Finance/HR Officer

Main Purpose of Job:
The Finance/HR Officer is responsible for ensuring that the day-to-day accounting, administrative operations and financial management functions are performed in accordance with IRC policies, procedures and donor requirements. He/She will assist the Field Manager and program staff in their financial and HR management.
Main Duties:
Budget/Accounts
• Assist the Field manager in closing of monthly accounts and.
• Supervise or perform all balance sheet account reconciliation’s on a timely basis.
• Assist when needed in the consolidation of inter-Country accounting procedures.
• Ensure proper controls of finance procedures and system are followed by all IRC staffs.
• Ensure discrepancies are brought to the attention of the Finance Controller in Juba (through the Field Manger as applicable).
• Monitor the cash balance in the field office and make sure that all receivables are cleared on timely basis.
• Pay all invoices in a timely manner.
Procurement Accounting
• Oversee proper use and management of all assets and supplies within the office and stores, in compliance with IRC logistical procedures and recommendations.
• Review procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments.
• Maintain a system to track commitments and outstanding contract amounts.
• Provide input to Purchase Request approvals to ensure commitments are considered before further purchases are approved.
Record maintenance
• Maintain financial records as per IRC policy and procedures.
• Back up all computer data’s as per IRC financial policy and ensure all financial documentation is filed correctly.
• Assist the Finance/Field Manager in retrieving audit documentation.
For positions in IRC Field Offices:
• Act as the primary liaison for the field office finance staff for questions on policy or procedure South Sudan.
• Provide training to program staffs on IRC accounting procedures and requirements.
• Assist the Field Manager and program staff in finance related issues and activities.
• Identify procedural or training issues to be addressed to improve the quality of report data.
• When actual to budget results received from the Juba office to identify problems in accounting or compliance, advising program and logistic staff and providing feedback to the Juba office.
• Produce analysis report for program staff for charges in the field office.
Recruitment
• Check Personnel Requisition forms are completed correctly in the Field and forward to HR (Juba) for processing
• On approval of Personnel Requisition register vacancy with Labour Dept/SSRRC
• Ensure all local advertising is undertaken according to IRC recruitment process
• Support recruiting manager in providing written tests for candidates, as appropriate
• Support manager in recruitment interviews for new staff and selection
• Refer to Juba HR for confirmation of salary
• Send all recruitment documentation (CV, RR, interview notes and reference checks) to Juba HR for sign-off and preparation of offer letter
• Ensure that employment contracts are signed and filed and copies returned to HR Juba
Orientation
• Ensure that new staff are fully briefed on aspects of HR policy and Administration
• Co-ordinate a full orientation programme for new staff to the field
Probationary periods
• Notify managers at least one month before probationary periods expire
• Ensure that evaluations are undertaken, a copy maintained on personal file and a copy sent to HR Juba
Terminations/Separation
• Advise managers on the process to be followed in relation to terminations
• Ensure all termination documentation is completed before being forwarded to HR Juba
• Make NSI payments following authorization from Finance (Juba)
• Confirm final salary and gratuity payments to staff who are leaving and prepare payment request form for final settlement
• Act in an advisory capacity in the event of disciplinary issues arising, referring to HR Juba s necessary
• Provide support to Managers in disciplinary interviews, taking notes as required and ensuring procedural fairness occurs
Performance Evaluation
• Ensure that all performance evaluations are undertaken in a timely manner within the field site, and maintain a copy on the personal files
• Forward copies of all evaluations to HR (Juba)
Record Keeping
• Maintain up to date files for all staff in the field and ensure that these are maintained confidentially in a lockable cabinet
• Maintain a database of all staff employed in the field
• Prepare HR reports to be submitted to HR (Juba) every month and act on feedback
• Maintain up to date leave balances for all staff in the field
• Maintain records of timesheets
Payroll
• Oversee and submit monthly payroll for the field site
• Receive and verify timesheets
• Receive, process and record salary advances
• Receive overtime calculation sheets and process overtime payments
• Receive, process and record salary advances
Reporting:
• Maintain up-to-date records on above functions for provision of reports to supervisor as requested.
• Produce monthly and other financial reports as required.
Systems Compliance and Improvement:
• IRC Southern Sudan specific finance, logistics, IT, security, communications and human resource/administration policies and procedures.
• Any new procedures and guidelines designated in circulars from Country Director and DDO.
Policy compliance – Mandatory Reporting Policy (MRP):
• Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the Country Director. The reporting of violations is an obligation on the part of all staff members.
• Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers
Confidentiality:
• Ensuring the non disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.
Note: The role of the Finance/HR Officer cannot be limited to the specific duties and tasks detailed herein. The success of the IRC’s humanitarian mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, the Finance/HR Officer will be required to manage all unforeseen issues and circumstances and remain flexible to perform other duties, as and when required.
Qualifications, Skills and Experience:

Education:
• Degree in finance or accounting or an equivalent combination of academic qualifications and relevant experience in similar positions.
Experience:
• Two years' experience in finance activities, preferably at the field level.
• Experience in working and coordinating with INGO and government agencies
Functional skills and knowledge:
• Excellent interpersonal and communication skills.
• Remains productive when under pressure.
• Demonstrates a systematic and efficient approach to work.
• Works collaboratively with team members to achieve results.
• Relates and works well with people of different cultures, gender and backgrounds.
Other skills (e.g. I.T.):
• Excellent IT skills
Languages:
• Fluency in English or Arabic, with an excellent working knowledge of the other language.

Confidentiality:

Ensuring the non disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

To Apply: Qualified candidates are encouraged to submit their full CV with a covering letter to the following email address: human.resources@sudan.theirc.org. Please indicate the title of the position applied for in the subject line of the email. Alternatively, applications can be hand-delivered to IRC’s Rumbek Office. Deadline for submission: 5th July, 2011