency Card to           recruitment-ba@iq-actionagainsthunger.org.

Please indicate the job reference number:        BAS/FIN & HR/19/122021, in the e-mail subject line.

Action Against Hunger encourages female candidates to apply.

Due to the volume of applications we receive, we will only contact short-listed candidates for further screening.

Please note that the final candidates will be subjected to security screening and positive references.

For more information please visit our website: http://www.actioncontrelafaim.org/en