Planning, coordinating and implementing HR, Admin and Financial activities and policies with gathering and providing all the necessary and required information to FinHRCo and technical referents , with implementing the standards and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

General Accountabilities

• Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level;
• Provide all the necessary information to FinHRCo to support on drafting and adjusting company policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly used (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accuracy. Under supervision of the HRCo.
• Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time. Ensuring legal compliance respected. In close collaboration with HRCo, looking for the best options to avoid and/or solve possible labor conflicts in the project.
• Ensure the archiving guideline is in place with considering the country Law, Archiving and updating individual employee files, Commercial contracts, IMS leaves, etc.. with Ensure an efficient filing ystem (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
• In close collaboration with the FINHRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and company.
• Planning, supervising and ensuring the implementation of, in close coordination with the FinHRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and company commitment.
• Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following company guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.)

Company Section/Context Specific Accountabilities

Finance/Accountancy:

Quality of Financial and HR Systems

• Implementation of Finance Minimum Standards
• Proper bookkeeping and accountancy
• Establishment of Unified Field accounting

Financial Compliance

• Accountancy are compliant to the minimum legal standards
• Support the FinHRCo by identifying any legal and financial risks
• Updating Contracts follow-up
• Support FinHRCo with reviewing any new engagement

Human Ressources:

• Managing the mission staff movement with updating the IMS movement table
• Updating the mission IMS follow-up table on visas, and leaves
• Follow up of Guest house management or hotel reservations at Cambodian level / welcoming visitors and new staff
• Support the FinHRCo with preparing,  updating the HR Framework by providing a clarification on the labor act and taxation prodecure plus common practice, including drafting of Mission Internal regulations and applicable policies for LHS plus drafting contractual templates
• Administrative support to registration process if need be + of following subsequent registration processes to Labor office, Tax office…
• Clarification of all payroll calculations and applicable staff benefits in the country with setting up Homered (Payroll system) with HRCo and technical referent
• Support on local recruitment procedure and processes if any.

This job description may be amended in line with the activities or evolution of the Mission.

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