This position is essential for assisting and coordinating the process for effective and cost-effective management of resources and material in support of the programmatic and operational activities of HFH Haiti on the field.

ADMINISTRATION
- Ensure the office space is well maintained
- Assign working space to the staff
- Ensure all the equipment are in good state
- Manage the Guest-House and the visitors
- Ensure lodging and transportation for the visitors.
- Supervise the clerical staff working in the south
- Track team annual leave in coordination with HR officer based in PaP
- Follow insurance claim for the team
- Track and report staff attendance (presence in office or field activities)
- Greeting and directing daily visitors, answering phone inquiries and handling complaints in a courteous, professional manner
- Ensuring office supplies are maintained, including - checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
- Ensuring the confidentiality and security of files and filing systems
- Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information.
- Operating copy equipment, printers or other equipment necessary

TRANSPORT
The field Admin and Finance Officer has the overall responsibility of the fleet management in the South.
- Ensure the dispatching of the vehicles according to the needs.
- Ensure the vehicles are well used by the drivers.
- Ensure the logbooks are properly filled out
- Put the data in the report template.
- Do proper analysis of the report and alert the Logistics Coordinator.
- Manage the fuel dispatching and control the fuel consumption of each vehicle.
- Ensure the regular maintenance of the vehicles and request support of the main office for important repairs
- Keep 80% of availability as a standard indicator of performance

FINANCE
- Manage the Petty Cash box according to the Procedures.
- Fill out the finance required documentation.
- Reporting transaction in accordance.
- Hold the accounting book and perform the inputs according to the principles and procedures
- Manage the checks book.
- Produce the reports required by Office in PaP
- Proceed on a weekly basis to the transmission of Accounting documents to National Office for verification and recording.
- Verify that the supporting documents submitted for cash advance are complete.
- Ensure that all office assets are identified and inventoried.
- Follow the approved requests and the disbursement orders until delivery of the checks.

- Bachelor's degree in Finance/Accounting, Business Administration, or a related field.
- At least 3 years of related experience with procurement/logistics in emergency/customs requirements
- Fluency in English; French and Creole preferred.
- Experience working in an international organization, preferably in an NGO.
- Communication and interpersonal relations
- Problem-solving skills
- Detail oriented

Native of les Cayes, are strongly encouraged to apply.

Office setting in post-disaster environment that may involve difficult and stressful conditions (unstable conditions, irregular travel conditions and transportation means, etc).

To apply for this position please submit your resume, motivation letter including copy of diplomas.

2023-03-15