Purpose of the post
Under the supervision of the Project Manager, the Finance & Admin Assistant will be responsible for the following main activities:
Provide support in the effective implementation of financial, administrative and human resource functions in accordance with MDM-Germany policies and procedures.
Work closely with program, finance, HR, and logistics teams to facilitate smooth and timely implementation of project activities.
Contribute to compliance, accountability, and operational efficiency through proper documentation, record management, and adherence to organizational and donor requirements.
Tasks and responsibilities
1. Finance Management
Process payments related to program operations through cash, cheque, and bank transfers.
Manage staff work advances and ensure timely liquidation and reconciliation.
Ensure prompt payment of vendors, taxes, pension contributions, and staff salaries.
Record and update financial transactions accurately and timely in the WINPACCS accounting system.
Prepare weekly and monthly bank and cash reconciliations.
Monitor cash balances and facilitate replenishment of program cashbooks.
Verify the completeness, accuracy, and compliance of supporting documents before payment processing.
Ensure compliance with organizational financial policies, procedures, and donor regulations.
Maintain organized and traceable financial filing and archiving systems.
Support financial reporting and audit processes.
2.Human Resources
2.1 Human Resources Managment
Support the day-to-day implementation of HR and administrative activities at the field level.
Collect, verify, and maintain employee attendance sheets, timesheets, and leave requests, ensuring timely submission to the HR Coordination Team.
Assist in onboarding activities by collecting and organizing required employee documentation and forwarding complete records to the HR Coordination Office.
Support recruitment processes through vacancy administration, candidate communication,interviewscheduling, and coordination of assessment arrangements.
Maintain accurate HR-related documentation and ensure employee records are properly organized and updated.
Scan, file, and transmit HR documents and reports to the HR Coordination Team in a timely manner.
Serve as a liaison between staff and the HR Coordination Team, facilitating effective communication and follow-up on HR-related matters.
Assist in tracking staff movements and other personnel updates, ensuring relevant information is communicated to the HR Coordination Team.
2.2 Administration and Office Management
Support the Project Manager in ensuring smooth office operations and administrative services.
Coordinate office support functions and maintain efficient administrative systems.
Ensure office cleanliness, hygiene, and sanitation standards are maintained.
Monitor office maintenance requirements and coordinate repairs when necessary.
Manage office supplies and maintain adequate stock levels.
Support the management of communication equipment, internet services, and office equipment.
Maintain proper administrative filing systems and records.
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