Human Resources and Finance Associate (m/f)

Description

• PROJECT: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Mozambique
• Background: The overall goal of GHSC-PSM is to procure and provide health commodities for all USAID health programs, including but not limited to, HIV/AIDS, Malaria, Family Planning, and Maternal & Child Health, as well as provide systems strengthening technical assistance to improve supply chain management and commodity security in Mozambique
• The Human Resources (HR) and Finance Associate will work under the supervision of Human Resource Manager to provide effective delivery of HR services and assist with day-to-day project operations including scheduling appointments, maintain records, support of office administrative needs, and event planning
• Supervision: The Human Resources and Finance Associate will report directly to the Finance Associate/Manager and HR Manager

Duties

Financial Management Assistance

• Verify accuracy of expenses report, Vendor invoice for payment ensuring project accounting code and processing of invoices, advances and reimbursements
• Review all supporting documentation and approvals are accurate for timely processing for payment
• Ensure timely deposit of cash receipts/checks
• Prepare income tax report for employee, vendor and any other taxes that may be applicable
• Review petty cash expense according to petty cash policy, and that all petty cash procedures are followed
• Follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff. And maintain an updated aging advance tracker
• Assist on the management of the VAT mechanism exemption
• Facilitate provision of information and documentation during audits
• Review procurement transactions to ensure that all supporting documentation and approvals are accurate.
• Ensure the maintenance of proper accounting documentation as per accounting voucher checklist
• Scan voucher and other financial document and upload in the systems for soft and hard copy documentation as per set deadline
• Support to provide information and documentation during external and internal audits
• Comply with USAID regulations and Chemonics Professional Code of Ethics in all activities
• Enter accounting transactions into the Chemonics accounting software (ABACUS) and submit transactions for the Finance Manager to review
• Maintain systematic and organized physical and electronic finance files
• Assist in the preparation of financial reports
• Support the Finance Manager in conducting regular reviews of the finance files
• Ensure full compliance with applicable taxation laws
• Support Finance Associate in cash flow forecasting and planning processes

Human Resources

• Provide assistance in the recruitment process including review of job descriptions, placing advertisements, screening of applications, prepare interview packets, arranging interviews and tests, review the candidate´s documents, and reference checks
• Create and maintain physical and electronic records of employees, ensure the files are complete and all required documentation is maintained in a confidential and secure manner
• Ensure all HR files, trackers and database are constantly and consistently updated and accurate
• To maintain records on employee absence including annual leave and sick leave, and keeping supervisors informed of balances
• Provide support in the performance management process and employee development actions, tracking the completion and provide compiled reports
• Provide helpdesk support to staff and supervisors on updating staff records, timely approval of staff leaves and timely submission of monthly timesheets
• Coordinate on-boarding (orientation) of new staff with other departments to support the learning process of new employees and follow-up with new staff to ensure adaptation and identify problem areas
• Responsible to enroll staff into National Social Security (SISMO), Health insurance program, and all other insurance records including processing the payment request
• Ensure all staff information are properly uploaded in SharePoint and all employee changes have been properly submitted and approved
• Responsible to compile and submit the annual leave plan and employee list to the labor authorities
• Perform other tasks as directed by the HR Manager and Finance Associate/Manager

Requisites

• Bachelor’s Degree or completed Technical Diploma in Accounting, Finance, Business Administration, or a related field
• Effective finance administration and people management skills
• At least 4 years of relevant work experience in Administration, Finance, HR
• Experience working on a USAID or donor-funded project required
• Good skills on Microsoft Excel, databases, use of internet and email
• Be of high integrity and proven ability to handle confidential information
• Good working knowledge in English and advanced Portuguese is required
• Proactive and have a positive attitude to work
• Reliable, organized, and efficient with ability to pay attention to detail.
• Excellent organizational skills with ability to handle a variety of assignments meet deadlines and manage priorities
• Ability to communicate effectively instilling trust and confidence

Notes

• Only shortlisted applicants will be contacted
• Working Conditions/Duration of Assignment: This is a long-term position for the life of the contract based in Maputo, Mozambique