AREA FINANCE-HR- LIAISON ASSISTANT

About ACTED

“ We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualised and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilisation, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” - reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response - running through all Acted programming and operations - as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”.

Greening strategy:

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.

• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

Acted PSEAH Policy:

The Finance - HR-Liasion Assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Logistics Assistant has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to Acted’s procedures. The Finance - HR-Liasion Assistant carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Job Purpose

The Finance /HR Assistant will provide effective support in finance, human resources, and administrative liaison functions, ensuring compliance with ACTED policies and procedures. The position facilitates coordination with local authorities, partners, and stakeholders while maintaining accurate financial and HR records. It contributes to the smooth and efficient implementation of ACTED's operations and projects in Deraa.

Confidentiality and Transparency :

The Finance - HR Liaison Assistant acknowledges that all information, records, documents, data, reports, correspondence, translations, and materials accessed, received, created, or processed in connection with the services are strictly confidential and remain the sole property of Acted. He/she shall not, under any circumstances, disclose, copy, reproduce, distribute, store, transmit, publish, or use such information for any purpose other than the performance of the services without Acted's prior written authorization. This confidentiality obligation shall survive the completion, expiry, or termination of the engagement indefinitely. Any violation of this provision shall constitute a material breach of the agreement and entitled Acted to immediately terminate the engagement and pursue all available legal remedies, including compensation for damages and injunctive relief.

Location: Daraa – Syria

CHAIN OF COMMAND

Under the authority of: Daraa Area Coordinator.

WORKING RELATIONS

Internal: FLATS Departments

External: Government Ministries, Lawyer other suppliers

DUTIES AND RESPONSIBILITIES

Finance Responsibilities:

• Conduct thorough checks on supporting documents to ensure they comply with Acted thresholds and procedures, considering the project’s duration and liquidation requirements.

• Facilitate supplier payments in cash, either through MTA or direct cash payment, ensuring all documentation is complete.

• Ensure receipt and retention of proof of payment; obtain a signed summary of distribution when payments are processed through MTA.

• Regularly monitoring of field office running cost advances and returns.

• Track cash balance according to needs and allowed limits. Ensure sufficient cash in the safe to facilitate payments, advances and security envelope.

• Count and validate cash against the cash book weekly, and monthly before submitting for approval to the Finance Supervisor for monthly closure; report any variances in due time to coordination

• Make sure all payment and related documentation are scanned and archived as per Acted internal standards.

HR & Administration Responsibilities:

• Manage administrative resources (stationery, office supplies) and ensure stock is maintained and reordered as needed.

• Coordinate office maintenance and repairs with the logistics department.

• Ensure all HR and admin documents are properly filed (both digitally and physically) and that records are up to date.

• Maintain the Admin Server and ensure document security and confidentiality.

• Submit order forms (purchase requests) as requested and when needed.

• Prepare contact lists, table of authorized signatures and world directory monthly.

• Issue Order of Mission & ID Cards for staff when needed.

• Manage the full cycle of onboarding for new staff, including preparation of welcome emails, the regular induction schedules, and personal document collection.

• Ensure proper offboarding processes are followed, including exit interviews, clearance forms, and issuance of experience letters, etc.

Draft official correspondence such as employment letters, bank letters, and other HR-related documents.

• Regularly update the Mailing List and prepare monthly headcount reports for security and management purposes.

• Any other relevant HR or Admin related task requested by line manager or the senior management.

• Security Responsibilities

• Assist the CSM with incident management related to all staff/premises/assets in Daraa, assistance will be required whilst the CSM might be on task in other areas across Syria.

• Assist the CSM with ad-hoc tasks related to staff/premises in Daraa when required.

• Assist the CSM with potential interventions in Daraa and Sweida. Act as the link to relevant role players in the area.

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Liaison Responsibilities:

• Prepare and submit official documents and governmental letters

• Coordinate appointments and communications between senior management and government authorities.

• Under the request of the line manager, support the program team in obtaining the required approvals of project implementation / assessments.

• Under the request from line manager, support in providing regular progress reports to related stakeholders.

• Based on request from Coordination, Represent ACTED in coordination meetings in the area.

• KEY PERFORMANCE INDICATORS (KPIs)

• Number of cash count matching

• % of scanned documentation archived and sent on time (monthly paid)

• % of payment done within the timing of the signed contract

• Amount of advances is still open on a monthly basis

• Communication and collaboration with internal and external

• High accuracy in onboarding and offboarding processes.

• Positive feedback from internal departments and external stakeholders on liaison and administrative support.

KEY PERFORMANCE INDICATORS (KPIs)

• Number of cash count matching

• % of scanned documentation archived and sent on time (monthly paid)

• % of payment done within the timing of the signed contract

• Amount of advances is still open on a monthly basis

• Communication and collaboration with internal and external

• High accuracy in onboarding and offboarding processes.

• Positive feedback from internal departments and external stakeholders on liaison and administrative support.

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