HR and Finance Assistant

The applications will be reviewed on a rolling basis.

SECOURS ISLAMIQUE FRANCE (SIF) is an international non-governmental organization dedicated to providing humanitarian assistance and development aid worldwide. Since 1991, SIF has been working across more than 20 countries.

In Pakistan, we have been actively serving vulnerable communities and marginalized groups since 2010 by providing them humanitarian assistance during emergencies and supporting them through the implementation of sustainable development programs in the areas of Child Protection and Child Wellbeing, WASH, Food Security and Livelihoods, Disaster Risk Reduction, and Education during both early recovery and development phases.

SIF is currently providing its services in all provinces of Pakistan, including Sindh, Punjab, Baluchistan, KPK, and has a presence in 33 of the most vulnerable districts. In light of increasing challenges such as inflation, illiteracy, poverty, and climate change, as well as their association with limited and shrinking resources like water, food, and livelihood opportunities, SIF believes that there is a high need for enhanced collaboration between NGOs and government institutions. SIF is fully confident that by sharing experiences, innovations, and lessons learned under such coordination, we can collectively improve the well-being of children and alleviate the miseries of the communities across Pakistan.

CHILD SAFEGUARDING

As part of the implementation of the Child Safeguarding Policy (CSP), specify here the level of risk associated with child safeguarding (0, 1, or 2) depending on whether or not the position involves contact with children (in particular access to children and/or personal data) and, if so, specify the type of interaction.

Reminder:

- Level 0: no contact with children
- Level 1: access to children and/or personal data about children
- Level 2: access to children and/or personal data about children and other risk factors such as frequent direct contact with children, contact in isolated locations/without direct supervision, contact with particularly vulnerable children (disability, children without parental protection, etc.).

Main Responsibility:

Financial Responsibility:

• Safe Management: Ensure accurate and efficient management of the office safe, keys, cash, and other assets.
• Policy Compliance: Adhere to all SIF policies, procedures, grant compliance requirements, and documentation standards.
• Maintain a secure and protected environment for all office assets.
• Maintain a daily record of all cash and advances in an Excel worksheet and reconcile accounts daily.
• Conduct daily cash counts and additional counts as needed by senior staff.
• Cash Disbursement and Receipt: Authorize and process all cash payments and receipts.
• Ensure all required documents are attached, calculations are accurate, and appropriate approvals and reviews are obtained before authorizing any cash payments, as per SIF policies.
• Verify that all cash receipts and invoices are accurately filled out and meet SIF accounting standards, including date, supplier details, and clearly written amounts in figures and words with the "PAID" stamp.
• Cash Voucher Approval: After ensuring accurate accounting entries and payment voucher details, sign the vouchers to authorize payment.
• Ensure all vouchers for capital and base accountancies are scanned upon finalization.
• Maintain timely and accurate scanning of all financial vouchers.
• Archive monthly accountancy records in the designated record room.
• Maintain, secure, and care for records in compliance with SIF policies and procedures.
• Ensure all financial documents and reports are properly filed, labeled, and stored for easy access.
• Determine which records need to be created, gathered, and maintained for audit and other purposes.
• Code all expenditures according to the standard chart of accounts, ensuring accurate budget coding and daily recording in the accounting software or system. Conduct weekly reviews and postings.
• Prepare weekly and monthly reconciliation reports for cash and advances, and submit them for review and approval.
• Provide the necessary accounting data to SIF internal or external auditors with the approval of the Line Manager.
• Check and verify the Bank payments and all supporting documents are attached with Bank payment voucher.
• Check all the supporting documents attached with the payments are correct.
• Check log sheets and the fuel consumption reports with vehicle rent and fuel payments.
• Ensure donor compliance and organization SOP before processing the payment.
• Match invoices/receipts with payment vouchers, GRN, and other required documents.
• Keep tracking record of the BCIs, IRVs, and Payments.
• Ensure all payments are processed within the payment time period without any delay.
• Keep tracking with program teams for ongoing activities and their payments should be done timely.
• Enter all transactions into the accounting software under the supervision of the Base Finance Officer.
• Assist the Base Finance Officer in the monthly Accountancy closing process.
• Ensure all payment entries adhere to project budget lines and accounting codes.
• Prepare monthly financial donor reports (Invoices and Statements of Expenditures).
• Bank Coordination: Support the finance department in bank-related tasks, including check withdrawals, cash deposits, Utility Bills, and bank deposits.

HR Responsibility:

• Maintain up-to-date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, and support the Base HR Officer in conducting interviews, recruiting staff, and facilitating new employee orientations and training.
• Collect appropriate documents from new hires, including CV, signed contract, signed job description, contact information, code of conduct, and conflict of interest statement.
• Facilitate job contracts under the supervision of the Base HR Officer-KP.
• Liaise with the logistics department to ensure that all staff have Identity Cards.
• Assist in filling and maintaining HR files and databases.
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files.
• Maintain records related to grievances, performance reviews, and disciplinary actions.
• Assist in performing file audits to ensure that all required employee documentation is collected and maintained.
• Assist the Base HR Officer-KP in performing payroll and benefits audits.
• Complete exit clearance paperwork and assist with exit interviews.
• Keep records of EOBI, health insurance, and life insurance.
• Ensure confidentiality of sensitive files.
• Schedule job interviews and assist in the interview process.
• Responsible for maintaining recruitment and selection notes and administrative records for each post.
• Assist with the collection of candidates' background information and reference checks.
• Prepare new employee files according to the instructions of the Base HR Officer.
• Ensure the regular updating of employee records based on personnel movements.
• Assist the Base HR Officer in Payroll and Benefits Administration.
• Ensure salary charging is correctly done.
• Collect and update leave data of all staff and timely share with the line manager.
• Collect and check staff overtime and share it with the line manager.
• Process staff per diem timely and keep a record of per diem data.
• Prepare monthly pay slips for staff.
• Make administrative follow-up of staff sick leave, annual leaves, and other documentation.
• Maintain all staff medical insurance and ensure new hires have medical coverage from day one.
• Ensure current and new staff are enlisted in life insurance.
• Ensure all staff are listed with EOBI and process claims for staff that reach the age of benefit eligibility as per policy.
• Keep staff leave benefits and provide data as required.
• Assist in the design and implementation of the Performance Evaluation System.
• Coordinate with Base HR to process final settlements for departing staff as per policy.
• Process staff compensation for their work on public holidays.
• Ensure processing of all health claims of staff and follow up with the insurance company for reimbursement.