Job
Description
HR, Administration and Finance Assistant (HRAF) Position Description The HRAF Assistant will provide comprehensive support in administrative, human resources, finance, and procurement functions for smooth implementation of RIMES projects and operations. He/She will coordinate routine administrative tasks, facilitate staff travel and logistics, support basic HR processes such as recruitment and onboarding, assist in maintaining financial records, and support procurement-related tasks in compliance with RIMES policies. The HRAF Assistant reports directly to the Head of the Department/Project Manager. Role & responsibilities Administrative Support Provide administrative support for day-to-day operations of the department, including scheduling meetings, maintaining calendars, organizing files, and coordinating logistical arrangements. Manage incoming and outgoing correspondence, ensuring timely distribution, filing, and appropriate follow-up on action items. Prepare, distribute, and archive meeting minutes, internal memos, event reports, and other program documents in both digital and physical formats. Coordinate international and regional travel arrangements, including bookings, itineraries, visa support, travel advances, and accommodation, ensuring alignment with RIMES travel policy. Process post-travel financial settlements and ensure proper documentation for reimbursement and accounting. Maintain and update inventory records of equipment, office supplies, and other assets; handle procurement and replenishment requests as necessary. Provide administrative support for workshops, training sessions, conferences, and other events, including logistical setup and coordination with vendors. Perform general office support functions such as reception, communication facilitation, and other operational support as required. Finance Support Assist in monitoring departmental and project budgets by tracking expenditures against approved work plans, flagging discrepancies, and proposing adjustments when needed. Prepare and process financial documents such as payment requests, advance and liquidation forms, petty cash vouchers, and bank payment instructions. Coordinate with the Finance team to ensure all financial transactions adhere to RIMES' financial regulations, documentation standards, and donor requirements. Assist in compiling data for financial reports, monthly expenditure summaries, and annual financial audits. Support the preparation of budget forecasts, expenditure analysis, and financial planning for ongoing and new projects. Procurement Support Assist in the development and issuance of procurement documentation, including Requests for Quotations (RFQs), comparative bid analysis, purchase orders, and contracts. Ensure compliance with RIMES Procurement Policy, including proper documentation of procurement processes, approvals, and justification of vendor selection. Maintain and update procurement tracking systems and records, ensuring accurate and timely documentation of procurement actions and contracts. Communicate with vendors to request quotations, clarify specifications, follow up on delivery timelines, and resolve any procurement issues. Support contract monitoring by tracking delivery, verifying goods and services received, and maintaining vendor performance records. HR Support Assist in recruitment processes by preparing job postings, screening applications, coordinating interview schedules, and supporting candidate communication. Facilitate the onboarding process for new staff, including organizing orientation sessions, processing employment documentation, and coordinating IT and workspace setup. Maintain and regularly update staff databases, including personal files, employment history, contract status, and leave balances. Track leave applications, generate summary reports, and alert supervisors to leave planning issues or discrepancies. Assist in the preparation of HR-related reports and correspondence, including staff announcements, HR circulars, and training support materials. Other Responsibilities Monitor and maintain a timeline of project and administrative deadlines (e.g., financial reporting, donor deliverables, HR renewals) and notify responsible staff in advance. Facilitate communication and coordination with the RIMES Operations Support Department (HR, Finance, and Procurement Units) to ensure smooth integration of support services. Support special assignments, internal audits, internal assessments, and implementation of new systems or procedures as directed. Perform any other duties assigned by the Head of Department/Project Manager to contribute to efficient department functioning. Preferred candidate profile Education Bachelor's degree or higher in Business Administration, Human Resources, Finance, Accounting, or a related field Work Experience Minimum 3 years of relevant work experience in administrative, human resources, finance, and/or procurement support. Experience in handling HR processes such as recruitment, onboarding, leave tracking, and record management. Familiarity with financial operations, budget monitoring, and preparing vouchers or payment documentation. Knowledge of procurement procedures including vendor management, RFQs, and purchase orders Experience working with international or non-profit organizations is an asset. Skill Strong organizational and time management skills, with the ability to multitask and meet deadlines. Proficiency in MS Office applications (Word, Excel, PowerPoint) and familiarity with digital recordkeeping systems. Good understanding of internal controls and compliance processes. Strong interpersonal skills with the ability to work collaboratively in a multicultural team environment. Good command of written and spoken English. Personal Qualities High level of attention to detail and accuracy. Professional, discreet, and able to handle confidential information. Proactive, flexible, and able to work independently with minimal supervision. Reliable and open to learning and taking initiative
