Работа и карьера

ОПИСАНИЕ ДОЛЖНОСТИ: 

Under Finance and HR Manager and Logistics Officer supervision, the Admin and HR Assistant is responsible for finance, administrative, logistics and human resource matters for the ACTED Armenia mission according to ACTED guidelines.

ОБЯЗАННОСТИ: 

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HR Responsibilities
- Assist Finance and HR Manager to make sure that all Admin FLAT procedures are implemented and followed regularly;
- In charge of contract making and / or renewal as and when requested by Finance & HR;
- Assist Finance and HR Manager for preparing all administrative letters.
-Update the staff follow up tables with logistics and finance;
- Assist Finance and HR Manager in filing physically and electronically all administration and HR files in the base and sending them to capital office;
- Prepare vacancy announcements for recruitment of national staff and circulate through relevant channels;
- If requested by the Finance and HR Manager, take part in interviewing candidates;
- Inform candidates about the result of interviews and follow up hiring of successful candidates;
- Check references of candidates;
- Keep updated the Staff Data file;
- Collect attendance sheets, leave request and timesheets forms and other required forms from the sub offices monthly;
- Provide technical support to all staff as per need basis to fill-up and manage timesheet;
- Receive all signed Attendance and Timesheet, ensuring proper information;
- Assist Finance & HR in filing, storage and sending attendance sheets, leave request and timesheets forms and other required forms in the capital office;
- Assist Finance & HR in scanning and storing of personal files and other HR data.

Admin/Finance Responsibilities
- Update financial spreadsheets with daily transactions;
- Record accounts payable and accounts receivable in Excel, AS 7;
- Process invoices and follow up with Logistics department, suppliers and partners as needed;
- Provide administrative support during budget preparation;
- File the invoices of the mission;
- Ensure adherence with ACTED and donor policies, tools, handbooks and guidelines;
- Prepare and develop status reports as required by management.

Logistics Responsibilities
- Process procurement files ensuring clear and detailed supporting documents are prepared and authorized in-line with ACTED procurement processes;
- Work with purchase requesters to ensure that selection criteria are agreed at the start of the procurement process and that clear selection criteria are included in all Requests;
- Ensure that a transparent method for supplier selection is used and documented for all purchases;
- Track current procurements and update them as per the Procurement Tracker Sheet and forward them to the line manager;
- Manage Office stock and ensure that all items are received, dispatched, and stored properly. Stock cards are accurately done, and monthly stock reports are produced/shared;
- Ensure all ACTED assets/premises are in good condition and monitor maintenance/repairs if required;
- Assist the Logistic Officer in maintaining current up to date Procurement documents and Manuals;
- Provide purchased materials to the responsible receiving office and do all actions for completing the process, do field visits and communicate directly with suppliers (Technical checks, reception, etc.);
- Organize and help in loading and offloading of goods, Prepare Stock Reception Forms;
- Perform other tasks as assigned from the Logistics and Finance department.

ТРЕБУЕМАЯ КВАЛИФИКАЦИЯ: 

- University degree preferably in Logistics, Finance, or related fields;
- At least 2 years of admin, finance or logistics and procurement work experience;
- PC proficiency (Outlook, MS Office);
- Excellent in Armenian, fluency in English will be viewed as an advantage;
- Extremely determined and willing to be involved in the mission;
- Attention to details and ability to remain calm under pressure;
- Ability to plan own tasks, and excellent time management skills;
- Experience/ understanding of logistical processes, procedures and reporting of international donors is preferred;
- Teamworking skills: good interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environments with sensitivity and respect for diversity.

ПРОЦЕДУРА ПОДАЧИ ЗАЯВОК: 

Interested candidates should submit the following documents. 
- Cover letter (in the English language);
- CV (in the English language);
- Contacts of three references (including the supervisor in the most recent work assignment if relevant). 
The above mentioned should be sent to: *********.**********@*****.***,
with the subject heading "Admin and HR Assistant ". Incomplete applications will not be considered.

Only shortlisted candidates will be contacted for more details and the interview.  Please note, applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn prior to the deadline thus early submissions are strongly encouraged

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